CMS People - How to Email Groups of People

You can use your CMS Membership System and Microsoft Outlook/Outlook Express to email groups of people who have email addresses entered in CMS.

Any group of people that you can create labels, you can send an email instead!  

From your CMS Membership System, click Labels/Letter-Mailer.  

These are all of the label reports you have already set up.  You can use any of these label report to send those recipients an email instead of a label.  Or you can create a new set of labels (see Creating Labels for selection instructions).  This example will use an existing set of labels.

Just highlight the group you want to email and click Select.

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.

 

And the system will print up the labels for those people who did not have an email address entered!

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