Letter Layout Settings

When you select a letter report and click Next, you'll see the Overview and Select Printer windows. An Options window unique to the report displays next, if applicable, then the Letter Layout window follows.

Use the available options to change the letterhead, letter date, inside address, closing, and margin styles. You can also open the editor to modify the text of the letter.

Set the Letterhead Style

You can set the layout and fonts for letterhead. Click the drop-down list to select a style. You can insert new styles and change or delete existing ones. If you change an existing style, the changed style applies to all reports using it. Each descriptive letterhead style name must be unique.
  1. In the Letter Layout window, under Letterhead Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. To edit the text of the letterhead, click Edit Text.
  5. Enter the text, and format it as necessary. To insert a field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the text.
  6. To insert a graphic, click Insert > Graphic Image. Select the file, and click Open.
  7. When you're finished, click OK to close the editor.
  8. Select Print the Letterhead Inside the Margins or Print the Letterhead Outside of the Margins. To determine where to start printing, enter a number in inches in the Min Top Margin field.
  9. To save your settings, click Save/OK. If you edit an existing style, all reports currently using this style will change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.

Set the Letter Date Style

You can set up the format and position for printing a date in the letter. Examples of date formats include:
  • June 3, 2022
  • 06/03/22
  • 3 June 2022
  1. In the Letter Layout window, under Letter Date Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a letter style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. In the Format drop-down list, select a date format.
  5. To select a font, click Set Font. Select the options you want, and click OK.
  6. To set a place for the date to print on a letter, click the Position drop-down list and select Left Side, Center, or Right Side.
  7. To save your settings, click Save/OK. If you edit an existing style, all reports currently using this style will change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.

Set the Inside Address Style

You can customize a letter's inside address or salutation. Examples of letter salutations include:
  • To Whom It May Concern:
  • Ladies and Gentlemen,
  • Attention [Name]:
  • Dear [Name],
  1. In the Letter Layout window, under Inside Address Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. To edit the text of the inside address, click Edit Text.
  5. Enter the text, and format it as necessary. To insert a field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the text.
  6. When you're finished, click OK to close the editor.
  7. To save your settings, click Save/OK. If you edit an existing style, all reports currently using this style will change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.

Modify the Body of a Letter

You can change the wording in a letter.
  1. Click Modify the Body of the Letter to display the text editor.
  2. Insert new text, or edit and format the text as needed.
  3. To add a web link in the body of the letter, enter the webpage address manually instead of copying and pasting the link.
  4. To save your changes, click OK.

Set the Closing Style

You can customize the letter's closing. Examples of letter closings include:
  • Cordially,
  • Sincerely,
  • Warmest regards,
  • Yours very truly,
  1. In the Letter Layout window, under Closing Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. To edit the text of the closing style, click Edit Text.
  5. Enter a closing, and format it as necessary. To insert a field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the list.
  6. To insert a signature bitmap, click Insert > Graphic Image. Select the file, and click Open.
  7. When you're finished, click OK to close the editor.

Set the Margin Style

You can set the margins for the report. Insert new margin styles, and change or delete existing ones. If an existing style changes, the changed style applies to all reports using it. Each margin style name must be unique.
  1. In the Layout window, under Margin Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. Enter or edit the top, bottom, left, and right margins.
    Note: Enter a margin setting of 0.000 to print at the smallest margin for the printer selected.
  5. To save your settings, click Save/OK. If you edit an existing style, all reports currently using this style will change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.