CMS People - I'd like to Email My Newsletter, but Some People who Have Email Addresses Still Want it Snail Mailed!

PROBLEM:  You'd like to email your newsletter/bulletin each week to your members, but some people don't have email addresses and some people with email addresses would like it snail mailed, too!

SOLUTION: Normally, you can use the straight "How to email groups of people" instructions, which will send an email to those people with an email address and create a label for those people without an email address.

However, when you have a situation where you do have people in the database with an email address who would like it also mailed to them, or you would just prefer a bit more control over the emailing and/or mailing of your newsletter, you may want to add an additional code to your system.

From CMS Membership, click Household/Persons and go to the Custom Tab. 

Check your Custom Codes 1 or 2 to see if you're already using it for Mailing or Mail?.  

If you are not currently using the Custom Codes for a Mailing Code, check for an open, unused, Custom Code (either 1 or 2).

Click the up arrow at Custom Code 1 and/or 2 and view the list of available codes.  If there are no available codes (only the Blank) then this field is available for you to use.

Click Options | Custom Fields | Rename House Custom Fields.

Click into the open Custom Code and rename the field to Mailing.  Click Close.



If you already have a Mailing Code, click the up arrow at that Custom Code and view your existing codes.  You may already be using this code for No Mail, Temporarily Away, etc.

If so, click the Add button on the right and add the code for E - Email Newsletter | click OK.

You may also want to add a code for B = Both Emailed and Mailed. Click Close.

Next, you'll want to gather your listing of people who want to receive the newsletter via email.

Make sure you have a current backup of your system before you begin.

Click People | Speed Update | Household.

Click the down arrow at Fields and choose Mailing.

Click the up arrow at Value and choose E = Email Newsletter.

Click the Select Names button.

You may enter the data with your mouse, by scrolling down to the appropriate name and click the checkbox next to the person's name.

or

You may enter the data with your keyboard, by typing the first few characters of the last name to "jump" to that family.  Press the Enter key on the keyboard to place a checkmark next to their name.

When you have everyone coded, click OK | Update and that code will now be assigned to that family!

You may need to repeat these steps for those people who would like the newsletter both Emailed and Mailed.

Next, click Labels/Letter-Mailer | New Report | give it a name, such as Emailed Newsletter and click OK.

Click the Member Status and Participation Status buttons on the left side of the Directory Selections Screen and make selections for who you want on the email.  For example, you may not want to include those members who have passed away or moved away, so remove the codes for Deceased and Transferred/Moved.  Click OK.

Click the House Additional Selections button and choose House Custom Fields | Mailing.   

Add over the E - Email Newsletter and B - Both Emailed and Mailed codes to the Selected Codes column.  Click OK | OK | OK.

Then from the Label Selection Screen, click the Email/Mailing button in the upper right corner of the screen, just under the Print button.

This will start your Email/Mailing Wizard!  We'll follow along with the steps. 

First, you'll want to decide if you want to send an email to the Household, Personal, and/or Business email address, or any combination therein.  

For example, you may have members who do not wish any church communication to come to their Business email address.  In this case, just remove the checkmark at Business Email!  

Click Next.

You can choose to print a listing of those people who have been selected for labels/emails.  The listing will show you who will receive an email, and those who will receive a label (people who do not have an email address entered).

If you would like to confirm your selections, or see who does not have an email address entered, click the Print List button. 

This report will show you those people who do and who do not have an email address entered.

Click Next.

You can now choose to send your email!  Click the Send Email button in the upper right corner of the screen.

This will compile your email addresses and copy them into your Windows Clipboard.

If you are working with a small group of people, a new mail message box will open and your email addresses will automatically be inserted into the TO: field.  You can type in your subject and message and click Send!

If you are working with a larger group of people, you may get a message that states:



"The email addresses cannot automatically be inserted in the email message due to a limitation in the number of addresses.  These addresses have been copied into Windows Clipboard.

You may paste these addresses into your email message by clicking on the 'To' field and click Edit, Paste or press Ctrl V on your keyboard."

CLick OK at this message.

When the new mail message comes up, right click into the TO: field, or better yet, the BCC: (Blind Carbon Copy) field and choose Paste.

All of your email addresses should pop right into place and you can now type your subject and message and click Send!

NOTE: Blind Carbon Copy is a function of your Email Editing Software.  If you insert the email addresses into the Blind Carbon Copy field, the recipient's name(s) and email address(es) are not visible to other recipients of the message.

To Turn On The BCC field:

    • Outlook Express - From a New Mail Message, click View | and check the All Headers box.

 

  • Microsoft Outlook - From a New Mail Message, click View | BCC: Field.

From a New Mail Message, click View | BCC: Field.

  • Microsoft Outlook Word Editor - If you are using Microsoft Word as your email editor, from a New Mail Message, click the drop-down arrow to the right of the Options button, and click BCC:.

If you are using Microsoft Word as your email editor, from a New Mail Message, click the drop-down arrow to the right of the Options button, and click BCC:.

  • Microsoft Outlook 2007 or greater - Click the Options tab and choose Show BCC.

Click the Options tab and choose Show BCC.

 

Once you've sent your email message, the system will return you to your Email/Mailing Wizard in CMS.  Click Next.

 

 

 

 

If you are expecting labels and want to print them, click Labels.  However, you should not have anyone in this group without an email address, so you can click Cancel.

 

Go back to Labels/Letter-Mailer | New Report | give it a name such as Newsletters for Mailing and click OK.

Click the Member Status and Participation Status buttons on the left side of the Directory Selections Screen and make selections for who you want on the labels.  For example, you may not want to include those members who have passed away or moved away, so remove the codes for Deceased and Transferred/Moved.  Click OK.

Click the House Additional Selections button and choose House Custom Fields | Mailing.   

Add over the Blank Code and B - Both Emailed and Mailed codes.  Click OK | OK | OK.

Click Print.

This will give you a label for those people who want their newsletter "snail mailed"!

Next week, you can simply re-run the Email Newsletter Emailing process, and print up the Newsletters for Mailing labels!

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