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| 1. | Go to Tools > Communication Center. |
| 2. | Click ‘New’ to create a new message. |
| 3. | From the drop down menu next to ‘Email Type’ select Standard Email. |
| 4. | From the drop down menu next to 'Fields to Include:' choose the from Account, Participant or Event fields. For most emails, we recommend Account fields, which means the email will go out once per account. |
| 5. | Make sure the correct email address is in the 'From' field. In most cases, you will NOT want to put your email address in the CC: or BCC: fields, as this will send you a copy of the email once per email that is sent. So if you're sending the email to 300 people, you'll receive 300 copies of the email. |
| 6. | Type the subject of the email in the ‘Subject’ field and click the gold ‘Save’ button above. |
| 7. | Your email will now appear in the list above. Find your email in the list and select it. You will now see the recipients in the ‘To’ field. If you have selected account-level fields, it will say ‘Accounts.Email’. You can edit the recipients by clicking on the ‘Edit Recipients’ button and selecting the email addresses that should receive this email. |
| 8. | To send attachments (maps, directions, etc), select the document you wish to attach in the Attachments drop down, and click the blue paper clip icon, which is on the right side of the attachments field. When you click the paper clip icon, text will appear in the body of the email. It will be in the form of a web address in square brackets. Do not edit this text. The recipients will not see this text, but they will receive the attachment. |
| 9. | Note: If you don’t have your attachment uploaded, it will not appear in the drop-down list. To upload an attachment, save your email, then go to Tools > Database Management > File Manager. If you need more information, click here to read the Help topic on uploading files for email attachments. |
| 10. | Most emails will be sent in Plain Text, but if you know how to use HTML code, you may change the Message Format to HTML |
| 11. | Type your message in the Message area. If you have any attachments, that text can be pushed to the bottom of the email body. |
| 12. | You can use the fields in the box on the left to make the message more customized (i.e. Dear Mr. And Mrs. <<Account_LastName>> will make every email specific to that account’s last name). To use a field, click on the place in your email where you want to insert the field, click on the field name in list on the left, and click on the orange arrow button. |
| 13. | When you are finished creating your email, click 'Save'. Your email template will now be available in the Communications Center for mass emailing. If it is an email with account-level fields, it will also be available as a template in the Data Center to send to individual accounts. |
| 14. | Before sending your email, you must first load a filter for the people you are interested in emailing. When you send an email through the Communication Center, it will go to everyone you have in your current filter. |
| 15. | After you have set your filter and verified that the message, attachments, and all other settings are correct, click on the gold ‘Preview’ button at the bottom to see how your message will look. (Note: This will generate a new window. Your message might not appear to word-wrap in the preview. However, it will word-wrap when it’s sent. Please close this browser window when you are finished viewing) |
| 16. | When you are confident that everything in the email is correct, click the 'Send' button at the bottom of the Communication Center. Your email will be sent in approximately one hour. If you need the email to be sent immediately or cancel the pending email, please visit File >> Database Management >> Pending Request Manager where you can "Send Now" or "Cancel" any pending emails. |
| 17. | Click here for instructions on how send an email to just one account. |
 CLICK HERE TO WATCH A VIDEO ON FORCE SENDING/CANCELLING EMAILS
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