Documents are created by uploading files that you have created on your computer using Word, Open Office etc. into Docmail.
File formats that are recognised by Docmail are .doc, .docx, .odt, .pdf, rtf, .bmp, .jpg, .png and .tif format.
From the library screen click on the type of document that you want to add and then click the link at the top of the page to add the new document.
For example to add a new A3 folded sheet click A3 folded sheets and then ‘ADD NEW A3 FOLDED SHEET’.
To create A3 folded sheets, A4 documents, greeting cards, postcards and backgrounds you can:
- Select the file from your computer that you would like to upload.
- Select the document type from the drop down list.
- Background - select the name of the background you wish to change
Please note that not all of the fields are applicable to all of the types of document that you can upload.
Additional fields can be found by clicking on ‘Advanced options’ which you will see near the bottom of the screen.
In more detail:
Select new file/Upload file (all document types)
Click ‘Select’ to find the file that you want to upload from your computer.
If your document is personalised in any way, (i.e. you want the name and address on it, or to add any data into it) it must be a Microsoft Word (.doc or .docx), Rich Text Format (.rtf) for Open Office (.odt) document.
You can upload a PDF document only if it needs printing exactly as the PDF supplied, and has form fields with merge tags in for any personalised information.
Document type (A3 folded sheet, A4 document, postcard, background and A3 insert only)
This is already completed with the option that you clicked on and cannot be amended.
Address panel position (postcard only)
You can choose to have the address printed on the right or left side of your postcard.
Name (all document types)
This will help you to help identify the document, but is optional.
Description (all document types)
You can enter some further information to help you identify the document again, this is optional.
Background (A3 folded sheet, A4 document, postcard, greetings cards)
Backgrounds can contain company logos, letterheads etc. A background is a template which Docmail can apply behind your document. This can save you having to put logos or letterheads into each of your documents.
Once set up they are available in the library and can be selected for use on your documents.
Can this document begin on the back of another document? (A4 documents)
The cheapest option is to allow Docmail to print on both sides of the paper (duplex printing).
If a mail pack contains more than one document Docmail will print all the documents in the mail pack ‘back-to-back’, for example, if document 1 in the mail pack is only one side long, then document 2 starts printing on the back of document 1.
If you intend to use a document in a mail pack with other documents and use duplex printing, the ‘Can this begin on the back of another document’ option allows back-to-back printing.
However, you might want to start on a new sheet of paper, for example for a reply form.
If you always want this document to start on a new sheet of paper, then DO NOT tick this box.
Remember, this option is only relevant if you intend using the document with other documents, like in a mail pack, and you intend to use duplex printing.
Can another document begin on the back of this document? (A4 documents)
Similar to the above, if you are happy for all documents in a mail pack to be printed back-to-back then tick this box on every document.
However, if you do not want another document to start on the back of this document then DO NOT tick this box.
Remember, this option is only relevant if you intend to use this with other documents, like in a mail pack, and you also intend to use duplex printing. Password protected areas (all document types except backgrounds)
If any part of the document(s) selected are password protected you can enter the password here so that the file can be uploaded successfully to Docmail, saving you needing to remove the password before uploading.
Encryption password (all document types) If all the documents that you have selected to upload are password protected you can enter the password here so that the file can be uploaded successfully to Docmail, saving you needing to remove the password before uploading.
Restrict use of the document to the creator? (all document types)
You can restrict the use of documents so that any additional users on your account cannot use them.
Tick here if you are the only person authorised to use the documents that you have uploaded.
Address panel font (all document types except backgrounds)
You can choose a font from the drop down list and Docmail will use this when printing the names and addresses.
File contents (A3 folded sheet, A4 document, postcard, greeting card)
Select ‘Document’ if you are creating a document to be personalised with information from your data list.
If you have selected a merged file that has already been personalised for more than one recipient, you need to select ‘Multiple address stream’ to tell Docmail that the file contains a stream of letters rather than a pre-merged letter file.