Creating Form Letters from CarePartners Connect™
These instructions can assist you with easily creating a letter to:
1. All subscribers in your program (e.g., to announce a new service)
2. Subscribers who have not tested recently to remind them to test.
Creating a Form Letter to All Subscribers in Your Program
Step 1: Export the Subscriber List from CarePartners Connect to Microsoft Excel™
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Log into CarePartners Connect.
From the left menu bar, click Program Reports and then Subscriber List by Name.
Select the current report and the report will open.
On the navigation bar across the top of the report select Export.
A dialog box will appear called File Download. Choose Save this file to Disk and
click OK.
6. Another dialog box will appear called Save As. Change the Save in location to
your desktop (or any folder where you store documents). Note where you saved
the file as you will need to locate it later. In the cell next to File Name enter the
name of the file, or keep the original name. Click Save. Note the name of the
document as you will need to retrieve it later.
7. A dialog box called Download Complete will appear. Click Close to exit.
Step 2: Set Up Data within Microsoft Excel to merge with Microsoft Word™
1. Open Microsoft Excel.
2. From the menu bar, click File, Open.
3. A dialog box called Open will appear. In the top left hand corner, change the
Look in location to the location where you saved the file you just created. At the
bottom of the dialog box, change the Files of Type to All Files.
4. Highlight the file you saved from exporting the Subscriber List. Single click on
the file and click Open.
5. In the opened Excel file, click the B above the second column. The entire column
will be highlighted. From the menu bar, click Insert, Columns.
6. Click the A above the first column. From the menu bar, click Data then Text to
Columns.
Creating Mailing Labels Using CarePartners Connect
7. Choose Delimited, click Next.
8. Uncheck Tab and check Comma, click Next and then Click Finish.
9. Click in the first cell below the A, type Last Name. Click in the first cell below
the B, type First Name.
10. Select the column labeled Zip Code by clicking on the letter at the top of the
column containing the zip codes.
11. From the menu bar select Format, Cells.
12. Select Special then Zip Code, click OK.
13. Save the file by selecting File and then Save.
14. Save to Desktop or other desired location. You will be asked to replace the
existing file, choose Yes.
15. When asked if you want to keep this workbook format, click Yes.
16. Close the file and Excel. You may be asked if you want to save the file. Select
No.
Step 3: Creating the Form Letter in Microsoft Word using Mail Merge
1. Open Word. Select File New.
2. From the menu bar choose Tools then Mail Merge. This will open a dialog box
called Mail Merge Helper.
3. In Step 1 of Mail Merge Helper, click Create then Form Letters then Active
Window.
4. In Step 2 click Get Data and then Open Data Source. This will open a dialog box
called Open Data Source.
a. Change files of type to All Files. Select the file that contains the
subscriber list you just exported from your desktop or the location to
which you saved the file. Click Open. If you are asked for the Entire
Spreadsheet, select OK.
5. Click on Edit Main Document. You are presented with a blank WORD document
into which you can create the letter.
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Creating Mailing Labels Using CarePartners Connect
6. Create the letter (see example below). When you wish to input data such as the
Subscriber’s Name from the Subscriber List, click Insert Merge Field from the
toolbar.
7. When you have completed the letter, click Tools and Mail Merge.
8. The Mail Merge Helper dialog box will appear. In Step 3 of the Mail Merge
Helper Window click Merge. The Merge dialog box will appear. Click the
Check Errors button on the right hand side.
a. Select “Complete the merge without pausing. Report errors in new
document.”. Click OK.
b. Click the Merge button.
9. This will create your form letters that you print just as you would any other
document.
Sample Format of Form Letter:
Completed Sample Form Letter
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Creating Mailing Labels Using CarePartners Connect
Creating a Form Letter to Subscribers Who Have not Tested Recently using the
Check In Call Report
Step 1: Export the Check In Call Report from CarePartners Connect to Microsoft
Excel™
1.
2.
3.
4.
5.
Log into CarePartners Connect.
From the left menu bar, click Program Reports and then Check-in calls.
Select the current report and the report will open.
On the navigation bar across the top of the report select Export.
A dialog box will appear called File Download. Choose Save this file to Disk and
click OK.
6. Another dialog box will appear called Save As. Change the Save in location to
your desktop (or any folder where you store documents). Note where you saved
the file as you will need to locate it later. In the cell next to File Name enter the
name of the file, or keep the original name. Click Save. Note the name of the
document as you will need to retrieve it later.
7. A dialog box called Download Complete will appear. Click Close to exit.
Step 2: Set Up Data within Microsoft Excel to merge with Microsoft Word™
1. Open Microsoft Excel.
2. From the menu bar, click File, Open.
3. A dialog box called Open will appear. In the top left hand corner, change the
Look in location to the location where you saved the file you just created. At the
bottom of the dialog box, change the Files of Type to All Files.
4. Highlight the file you saved from exporting the Check-in call report. Single click
on the file and click Open.
5. In the opened Excel file, click the B above the second column. The entire column
will be highlighted. From the menu bar, click Insert, Columns.
6. Click the A above the first column. From the menu bar, click Data then Text to
Columns.
7. Choose Delimited, click Next.
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Creating Mailing Labels Using CarePartners Connect
8. Ensure that the Comma option is checked, click Next and then Click Finish.
9. Click in the first cell below the A, type Last Name. Click in the first cell below
the B, type First Name.
10. Select the column labeled Zip Code by clicking on the letter at the top of the
column containing the zip codes.
11. From the menu bar select Format, Cells.
12. Select Special then Zip Code, click OK.
13. Save the file by selecting File and then Save.
14. Save to Desktop or other desired location. You will be asked to replace the
existing file, choose Yes.
15. When asked if you want to keep this workbook format, click Yes.
16. Close the file and Excel. You may be asked if you want to save the file. Select
No.
Creating the Form Letter in Microsoft Word using Mail Merge
10. Open Word. Select File New.
11. From the menu bar choose Tools then Mail Merge. This will open a dialog box
called Mail Merge Helper.
12. In Step 1 of Mail Merge Helper, click Create then Form Letters then Active
Window.
13. In Step 2 click Get Data and then Open Data Source. This will open a dialog box
called Open Data Source.
a. Change files of type to All Files. Select the file that contains the check-in
call report you just exported from your desktop or the location to which
you saved the file. Click Open. If you are asked for the Entire
Spreadsheet, select OK.
14. Click on Edit Main Document. You are presented with a blank WORD document
into which you can create the letter.
15. Create the letter (see example below). When you wish to input data such as the
Subscriber’s Name or the number of days since last Check-in, click Insert Merge
Field from the toolbar.
16. When you have completed the letter, click Tools and Mail Merge.
17. The Mail Merge Helper dialog box will appear. In Step 3 of the Mail Merge
Helper Window click Merge. The Merge dialog box will appear. Click the
Check Errors button on the right hand side.
a. Select “Complete the merge without pausing. Report errors in new
document.”. Click OK.
b. Click the Merge button.
18. This will create your form letters that you print just as you would any other
document.
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Creating Mailing Labels Using CarePartners Connect
Sample Format of Form Letter:
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