Difference between revisions of "Communication"

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(Quick Guide to Sending an Email)
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===Quick Guide to Sending an Email===
 
===Quick Guide to Sending an Email===
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<div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0TIB0HA">Send an email from the software</span></div>
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  <div style="margin-left: 18pt;">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0SIB0HA">Locate one of the screens mentioned in “</span><span style="font-family: Calibri; font-size: 11pt;">Communication Basics</span>” and click the email selection.</div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0RIB0HA">If applicable, select </span><span style="font-weight: bold;">Email with ChamberMaster / MemberZone</span>.</div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QIB0HA">If sending from the </span><span style="font-weight: bold;">Communication</span> module using <span style="font-weight: bold;">New Email to Multiple Members</span> or <span style="font-weight: bold;">Form Letters</span>, you will need to <span style="font-family: Calibri; font-size: 11pt;">select the desired recipients first</span>.</div></td>
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      </tr>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0PIB0HA">Create the email and click </span><span style="font-weight: bold;">Send Email Now </span>or <span style="font-family: Calibri; font-size: 11pt; font-weight: bold;">Send Email Later*</span>. </div></td>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0OIB0HA">ChamberMaster/MemberZone will send the email immediately or at the scheduled time and record it on the </span><span style="font-weight: bold;">Communication</span> tab of the member’s record. </div></td>
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      </tr>
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  </div>
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  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0NIB0HA">Note: All emails sent from ChamberMaster/MemberZone are sent BCC to the recipients.</span></div>
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  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0MIB0HA">*Available only for those with Plus or greater edition </span></div>
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  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0LIB0HA">Send an email from your own program but through the software</span></div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KIB0HA">Locate one of the screens mentioned in “</span><span style="font-family: Calibri; font-size: 11pt;">Communication Basics</span>” that is marked with an * (asterisk) and click the email selection.</div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0JIB0HA">Select </span><span style="font-weight: bold;">Email with Outlook</span>.</div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0IIB0HA">If sending from the </span><span style="font-weight: bold;">Communication</span> module using <span style="font-weight: bold;">New Email to Multiple Members</span>, you will need to <span style="font-family: Calibri; font-size: 11pt;">select the desired recipients first</span>.  </div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HIB0HA">Create the email using features and selections from your own email program and send the email.  </span></div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="margin-left: 18pt;">
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    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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      <tr valign="baseline">
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        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
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        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GIB0HA">ChamberMaster/MemberZone will automatically record it on the </span><span style="font-weight: bold;">Communication</span> tab of the member’s record.</div></td>
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      </tr>
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    </table>
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  </div>
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  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0FIB0HA">Emails sent in this manner will be sent to the -selected recipients as BCC recipients. You may add your own personal CCs or BCCs as desired. This email will be recorded on the members’ communication history.  Initial replies from the recipients will also be recorded as long as nothing is changed in the email header such as the Send to:, Subject line etc. Consider the record of the reply as a bonus and not something that can be relied on.</span></div>
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[[Category:Communication]]
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===Send a Mass Email===
 
===Send a Mass Email===
 
===Schedule an Email===
 
===Schedule an Email===

Revision as of 05:36, 13 July 2017

Contents

Getting Started

Communication is a pivotal tool used everyday in your association to foster and maintain valuable relationships. ChamberMaster/GrowthZone offers the ability to communicate via email, SMS text, fax and print.

If you are just getting started with the Communication module, watch this overview video. Otherwise, just scroll down for FAQ, Common Tasks, and this module's Help Documentation.


Communication Basics

Letters and labels, faxes, and emails may be created and sent in the software. Letters and faxes are created by selecting Form Letters in the Communication module, which is used to create mass mailings, send faxes, or send communication out by preferred method of delivery.
Emails may be sent from many places– any place that you find access to the email editor. The most common selection used to send mass emails (“email blast”) is New Email to Multiple Members from the Communication module. Find access to email the member in other places:
Emails Letters and Mailing Lists-rd bullet.jpg
Members module
Emails Letters and Mailing Lists-rd bullet.jpg
General tab*
Emails Letters and Mailing Lists-rd bullet.jpg
Reps tab*
Emails Letters and Mailing Lists-rd bullet.jpg
Communication tab*
Emails Letters and Mailing Lists-rd bullet.jpg
email icon on the toolbar
Emails Letters and Mailing Lists-rd bullet.jpg
Communication module
Emails Letters and Mailing Lists-rd bullet.jpg
New Email to Multiple Members*
Emails Letters and Mailing Lists-rd bullet.jpg
Email a Member
Emails Letters and Mailing Lists-rd bullet.jpg
Form Letters
Emails Letters and Mailing Lists-rd bullet.jpg
Events module
Emails Letters and Mailing Lists-rd bullet.jpg
Sponsors tab
Emails Letters and Mailing Lists-rd bullet.jpg
Guest List tab
*Also gives access to your own email program using a selection titled Email with Outlook or Edit with Outlook See “Email Sending Options” for more information.

Email Sending Options

Once email recipients are selected in ChamberMaster/GrowthZone, there are two methods of sending the email.

  1. Using ChamberMaster/GrowthZone's built in email tool.
  2. Using Microsoft Outlook (if installed on your computer).
Emails Letters and Mailing Lists-Email Sending Options-Communication.1.003.1.jpg

Depending on your needs, you may choose to send some email directly from ChamberMaster/GrowthZone and some from Microsoft Outlook. Each method has its own strengths.

Advantages to Sending Email with ChamberMaster/GrowthZone

  • Easy access if already logged in
  • Gives access to current addresses in your database
  • Ability to create “mail merge” emails
  • Ability to embed attachments as links
  • Ability to use templates
  • Ability to schedule the email for future delivery (for users of the Plus edition or greater)

Advantages to Sending Email with Outlook

  • Access to additional email addresses not in your database
  • May add additional CCs and BCCs
  • Familiarity

Both methods of sending email will record in the Communication History. See Recording Communication History for more information.

Note: This selection will open whatever the email program is set as the default for your web browser. Whatever email program opens when you click on a “mailto” link is the email program that will be used when you click Email with Outlook.

Archive emails (record) in the database even when not logged in

Vid.png View a video showing how to archive an email

In Outlook (or whatever email program you use), include your association’s unique archive address as a BCC. The software will look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses that are not recognized will still be archived but placed under Communication->Manage Unmatched Archive Emails where you can go to view and manually match them to the appropriate member.
Emails Letters and Mailing Lists-Archive emails (record) in the database even whe-Communication.1.004.2.jpg
Figure 1-2 Example of including archive address when sending email
In the example above (Figure 1-2) this email will be recorded on the member record that has the email address of Joshua.johnson@gvpiping.com
Find your association’s domain address under the Email Server Settings section under Setup->General Options and Settings.*
*Must be logged in with Administrator permissions
Emails Letters and Mailing Lists-Archive emails (record) in the database even whe-Communication.1.004.3.jpg
Figure 1-3 Look up your domain name
Notes:
Emails Letters and Mailing Lists-rd bullet.jpg
To use the archive feature, you must be sending the email from an email address that is listed as a staff email address under Setup->Employee/Reps.
Emails Letters and Mailing Lists-rd bullet.jpg
Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in Communication ->Unmatched Archive Emails.
Emails Letters and Mailing Lists-rd bullet.jpg
In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history.
Emails Letters and Mailing Lists-rd bullet.jpg
In cases where two reps with identical email address belong to two different members, the archived email will still go to the unmatched archive email list.

Quick Guide to Sending an Email

Send an email from the software
1.
Locate one of the screens mentioned in “Communication Basics” and click the email selection.
2.
If applicable, select Email with ChamberMaster / MemberZone.
3.
If sending from the Communication module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first.
4.
Create the email and click Send Email Now or Send Email Later*.
5.
ChamberMaster/MemberZone will send the email immediately or at the scheduled time and record it on the Communication tab of the member’s record.
Note: All emails sent from ChamberMaster/MemberZone are sent BCC to the recipients.
*Available only for those with Plus or greater edition
Send an email from your own program but through the software
1.
Locate one of the screens mentioned in “Communication Basics” that is marked with an * (asterisk) and click the email selection.
2.
Select Email with Outlook.
3.
If sending from the Communication module using New Email to Multiple Members, you will need to select the desired recipients first.
4.
Create the email using features and selections from your own email program and send the email.
5.
ChamberMaster/MemberZone will automatically record it on the Communication tab of the member’s record.
Emails sent in this manner will be sent to the -selected recipients as BCC recipients. You may add your own personal CCs or BCCs as desired. This email will be recorded on the members’ communication history. Initial replies from the recipients will also be recorded as long as nothing is changed in the email header such as the Send to:, Subject line etc. Consider the record of the reply as a bonus and not something that can be relied on.

Send a Mass Email

Schedule an Email

Send Communication by Delivery Preference

Selecting Recipients

Composing a Letter

Composing an Email Message

Composing Fax Output

Send Communication Based on Custom Report Criteria

Creating a Letter

Create Mass Mailing Labels

Settings for label output

Adobe Reader v. 8.0

Adobe Reader v. 7.0

Adobe Reader v. 6.0

Create/Send Fax Output

Editor menu selections

Email Disclaimer

Adding an attachment

Sending an email with a link that will display the attachment

Turn on email links

Possible error displayed when trying to open a link in Microsoft Outlook 2003

Possible error displayed when trying to open a link in Microsoft Outlook 2007

Viewing and Recording Communication History

Documents and Templates

Blogs

Mail Merge

Remove Unwanted Headers & Footers

Creating a Signature Block

Communicating Using Groups & Mailing Lists

eReferral

Storing Documents - Cloud Drive

Using and Integrating Constant Contact

Using and Integrating MailChimp

Sample Automatic Emails Sent Out by ChamberMaster/GrowthZone

FAQ

Find answers to more commonly asked questions about Communication on the FAQ page

Help Documentation

Browse the Communication Table of Contents