Predefined QuickBooks letter fields are available from the QuickBooks
When you choose Create a new letter template from the Letters and Envelopes
wizard, Microsoft Word opens with the QuickBooks toolbar at near the top
of the window. The toolbar represents the possible data fields you can use in your
letter, based on the letter type you selected. QuickBooks data will be
substituted for these fields when the template is used to prepare an actual
If you don't see the toolbar (for example, if you closed it earlier), you can reopen it.
To open the QuickBooks toolbar
Do one of the following:
In Word 2000, 2002, and 2003, go to View > Toolbars.
In Word 2007 go to Add-Ins.
Click the QuickBooks toolbar for the type of letter template you're using.
Click in the QuickBooks letter template where you
want to insert a field.
Click a QuickBooks field from the submenu in the QuickBooks letter fields
The selected field appears at the insertion point. In the final letter,
QuickBooks information will appear where you've inserted the field.
Remember to add a space between fields just as you would if you were manually
entering the information.
Depending on the kind of letter template you're creating, format and edit
the letter. Your formatting selections will appear in the final letter.
Format the fields as you would in any Word document.
Important: If you are using
QuickBooks window envelope templates, be aware that any changes to the letter
format may cause the address fields to be incorrectly placed.
If you edit an existing letter template, remember to save it with a
different name so that your edited versions are preserved if you have to
reinstall QuickBooks. If you save an edited letter template with the same name
as the original one, your changes will be lost when you reinstall.