LII People - E-mail Options and Setup

How to set up and send email through Logos

 

Methods for sending email

Setup for sending email through your own server

See tips for Commonly user Email Providers

Setup for sending email through the Logos Server

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Methods for sending email from within the software

Logos II provides three methods for sending e-mails to the e-mail addresses entered in individual records:

1. Individual: Click the E-mail button next to an E-mail field (Home, Work, Cell Text Msg or Family) in a person’s record in order to send a message to this individual. This opens your regular e-mail program (unless the Logos Email option is selected in Preferences), such as Microsoft Outlook, in which to type the message to send.

 

 

2. Multiples: Select the Send Email routine on the People or Event Registration Reports menu. (You must have defined your Logos Email settings, or your e-mail system, on the Email screen in Preferences in order for Logos to process these messages. See next page.) You can enter Search Criteria or select from a grid the persons who are to receive the message.

 

NOTES on LIMITATIONS in SENDING TO MULTIPLE ADDRESSES:

 

Due to the complexity of negotiating all the constantly changing security settings defined by various Internet Service Providers, it is not always possible for emails transmitted by Logos to be processed by a given ISP. For example, some ISP’s may block attachments, others may limit the number of messages that can be sent, and some may block all.The e-mail messages that can be entered in these routines are Plain Text only. This does not allow modifying fonts and/or inserting graphics. You can add an attachment, but, as noted, some ISP security settings block attachments sent from a program other than your regular e-mail program.


The exception to the Plain Text limitation is the Statements/Letters/Receipts routine, when using the Logos Email setting. You have access to a Rich Text editor allowing more customization of your email body.
Another way to resolve either of these limitations is to use Option 3.

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3. Export the e-mail addresses into a file. Open the file in Excel or other program and copy the e-mail addresses. Then paste them into the BCC field of a new e-mail message that you enter in your regular e-mail program. There are several ways in which this can be done. Follow the steps explained below.
Export E-mail Addresses to Other Email Program (Outlook)

1. On any module’s Utilities panel, choose Export People Data.

2. Select the Specialized export options and mark the Export E-mail addresses item. Select the Next button.

3. On the Search Criteria screen, enter a query to select the people who are to receive the message. The routine will automatically only locate records that have at least one e-mail address (Home, Work, Cell Text Message and/or Family). If you want to exclude persons with a specific type of address, add one of these selections from the People tab to exclude them: E-Mail is Blank will exclude those who have a Home E-Mail address defined. Work E-Mail is Blank will exclude those who have a Work E-Mail address. Cell Phone Text Msg is Blank will exclude those with a Text Message address. Family Email is Blank will exclude those who have a Family E-mail address.

4. Proceed to the Output Destination screen and select an Export file format (e.g., Delimited with Comma or Microsoft Excel 5.0 or greater). Click Print.

5. Open Excel and then open the file that was exported. To see the complete e-mail
addresses in the file, either click the Select All button (the empty box in the top left of the worksheet) or press Ctrl+A. On the Format menu, select Column > Autofit.

 

 

6. Highlight all the addresses in one column and press Ctrl+C or select Copy from the Edit menu.

7. In your e-mail program, open a new e-mail message. Click into the Bcc… field (so that recipients do not see other addresses) and press Ctrl+V or select Paste (Edit menu). (If Bcc… does not appear, use your program’s method to display it. In Outlook, click the Options button on the toolbar and click Bcc on the menu.)

8. If you also want to use other e-mail addresses for the selected individuals, repeat Steps 6 and 7 for another e-mail column. You do not need to copy the names of the persons selected; they are provided as a reference.

9. Enter your message and add any attachment, then send it.


NOTE: You can also export Home e-mail addresses using the Phone Messaging option in the Export People Data routine. Enter the same Search Criteria, and export the data to a file. Then open Excel, locate and open the file, and copy the e-mail addresses. If you have purchased the PhoneTree messaging system, you can import this data file and send your email messages from within PhoneTree.

 

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E-Mail Setup using your own server or email account

 

Use the Preferences > Email screen to identify your e-mail system, or configure it to use the Logos Email system (temporarily unavailable). This definition is needed in order to send e-mail messages to multiple recipients at once (E-mail routine on People and/or Event Registration Utilities panels).


Your Internet Service Provider may impose limits on the number of e-mail messages that can be sent at one time or within a time period. It may also block attachments or otherwise restrict this process.
Sender/Login Information —Your Email Address


E-mail Address — The e-mail address entered on the Organization screen in Preferences initially displays here. You can enter a different e-mail address.

This address will appear as the default sending address when e-mail is sent from this computer. This address can be overwritten with a different address at that time. A Support e-mail message created in the Backup routine defaults to the e-mail address defined for the sending computer and can be modified for that message so that a reply can be sent to the specific person.
User Name/Password — Entries in these fields are needed only with the Logos Email, SMTP, or CDO formats. For Logos Email (see this article for status on using Logos email), enter the Username and Password provided to you by Logos Support.  For SMTP or CDO, enter the Name and Password you use (if any) to log onto your e-mail system. (For gmail, the User Name must be identical to the E-mail address field entry.)

 

Select Protocol

 ♦ Mapi (Messaging Application Programming Interface) — If you select Mapi, each time you send a message to multiple individuals, a security alert will notify you and ask permission to proceed. When set to use Mapi, if the user’s system cannot use Mapi, the E-mail routines will open Microsoft Outlook, provided the user’s system will allow this.

SMTP (Simple Mail Transfer Protocol) — Most e-mail systems use SMTP. In most cases, it provides superior performance when sending to multiple individuals. Instead of sending out batches of e-mails, SMTP sends each e-mail separately.

CDO (Collaboration Data Objects) — Select this option to send email through a web-based system such as gmail.

Logos Email – (see this article for status on using Logos email) Select this option to use the Logos Email system, which is the required option to email donor statements from within the Logos II program. Contact support@logoscms.com if you require information on your Logos Email account.

Recipients/E-Mail — Enter no more than the maximum number of messages that your system can send at once. (When more than that number of recipients are selected to receive messages, Logos will break the list into groups of no more than the number entered here, automatically sending each group of messages as needed.)

SMTP Server Information —Your Email System

Define the e-mail format for the system installed on your computer (SMTP or your CDO web-based system). Check with your network/e-mail administrator or your ISP (Internet Service Provider) for help with this selection. This information is not needed when the Logos Email option is selected.
Server Address — The address defined for sending e-mail (e.g., mail.organization.org or mail.earthlink.net or smtp.gmail.com, etc.)
SMTP Port — Default = 25 (gmail = 465)
Timeout (seconds) — Default = 60

 Use ESMTP (requires authentication) —(SMTP) Mark this check box if your system (e.g., Microsoft Exchange) uses Extended SMTP and your e-mail server’s security requires authentication of outgoing messages.

 SMTP Server requires authentication —(CDO) Mark this check box if your system’s server security requires authentication of outgoing messages. (Required for gmail.)

 Connect with SSL - (CDO) Mark this check box if your system uses Secure Socket Layers to protect data being transmitted. (Required for gmail.)

 Create Log File — Mark this check box if you want the E-mail routines to create a log file of all items sent, listing the recipient email addresses. This file (Logos_<DataDir>_Email_log.log) will be created in "Documents and Settings\<USER NAME>\Application Data\Logos Management Software." (The log file is only updated by sending group e-mails when set to use SMTP or CDO.)

Test

Select the Test button to send a sample e-mail to the E-mail Address entered above to check that your e-mail system is correctly identified.

Select OK to accept the settings entered.

 

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Tips for Commonly Used Email Providers
The information below comes from the provider’s Help files. Logos cannot guarantee the validity of the information. If you still cannot successfully send Emails through these providers after configuring your system based upon this information, please contact a support representative for your specific email provider to determine whether or not the settings you defined are valid. 


AOL Email Setup Tips
Sender/Login Information
Email Address – Enter your AOL Email address
Type your AOL Username and Password, the same as when logging into AOL.
Select the SMTP option.


SMTP Server Information –
Server Address – Type smtp.aol.com in this field.
Change the SMTP Port to 587
Check the “Use ESMTP (requires authentication)” box.


Upon completion, click the Test command button to determine whether or not the settings are valid. If defined correctly, you should receive a test Email to the Email Address you defined above.


Yahoo Email Setup Tips

Sender/Login Information –
Email Address – Enter your yahoo Email address.
Type your yahoo Username (should match your Email Address) and Password, the same as when logging into yahoo.

Select the CDO option.


SMTP Server Information –
Server Address – Type smtp.mail.yahoo.com in this field.
Change the SMTP Port to 465
Check the “SMTP server requires authentication” box.
Check the “Connect with SSL” box.

Example:

Upon completion, click the Test command button to determine whether or not the settings are valid. If defined correctly, you should receive a test Email to the Email Address you defined above.


Note: According to Yahoo’s help documentation (March 28, 2013), yahoo limits the number of messages that can be sent through this type of connection to 100 at one time, with a maximum of 50 recipients with the same domain. Your message size (including attachments) is limited to 25mb.

 

MSN/HOTMAIL Email Setup Tips
Sender/Login Information –
Email Address – Enter your MSN/HOTMAIL Email address.
Type your MSN/HOTMAIL Username (should match your Email Address) and Password, the same as when logging into MSN/HOTMAIL.
Select the CDO option.
SMTP Server Information –
Server Address – Type smtp.live.com in this field.
Change the SMTP Port to 25
Check the “SMTP server requires authentication” box.
Check the “Connect with SSL” box.
Upon completion, click the Test command button to determine whether or not the settings are valid. If defined correctly, you should receive a test Email to the Email Address you defined above.


Gmail Email Setup Tips
Sender/Login Information –
Email Address – Enter your gmail Email address.
Type your gmail Username (should match your Email Address) and Password, the same as when logging into gmail.
Select the CDO option.
SMTP Server Information –
Server Address – Type smtp.gmail.com in this field.
Change the SMTP Port to 465
Check the “SMTP server requires authentication” box.
Check the “Connect with SSL” box.


Upon completion, click the Test command button to determine whether or not the settings are valid. If defined correctly, you should receive a test Email to the Email Address you defined above.
If you receive the following error message, additional steps to authenticate your google account will be necessary:

There are two ways to fix this error, depending on your google account settings.
Method 1: 2-Step Verification is Enabled
If you have 2-Step Verification enabled on your google account (click here for an explanation of 2-Step Verification), you must create an App password for Logos II. To create your App password, follow the steps listed on this google support page. Then, copy your App password into the Password field in Logos II > Preferences > Email > Sender/Login Information, instead of your normal Gmail password. Your Gmail username and all other settings will remain the same. Click the Test button to verify it’s configured correctly.


Method 2: 2-Step Verification is NOT enabled
If you DO NOT have 2-Step Verification enabled on your google account (click here for an explanation of 2-Step Verification), you must access the Less secure apps setting within your Google account, and change the setting to Enable. The Less secure apps setting can be accessed here.  


Additional Gmail Notes:
According to Gmail’s help documentation (Feb 11, 2013), google limits the number of messages that can be sent through this type of connection to 100 at one time. Your account will be temporarily disabled if you exceed this limit. Your account could also be temporarily disabled if you send a large number of undeliverable messages. Your attachment size is limited to 25mb. If you are a Google Apps user, you may have different restrictions.


For Logos Hosted Customers: Gmail has security measures in place to prevent your gmail account from being accessed from an unknown location. Since your emails will be sent from Logos’ remote servers rather than your normal computer, gmail may prevent the connection. If you have your Logos email system correctly configured to use gmail but are receiving errors, check your gmail inbox for messages about suspicious activity. When gmail blocks suspicious activity it normally provides steps for you to authorize the connection if you recognize it. Authorizing the connection will allow Logos to send through your gmail account. Below are some possible notices you may see in gmail when it has blocked email from Logos:

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