|LetterMark for Outlook Version 5.0
to LetterMark, a robust Web-enhanced e-mail service from Research
Triangle Software, law firms can convert ordinary text e-mails into
sophisticated and professional-looking communications that go far
beyond the capabilities of e-mail stationary and signature files. With
LetterMark, attorneys can send e-mails using customized and interactive
templates that integrate with their firms’ Web site without embedding
graphics, adding attachments or scripts or rerouting e-mails to another
server. LetterMark doesn’t require new hardware or changes to firewall
settings and will not compromise privacy.
One of the best
features I found with LetterMark is e-mails can include a dynamically
updated vCard with contact information that recipients can add to their
e-mail address book in two mouse clicks. If any contact information,
such as an e-mail address, phone number or mailing address changes,
LetterMark automatically updates the information the next time a
recipient opens the e-mail, keeping contact information current.
My company began using LetterMark a few months ago and we have had
excellent results. Within a few days of communicating with the
company’s sales department to set up the templates, mockups of our
proposed templates were sent to us for review. LetterMark was quick to
accommodate format requests, and within three days the company provided
four templates based on our requests for various e-mail communications
we send to clients and prospects. Each template fully integrates access
to our Web site into each e-mail we send, making it easy for recipients
to click through to our Web site. Since installing the LetterMark
system, visits to our Web site have increased by more than 40 percent.
Installation of the LetterMark system took a matter of minutes via a
license key that was sent by e-mail. The setup installs a toolbar in
Microsoft Outlook. You compose and send e-mails directly to a recipient
in the usual way and they are not intercepted or rerouted. As an
e-mail is composed, you don’t see the template until you actually hit
the “Send” button, revealing a preview window. This allows you to send
the e-mail with the default LetterMark template chosen during setup, or
you can select a different template on the fly via a drop-down menu on
the LetterMark toolbar. Pressing the “Send” button a second time sends
the e-mail to the recipient.
You easily can disable the “Preview” option within the program setup to
automatically send the e-mail from within Outlook. A user can send an
e-mail without the LetterMark template by choosing “No Template” from
the menu or the “Text Only” option for text-only recipients. The
LetterMark template and contact information isn’t sent with the e-mail
and is retrieved from the LetterMark data center when the recipient
opens the e-mail. One option I would like to see added is the ability
to automatically send the first e-mail to a client or a prospective
client using my default template and send replies and forwards using
another template I specify during setup.
From an administrative standpoint, the system is easy to manage. In the
rare event the LetterMark data center is down, there is no interruption
to incoming or outgoing e-mail; only the availability of a template is
affected during that time. The data center is managed by Hosted
Solutions, a large-scale data facility with fully redundant switches
and routers between multiple data centers using many security
checkpoints to gain access. The system also gives access to various
reporting features that show the number of click-throughs to your
firm’s Web site and vCard downloads. Technical support for LetterMark
is excellent, with quick call backs and resolution to almost any issue.
LetterMark is a great solution for law firms and solos looking to stand
out from the crowd by turning ordinary e-mails into
professional-looking communications that will reflect your brand
identity, drive visits to your Web site, strengthen relationships and
enhance future marketing efforts each time you or a staff member hits
the “Send” button.
Reviewed by arry W. Salavantis, a legal software applications
specialist and president of Resource Advisors for Computers Corp. in
Albany, N.Y. He can be reached at email@example.com.