Tutorial - Creating and Editing Property Particulars and Brochures

Pre-requisites

• A genuine activated copy of Microsoft Word 2000/XP(2002)/2003/2007/2010 /2013

Creating a new template

1. Click the Particulars/List icon from the Properties icon under the Configuration & Administration tab
2. Select the Template from the lookup table
3. In the Description field type a name for the template

4. Click the Setup button

5. A list will appear on screen with some simple pre-designed templates. Select one of the options that best fits your requirements. This will load up the template in Word and allow you to modify the template as required

6. Once you've finished making the required changes to the template, click the Save button in Word and close Word

7. Click the Save button to save the template in Acquaint

Creating a new template from an existing Word document

1. Click the Particulars / List icon from the Properties icon under the Configuration & Administration tab

2. Click the New button

3. In the Description field type a name for the template

4. Click the drop down arrow at the end of the Word File Name field

5. Browse to the Word document and double click to select it

6. Click the Setup button. This will load up the Word document in Word and allow you to modify it as required

7. Once you've finished making the required changes to the document click the Save button in Word and close Word

8. Click the Save button to save the template in Acquaint

Editing Property Templates

1. Click the Property Particulars Templates icon via the Properties icon under the Configuration & Administration menu.
2. Each Template has the following fields:

• Description
• Word File Name - the file name of a Microsoft Word Document (.DOC / .DOCX ) or Template (.DOT / .DOTX) to use. If a file name is not specified then Acquaint will create a file with a named based on the Description.

3. Click the Setup button this will open Microsoft Word with the document specified in the Word File Name field. Once loaded Merge Fields can be added to the document from the Microsoft Word main menu using the Insert Merge Field button.

Inserting a merge field in the template

Merge Fields are using for merging Property details such as Price, Rooms etc.

How to insert a merge field into the template depends on the version of Word you're running

• For Word 2000/2002/2003

  1. Click the Insert Merge Field button located left of the Insert Word Field button in the toolbar

  2. Select the required merge field from the list and click the Insert button

  3. Once you've inserted all the required merge fields click Close button on the Merge Fields box

• For Word 2007/2010 /2013

  1. Click on the Mailings tab

  2. Click the Insert Merge Field button

  3. Select the required merge field from the list and click the Insert button

  4. Once you've inserted all the required merge fields click Close button on the Merge Fields box

Inserting pictures into a template using merge fields

Picture Fields are used for pictorial information such as EER Charts, Floor Plans, Property photos etc.

Insert Picture Fields button

This is the simplest method.

When the Template is opened in Edit Mode in MS Word an Insert Picture Fields icon will appear. The Image Placeholders column will appear listing the available fields. Click the desired position in the Word Document and select the required Image Placefolder by double clicking. You can use drag and drop to move the Image Placeholder and resize.

Manual Method

1. Insert a table into the template and set the autofit property to 'Fixed Column Width'

2. Click in the cell you wish the picture to appear in

3. Change the column size/cell width to the desired picture width

4. If you want to put a border around the picture:

   1. Right click on the table

   2. Go to Table Properties > Options

   3. Set all margins to 0 cm

   4. Click Ok

   5. Click on Borders and Shading and select how you want the border to appear

5. If you don't want a border around the picture:

   1. Right click on the table

   2. Select Borders and Shading

   3. Select None

   4. Click Ok

6. Click into the table and press CTRL + F9 this will insert special word field brackets (use ALT + F9 to see existing merge fields)

7. Within the brackets type ""
8. The content within the table should look something like: {IncludePicture ""}.
9. Click between the "" and Click the Insert Merge Field button and select the desired picture merge field (e.g. Picture1)

Using bookmarks

1. In the template click where you wish the picture to appear

2. Click on Insert > Bookmark

3. For the Bookmark Name type the name of the required bookmark (e.g. Picture1)

4. Click the Add button to add the bookmark to the template and close the Bookmarks box

Changing the size of a picture inserted using a bookmark

1. Click the Particulars/List icon from the Properties icon under the Configuration & Administration tab.  

2. Click on the template you wish to change the size of a bookmark picture

3. Click the Edit button

4. Click the Bookmarks tab

5. Change the relevant field to the required size

   • Note these sizes are done in pixels

6. Click the Save button

Creating Particulars

1. Load up the Property record that you wish to create particulars for

2. Click the Create Particulars button

3. Select a Template from the list

4. This will create a Word document based on the selected template and the property record in Acquaint.

Note:

• The particulars may take a couple minutes to load completely
• The particulars, once created, will be saved against the property

Editing particulars

1. Find the Property that you wish to create particulars for.

2. Click the Correspondence button

3. In the Property Particulars / Attachments section double click on the set of particulars you wish to edit

4. This will load the particulars from a saved Word document

5. Once you've finished making changes click the Save button and close Word

Recreating particulars

1. This process is essentially the same process as detailed in the Creating Particulars section above

2. Find the Property that you wish to create particulars for.

3. Click the Create Particulars button

4. Select a template from the list

5. A warning message will appear asking if you're sure you want to recreate the particulars

6. This will recreate a Word document based on the selected template and the property record in Acquaint

This will overwrite any changes that you have manually made to the previous set of particulars. Any changes you have made and would like to keep you will have to apply again to the new set of particulars

Uploading particulars

1. Find the Property that you wish to create particulars for.

2. Click on the Correspondence button

3. In the Property Particulars / Attachments section highlight the set of particulars you wish to upload

4. Click the Create PDF button. This will create a PDF version of your particulars and attach the file to the Property Particulars / Attachments section

   • Note this may take a couple minutes to complete depending on the set of particulars you've selected

5. Once the PDF has appeared in the Property Particulars / Attachments section close the property record

6. On the Main tab of Acquaint click the Web Upload button

7. Click the Run button

Deleting particulars

1. Find the Property that you wish to create particulars for

2. Click on the Correspondence button

3. In the Property Particulars / Attachments section highlight the set of particulars you wish to delete

4. Click the Delete button

5. A message box will appear asking whether you would like to delete the physical file off your PC. If you would like to completely remove the file select yes.

    

Note deleting the Word document for the particulars will not remove the PDF file from your own website or property portals. To do this delete the PDF file