Communication Topics

Communication Basics

• Email Sending Options
• Archive emails (record) in the database even when not logged in
• Quick Guide to Sending an Email
• 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

View history communication history

• Quick Communication Application (QCA)
• Inserting a graphic
  • Insert a graphic within communication
  • Modify an existing graphic (graphic size, borders, alternative text)
  • Remove an existing graphic (from the editor screen)
  • Remove a graphic (from the Chambermaster server)

Documents and templates

• Saving a document
• Saving changes to an existing document
• Saving a Template
• Using a template
• Using Pre-defined Templates

Mail Merge

• Inserting a database field
• Sending Login Information
• To create and print individual letters that include the member login name and password

Remove unwanted headers & footers

• Remove unwanted headers & footers from reports & correspondence
• Header and Footer Codes

Creating a signature block

• Creating a Signature block
• Using a Signature Block

Communicating using Groups & Mailing Lists

• Creating a group or mailing list
• Selections for adding group members
• Maintaining the group/mailing list
• Add New Members to a Mailing List Periodically
• Add new members to a mailing list immediately
• Remove representatives from a group manually
• Remove representatives from a group when dropping or suspending a member
• Disable a rep within a group
• Allow members to join group
• Allow the public to join
• Other suggestions for creating groups
• Mailing list groups
• Advisory groups
• Committee groups
• Community groups
• Program groups
• New member groups
• Unsubscribe Option

eReferral

• Send an eReferral

Storing Documents - Cloud Drive

• Storing a personal document for use later
• Storing a document to share with other staff
• Storing files for members to access
• Storing files that can be attached to an email or accessed through a URL
• Storing images that are used in emails or other locations the editor is used

Reasons emails don’t get to members Ideas for Developing Communication Content

• Create and format your own output in the ChamberMaster editor
• Copy and paste from Microsoft Word
• Insert link to PDF file (or other file type)
• Save Microsoft Publisher files as a graphic file and insert into editor
• Save PDF file as a graphic file and insert into editor
• Copy and paste output from another HTML program (like Constant Contact)

Using and Integrating Constant Contact

• Setup an account with Constant Contact
• Connecting Constant Contact with your datebase
• Enable Constant Contact Synchronization
• Export Your Contacts to Constant Contact
• Importing ChamberMaster contacts into Constant Contact
• Sample concept of using manual export from your database into Constant Contact

Using and Integrating MailChimp

Sample Automatic Emails Sent Out by ChamberMaster

• Received by chamber members
  • 1 - Email from a consumer visiting member web page
  • 2 - Email from the chamber that invites member to an event
  • 3 – Email from the chamber that informs of consumer leads
• Received by the chamber
  • 1 - Email from a consumer visiting the chamber web site
• Received by consumers
  • 1 – Email from the chamber sending requested information
  • 2 – Email generated by ChamberMaster sending a Hot Deal
  • 3 – Email generated by ChamberMaster sending a job posting

FAQs on Emails, Letters, and Labels

• How do I add an attachment to an email?
• Who is able to view the attachment that comes when I send myself a carbon copy?
• Why do some of my email messages not make it through to the recipient? 
• Are there any systems in place to help ensure the delivery of my emails?
• How can we ensure that our members are not spammed through the Contact Us link?
• Why do the links inside my email not open for me or my members?
• How do I create a signature block to use when sending communication?
• How can I easily provide referrals AND notify my members when I've given out information referring them?
• How do I send a letter/email to my members with their login name and password included automatically?
• Why do my mailing labels get cut off or are not aligned correctly?
• How do I manage my mailing lists?
• How do I remove the headers and footers that print on my letters and reports?