Last updated: 2025-12-02
User Preferences - Correspondence Options
User Preferences - Correspondence Options
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The link for this help topic is:
In this Topic ShowHide)
- Overview
- Recipient Address Type Section
- Letters/Documents Options Section
- Print Output Settings Section
- Correspondence Options Section
- E-mail Attachment Options Section
- Correspondence Method Section
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Overview
Accessible from User Preferences,
this content link contains the user's default letter-printing and e-mail
options for SmartOffice. Automated SmartOffice workflows use these settings;
however, the user can change these options while sending individual letters
and e-mail messages.
Watch the Training Class:
[Selecting
Correspondence Options](https://help.smartofficecrm.com/movies/sopro/corr_options_flash/corr_options.html)
Note: If the SmartOffice administrator
specifies [office-level Correspondence
Options](/help/pro/office/settings), users may not be able to edit certain options on this
content link.
Recipient Address Type Section
Specify whether letters should be sent to a recipient's preferred, residence
or business address by default. The selection is used to insert the appropriate
address merge codes in letters, labels and
envelopes. Preferred, residence and business addresses are specified on
a contact's [Personal
content link](/help/pro/contacts/and/businesses/-/contact/personal/content/link).
Letters/Documents Options Section
-
Display
Letter Log and Document List together: Select this option to
display letters created from within SmartOffice and documents posted
or linked from outside SmartOffice together in a single list on the
contact Letters/Documents content link.
-
Display
Letter Log and Document List separately: Select this option
to display letters created from within SmartOffice and documents posted
or linked from outside SmartOffice in separate Letter Log and Document
List sections on the [contact
Letter/Documents content link](/help/pro/contacts/and/businesses/-/letters/documents/content/link).
File Posting Method Section
This section specifies the user's preferred method for posting files
to SmartOffice Pro.
The options are:
-
Plug-in:
Select this option to post files to SmartOffice Pro using the Microsoft Plug-in for SmartOffice. This option
requires Windows with the plug-in installed, but it offers a few more
file posting options that are not currently offered through browser-based
file posting.
-
Browser:
Select this option to post files to SmartOffice Pro using a completely
browser-based method. This option does not require a plug-in, but
it has a few limitations in terms of file posting options.
For more information, see File Posting.
File Opening Method Section
This section specifies the user's preferred method for opening documents
and other files stored in SmartOffice Pro. For more information about
opening documents and other files in SmartOffice Pro, see [Contacts
and Businesses - Letters/Documents Content Link](/help/pro/contacts/and/businesses/-/letters/documents/content/link).
Note: This setting does not affect
how the user opens saved correspondence. For that setting, see the
Correspondence Method section.
The options are:
-
Plug-in:
Files stored in SmartOffice Pro will open in desktop programs like
Microsoft Word, Microsoft Excel and Adobe Acrobat Reader. This method
requires the Microsoft Plug-in for SmartOffice.
-
Browser:
Files stored in SmartOffice Pro will download to the user's device
through the web browser when the user tries to open them. The user
can then open the downloaded files manually. This method does not
require the plug-in.
Note: In SmartOffice enterprise environments,
administrators can enable or disable users' ability to choose a file
posting method. In the server config.xml file, setting the
element under
allows users to choose, while setting it to true
forces all file opening to occur using the browser method.
Print Output Settings Section
-
on Local Printer: Select this option if users are responsible
for printing their own documents on a local network printer or on
a printer connected directly to the user's computer.
-
Send
to Printer Queue: This option displays if the user's office
has the Printer Queue license.
Select this option if administrative staff is responsible for printing
documents for most of the users in SmartOffice. Print jobs are sent
to the job queue of the responsible print queue user. This feature
enables remote employees to send their print jobs to the main office
for printing and mailing purposes. See [SmartOffice
Printer Queue](/help/pro/ecp/printer/queue).
Correspondence Options Section
-
one letter per household: Ensures that only one letter is sent
to a household if more than one member of the household is selected
when the user sends mass correspondence.
Correspondence is addressed to the contact specified as the head of
household unless a salutation for the household is defined on the
contact's Household tab.
-
Apply
contact's mail privacy: With this setting enabled, SmartOffice
checks the Communication Privacy settings on the contact's [Add'l
Personal content link](/help/pro/contacts/and/businesses/-/contact/add/l/personal/content/link). If those settings specify that no postal
mail or e-mail should be sent, the contact will not receive the letter.
-
Preview
before printing: Automatically expands merge codes and opens
a print preview before sending a document to the local printer or
SmartOffice printer queue.
-
Use
Default E-mail Signature from Outlook/Lotus Notes: This option
appears only if the Plug-in option is selected in the [Correspondence
Method section](/help/pro/user/preferences/correspondence/options#Correspondence_Method). Users who post e-mail messages to SmartOffice
directly from Microsoft Outlook or Lotus Notes can have their default
Outlook/Lotus Notes e-mail signature added to outgoing e-mail messages.
-
Append
a signature to the e-mails you send: This option appears only
if the Browser option is selected in the [Correspondence
Method section](/help/pro/user/preferences/correspondence/options#Correspondence_Method). When this option is selected, the contents of
the e-mail signature template specified in the Signature field (under
[Default
Templates](/help/pro/user/preferences/correspondence/options#Default_Templates)) are added to the e-mail message before it is sent.
-
Post
to Letter Log/SmartPad: Saves all letters and envelopes generated
and printed from SmartOffice to the contact's [Letter
Log](/help/pro/contacts/and/businesses/-/letters/documents/content/link) and posts an entry to the SmartPad
noting that the document was printed.
-
Create
follow-up activity: Prompts the user to create a follow-up
activity for every letter sent from SmartOffice.
-
Send
form letter as e-mail body: Inserts the text of the form letter
in the body of the e-mail message instead of sending the letter as
an e-mail attachment.
Default Templates Section
This section specifies default [correspondence
templates](/help/pro/templates/-/introduction) for the user, which can help speed up the process of sending
correspondence from SmartOffice.
-
Envelope: Click this hyperlink to select the
envelope template that will be selected by default when the user sends
print correspondence.
-
Header: Click
this hyperlink to select the header template that will be selected
by default when the user sends correspondence.
-
Footer: Click
this hyperlink to select the footer template that will be selected
by default when the user sends correspondence.
-
MS Word
Default: Click this hyperlink to
select the default correspondence template that will be inserted automatically
when the user selects the Launch Word option from the Correspondence
button menu (see Correspondence).
-
Signature:
Click this hyperlink to select the signature template that will be
selected by default when the user sends e-mail correspondence using
the browser-based correspondence method (see [Correspondence
Method Section](/help/pro/user/preferences/correspondence/options#Correspondence_Method)).
-
header on first page only: The header will be printed on the
first page of the document only.
-
footer on first page only: The footer will be printed on the
first page of the document only.
E-mail Attachment Options Section
When sending a form letter as an e-mail attachment, the user can send
the file as a PDF or Microsoft Word file. Select the default format for
attachments.
If the Do not store attachments from outgoing
e-mails in SmartOffice option is selected, e-mail messages that
the user sends from SmartOffice are saved to the SmartPad without their
attachments to conserve storage space. This setting is the same for all
users in the office and can be configured only at the office level by
a SmartOffice administrator (see [Office
Settings - Office Correspondence Options](/help/pro/office/settings/-/office/correspondence/options)).
Launch E-mail Section
These options determine what happens when the user selects the Launch
E-mail command from the Correspondence menu or in the Correspondence Wizard
(see Correspondence).
In addition, these options determine what happens when the user selects
a hyperlinked e-mail address in SmartOffice. The options are:
-
Open
Outlook desktop app using plug-in: If this option is selected
and the user has the required [Microsoft
Plug-in for SmartOffice](/help/pro/smartoffice/desktop/integrations) installed, SmartOffice opens a blank e-mail
message in the Outlook desktop app.
-
Open
Outlook 365 web app: This option is for users who do not have
the [Microsoft Plug-in
for SmartOffice](/help/pro/smartoffice/desktop/integrations) installed and/or who want to use Outlook on the
web. With this option selected, SmartOffice opens a blank e-mail message
in the Outlook 365 web app. A Microsoft 365 subscription is
required.
Note: Enterprise customers can configure
their SmartOffice server to launch the Outlook 365 desktop app instead
of the web app when the Open Outlook 365 web
app option is selected. This is controlled using the
file. Setting the value of this element to https://outlook.office365.com/owa/?path=/mail/action/compose
launches the Outlook 365 web app, whereas setting the value to mailto:// launches the Outlook 365 desktop app.
Correspondence Method Section
Note: This feature is not
available in Canada and Australia.
Specify the method for sending print correspondence,
editing correspondence templates
and opening saved correspondence in SmartOffice. The options are:
-
Plug-In:
This method uses Microsoft Word for SmartOffice correspondence features.
To use this method, the user must have Microsoft Word and the [Microsoft
Plug-in for SmartOffice](/help/pro/smartoffice/desktop/integrations). This is the default method.
-
Browser:
This method uses a browser-based word processor for SmartOffice correspondence
features, requiring no software installation. The editor opens in
its own browser tab and looks and functions like Microsoft Word. Learn more.
Note: If a user accesses SmartOffice
Pro on a non-Windows device, SmartOffice Pro automatically uses the
browser method for correspondence, regardless of the option selected
here.
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