CMS OutReach. Church Management Solutions

Transcription

1 User's Guide CMS OutReach By Church Management Solutions Church Management Solutions 3300 Bass Lake Road, Suite 304 Brooklyn Center, MN (800)

2 Copyright 2003, Church Management Solutions, Inc. All rights reserved. This manual was authored and prepared by Mary Breault and Don Nydam of Church Management Solutions. CMS OutReach for Windows is a registered trademark of Church Management Solutions, Inc. Microsoft is a registered trademark of Microsoft Corporation. Crystal Reports for Windows is a trademark of Seagate Software, Inc. Church Management Solutions 3300 Bass Lake Road, Suite 304 Brooklyn Center, MN (763) Technical Support: (800) Fax: (763) support@ChurchManagementSolutions.com www. ChurchManagementSolutions.com

3 Contents Getting Started 3 OutReach vs. InReach: Determining how best to use the program 3 InReach 8 Components of InReach: Recipient, Provider, and Action 8 Recipient: A Person or Family that Receives a Contact, Visit, Mailing or Service 9 Provider: A Person who Provides an Action 10 Action: A Contact, Visit, Mailing, Service, or Other Task 10 Labels 27 Labels Overview 27 Running an Existing Label Report 27 Creating a Label Report 30 Creating a New Label Report by Copying an Existing Report 39 Printing a Letter-Mailer 41 Sending to Groups of People 44 Deleting a Label Report 48 Sample Labels 49 Basics 49 Name Tags 50 Envelopes Letter Mailer 52 Self Mailer with Postal Permit 53 Index 57 Contents i

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5 Getting Started OutReach vs. InReach: Determining how best to use the program OutReach will help you keep track of your ministerial care duties in many ways. Two of which are Existing Member OutReach and New Member OutReach. This one program will help you track both, but each have different tasks associated with its differing needs. That is why this manual is divided into two sections: Before using CMS OutReach, answer some questions that will help set up the program. InReach will help you coordinate staff or volunteers who participate in programs for existing members of the congregation. OutReach will help you coordinate staff or volunteers who participate in programs for visitors to guide them through the process of becoming a member of the congregation. Getting Started 3

6 InReach OutReach for Homebound, Nursing Home, and Hospital Visitation, and Transportation Actions InReach is designed for churches who want to track the daily ministry care for existing members. Used mainly for the homebound, nursing home, and needy members of the congregation, InReach will help keep you organized so that no member feels like they fell through the cracks. Does your church now have, or are you planning to add: Staff or Volunteers Coordinator/Minister of Volunteers Pastor of Visitation Visitation Coordinator for Homebound Parish Nurse Prayer Chain Visitation Committee to Shut-In s Coordinator for Drive to Appointments Call to Shut-In s Regular Visit Programs Programs Meals on Wheels Rides for Seniors Shuttle to Medical Appointments Personal Cab Service Food Shelf Clothes Closet Dependent-Sitter Deacon of the Week People in Need Homebound Nursing Home Hospital Hospice Ministry Given Communion Prayer Anointing 4 User's Guide CMS Outreach

7 Reconciliation Social OutReach OutReach for Visitor follow up and New Member Invitations OutReach is used by churches that want to track the visitors, potential, and new members of the congregation to help the church grow. Using OutReach, you can track who needs an initial phone call three days after a visitor attends service. Find out how they heard about your church. If they were invited to attend and by whom. Provide them with additional information about your church or an invitation to classes. OutReach will help you coordinate staff or volunteers who participate in programs for visitors to guide them through the process of becoming a member of the congregation. How do you get Visitor s Names, Addresses, and Information? Pew Pad Visitor s cards in the pew Visitor s card attached to the bulletin Who gathers these cards and how is the information currently being used? Responsible Person s Name Paper Records Computer Program Program you have created? Program you have purchased? Getting Started 5

8 What action does your church take following a visitor s first visit? Pastor s letter sent Phone call to the family o Are there questions to ask o Is it just a friendly visit Bread/Cookie Brigade delivers goods to home o Cookies o Welcome Bucket Call from Adult Leader o o Inviting individual/couple to Class Inviting individual/couple to Small Group Name Given to the Visitation Pastor/Committee Do you have a person/committee that visits a new family? Do you complete a list of questions asked of the new family when you home visit or telephone? Age Children How did you hear about the church? Friend Spouse Relative Drive by Phonebook Sign New to area, looking for same denomination Other What are you looking for in a church? In what programs have you previously been involved? What did you like about our church? What could have made you feel more comfortable? Congregation Invited: 6 User's Guide CMS Outreach

9 Other comments or follow-up needed What action does your church take following their second visit? Children are contacted by the Children s worker and invited to Teens are contacted by the Youth Pastor and invited to What action does your church take following their third visit? Inviting individual/couple to a Membership class When is a person/family changed from being a visitor to receiving mailings? What are your church s steps to Membership? Invited to First Time Introduction Class? Questions on Pew Cards or Attached to Bulletin. I would like information on: Business & Professional Activities Single Activities Single Parent Activities Women s Activities Men s Activities Counseling Referrals Recreational Activities Music Activities Young Adult Activities (18-30) Senior High Activities Junior High Activities Children s Activities Children s Ministry Volunteer Getting Started 7

10 OutReach Components of OutReach: Recipient, Provider, and Action OutReach can be used to organize various activities, record the results of those activities, and print reports and statistics. The structure of the OutReach product consists of Actions, Recipients, and Providers. 8 User's Guide CMS Outreach

11 Recipient: A Person or Family that Receives a Contact, Visit, Mailing or Service A Recipient is any person in the church who would like to receive OutReach services (actions). Such as: 1. A person who is homebound or in a nursing home and wants visits, prayer time, or communion. 2. A visitor who attends services and should be contacted 3. A family that needs food, clothing, transportation, or other services. When actions have been completed, they are recorded as completed on a specific date, any comments may be typed into the notes field, and other help needed (actions) are recorded and assigned. Recipient reports listing completed and assigned actions and comments are available for any period of time. OutReach 9

12 Provider: A Person who Provides an Action A Provider is any person in the church who will be assigned to provide action(s) for a recipient, such as visitation, phone calls, delivery of food or clothing, home maintenance services, transportation, etc. Providers are often volunteers, but they could also be ministerial or lay staff persons. Provider report listing unscheduled and/or scheduled, and/or completed tasks can be provided to each provider via , mail, telephone, or other delivery methods. Action: A Contact, Visit, Mailing, Service, or Other Task The actual task to be completed for a recipient is an Action. Examples are: 1. Prayer or sacramental visits to homebound or nursing home residents 2. Telephone calls 3. Informational or Personalized Mailings, etc. Each Action item has dates and statuses which make that Action unscheduled, scheduled, or completed. Action reports sorted by action item, status, or various dates can be provided to the persons responsible for the various tasks (actions). 10 User's Guide CMS Outreach

13 OutReach Actions Define the Actions that will be completed and enter them into the Action/Activities Table: A. Make an Initial Phone Call To be completed within 3 days after the visitor attends services B. Obtain Visitor Information How they heard about the church? Were they invited to attend? Do they have children? Are their special activities/services for their ages? Where do they currently attend services? What denomination? Are they interested in more information, joining, education, etc.? C. Meet them to provide more information or invitation to classes, etc. D. Enter Custom Data Field names to store the responses obtained in steps B & C. E. Enter them in classes, orientation groups, etc. through the Membership System. OutReach 11

14 Setting Up Actions CMS offers a six-digit Action/Activity code that can utilize letters as well as numbers. This capability lets you group Actions/Activities in a way that makes reports and labels easy to use. You will need to organize and assign codes for your specific Actions/Activities before you continue. Remember, you can come back and add additional actions/activities at any time. You also have the opportunity to enter action/activity codes when you are entering actions for persons. Adding Action Codes 1. To set up action choose Define Codes from the Options menu, and then select Actions. The Actions dialog box displays. 2. Click the Add button. The Action Information dialog box displays. 12 User's Guide CMS Outreach

15 3. Enter the action Code (6 characters). 4. Enter the action Description (24 characters). 5. Click OK to enter the action and return to the Action dialog box. To Delete an Action If an action is assigned to a record, it cannot be deleted. At the Action dialog box, put your cursor anywhere on the action line you wish to delete. Click the Delete button. At the Delete Action confirmation dialog box, click Yes. To Print a List of Action Codes 1. Select Tables from the Reports menu and select Actions. The Actions Table dialog box displays. 2. Select the Print to option: Select Screen to display the report (default), or Select your default printer, or Click the Change Printer button to print to a different printer. The Printers dialog box from the Windows Control Panel displays. (The Printers dialog box is also accessible from the Windows Control Panel. For more information on installing and configuring your printer, see your Windows manual.) 3. Click the Print button. OutReach 13

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17 Entering Actions In most cases, Actions will be entered in one of three ways: 1. If you have an Action with the same provider and date with several different recipients, you will enter all the recipients for that action and provider at the same time. See Enter Actions by Speed Update on this page. 2. If you have several actions with multiple providers for a single recipient, you will enter all of the actions for the same person at the same time. See Enter Actions by Recipient on page. 3. If you have several actions with multiple providers for multiple recipients, you will enter these actions for the recipients and providers on one entry screen. See Enter/Edit Actions Process on page. Enter Actions by Speed Update 1. Choose Speed Update from the People menu. At the cascading menu, choose Action. The Backup Confirmation dialog box displays. 2. Because it is possible to inadvertently change the wrong records with the speed update process, you should backup records before continuing. If you do not have a current backup of data, click Backup to begin the backup procedure. Refer to Backup and Restore on page for data backup instructions. OutReach 15

18 If you already have a current backup, click Continue to display the Speed Update Actions dialog box. 3. The Speed Update Actions dialog box displays. 4. Enter an action code or click the Action Code look up button to display the Actions dialog box. If you cannot find the action you wish to update and wish to add it at this time, click the Add button, refer to Adding Action Codes on page. 16 User's Guide CMS Outreach

19 5. Select the action you wish to update, and click the Select button. (Alternately, you can double click the action code.) After selecting an action code, the Speed Update Action dialog box returns. 6. Click the Provider look up button to display the Providers dialog box. 7. Select the provider you wish to update, and click the Select button. (Alternately, you can double click the provider name.) After selecting a provider, the Speed Update Action dialog box returns. 8. Enter the Scheduled Date or click the Scheduled Date look up button to display the Scheduled Date Calendar. The Scheduled Date is the date on which the action is scheduled to be performed. 9. Click the Scheduled Time drop down list box. Use the scroll bar to view the list of times which can be updated and click the time to update. The Scheduled Time is the time of day on which the action is scheduled to be performed. 10. Enter the Completed Date or click the Completed Date look up button to display the Completed Date Calendar. The Completed Date is the date on which the action has been performed. If you have not yet completed the action, this field will remain blank. OutReach 17

20 11. Click the Completed Time drop down list box. Use the scroll bar to view the list of times which can be updated and click the time to update. The Completed Time is the time of day on which the action has been performed. 12. Click the Status drop down list box. Use the scroll bar to view the statuses that can be updated and click the status to update. The Status codes are Unscheduled, Scheduled, or Completed. 13. Click in the Notes field and type whatever notes are pertinent for this action. 14. Select the people whose records you will update by clicking the Recipients button. The Select Names dialog box displays. TIPS Your entry will be much quicker if you can keep your hands on the keyboard. Just start to type (yes, right over the name that s there!) and CMS will bounce down to the name you re typing. If your fingers slip and you mistype a name, just press the ESC key to completely clear the name and type again. 15. The dialog box consists of a list of all persons in alphabetical order. A check box to the left of the name indicates that the name has been selected. Select a name and press Enter to select an individual name. You can jump to last names which begin with a specified letter or letters by clicking on a last name field and typing the letters. For example, type JO to jump to last names beginning with those letters. Press ESC to stop jumping and/or start another jump. 18 User's Guide CMS Outreach

21 You can select all names or remove all names by clicking the Add All or Remove All buttons. 16. Click the OK button to finalize name selections, or click Cancel to return to the Speed Update Actions dialog box without saving selections. 17. Click the Update button to begin the Speed Update process. At the message dialog box, click Yes to continue. 18. After the update process is complete, the Process Complete dialog box displays. Click OK to return to the main menu. OutReach 19

22 Enter Actions by Recipient Using the Find system, you can go to a specific person s Action window and enter one or more actions. 1. From the main menu, select Household/Persons from the People menu, or you can begin from any Household or Person screen. 2. Click the Find button. The Find dialog box displays. 3. Move your cursor over the Person option button and click the right mouse button. An option window displays. 4. Select Actions and click the left mouse button. (After you select a person, this procedure will take you directly to the Actions window for that person, and it will lock you into selecting the Actions window for each person you select during this process.) The Find dialog box displays again. 5. Find the first person you wish to update by entering information into at least one of the find fields: Enter the last name of the person or the household surname. You can enter a full or partial name Enter the first name of the person. You can enter a full or partial name. 20 User's Guide CMS Outreach

23 Enter the exact envelope number (between 1 and 32,700). 6. You can jump to last names which begin with a specified letter or letters by clicking on to a last name field and typing the letters. For example, type JO to jump to last names beginning with those letters. Press ESC to stop jumping and/or start another jump. 7. To select a record, click anywhere on the record line, then either press your Enter key on the keyboard or click Select (or double click the line). This person s Action information displays. 8. With the Actions window displayed for the person you wish to update, you are ready to enter action information: 9. Click the Add Action button to display the next available action line for that person. 10. Enter an action code or click the Action Code look up button to display the Actions dialog box. If you cannot find the action you wish to update and wish to add it at this time, click the Add button, then refer to Adding Action Codes on page. 11. Type in the Scheduled Date or select a Scheduled Date by clicking on the Scheduled Date look up button to display a calendar. OutReach 21

24 Remember to enter dates in MMDDYYYY format. Slashes will be inserted after each two digits, or when the spacebar is pressed. 12. Type in the Completed Date or select a Completed Date by clicking on the Completed Date look up button to display a calendar. Remember to enter dates in MMDDYYYY format. Slashes will be inserted after each two digits, or when the spacebar is pressed. If the action has not yet been completed, you can leave this field blank. 13. Click the Provider look up button to display the Provider dialog box. If you cannot find the provider you wish to update and wish to add it at this time, click the Find and Add button, then refer to Adding Providers on page. 14. Type any pertinent notes regarding this action for this recipient in the notes field. This field is optional; you don t have to type in notes. 15. Continue to add actions as necessary for the person displayed. 16. If you wish to update actions for another person, click the Find button and select another person. 22 User's Guide CMS Outreach

25 Enter Actions by Enter Actions Process 1. The Enter/Edit All Actions dialog box displays. 2. Click the New Action button to display the next available action. 3. Select the people whose records you will update by clicking the Recipient look up button to display the Select Names dialog box. 4. The dialog box consists of a list of all persons in alphabetical order. A check box to the left of the name indicates that the name has been selected. OutReach 23

26 TIPS Your entry will be much quicker if you can keep your hands on the keyboard. Just start to type (yes, right over the name that s there!) and CMS will bounce down to the name you re typing. If your fingers slip and you mistype a name, just press the ESC key to completely clear the name and type again. Select a name and press Enter to select an individual name. You can jump to last names which begin with a specified letter or letters by clicking on a last name field and typing the letters. For example, type JO to jump to last names beginning with those letters. Press ESC to stop jumping and/or start another jump. You can select all names or remove all names by clicking the Add All or Remove All buttons. 5. Click the OK button to finalize name selections, or click Cancel to return to the Enter/Edit All Actions dialog box without saving selections. 6. Enter an action code or click the Action Code look up button to display the Actions dialog box. If you cannot find the action you wish to update and wish to add it at this time, click the Add button, refer to Adding Action Codes on page. 7. Select the action you wish to update, and click the Select button. (Alternately, you can double click the action code.) After selecting an action code, the Enter/Edit All Actions dialog box returns. 24 User's Guide CMS Outreach

27 8. Enter the Scheduled Date or click the Scheduled Date look up button to display the Scheduled Date Calendar. The Scheduled Date is the date on which the action is scheduled to be performed. 9. Click the Scheduled Time drop down list box. Use the scroll bar to view the list of times which can be updated and click the time to update. The Scheduled Time is the time of day on which the action is scheduled to be performed. 10. Enter the Completed Date or click the Completed Date look up button to display the Completed Date Calendar. The Completed Date is the date on which the action has been performed. If you have not yet completed the action, this field will remain blank. 11. Click the Completed Time drop down list box. Use the scroll bar to view the list of times which can be updated and click the time to update. The Completed Time is the time of day on which the action has been performed. 12. Click the Status drop down list box. Use the scroll bar to view the statuses that can be updated and click the status to update. The Status codes are Unscheduled, Scheduled, or Completed. 13. Click the Provider look up button to display the Providers dialog box. OutReach 25

28 14. Select the provider you wish to update, and click the Select button. (Alternately, you can double click the provider name.) After selecting a provider, the Enter/Edit All Actions dialog box returns. 15. Click in the Notes field and type whatever notes are pertinent for this action. 26 User's Guide CMS Outreach

29 Labels Labels Overview TIP Click the Mailing Label button from the household or person screen to print an individual quick label. The label function in CMS Outreach allows you to print nametags, letter-mailers, envelopes, or mailing labels. Since you will be running some label printing jobs repeatedly, CMS lets you set up Label Reports. When you wish to run labels, you can simply select a Label Report and run it. TIP: Use the CMS Letter-Mailer Feature The Letter-Mailer provides an easy way to prepare and mail a letter to any group of persons or households. See "Printing a Letter- Mailer" in this chapter. When you need to set up a new Label Report, you can choose households or persons based on a selected name range, membership or participation status, class or activity involvement. If your new Label Report is similar to an existing Label Report, you can copy the existing report and modify it to suit your new requirements rather than starting a new report from scratch. In this chapter: Running an Existing Label Report Creating a Label Report Creating a New Label Report by Copying an Existing Report Printing a Letter-Mailer Deleting a Label Report Running an Existing Label Report Be sure your printer is on-line and ready. Labels 27

30 1. Put the label form or envelope in the printer paper feeder. 2. Select Labels/Letter-Mailer from the Reports menu. 3. Highlight the report you wish to run, click Select. The Label Selection dialog box displays. 28 User's Guide CMS Outreach

31 4. Select the Print to option: Select Screen to display the report (default), or Select your default printer, or Click the Change Printer button to print to a different printer. The Printers dialog box from the Windows Control Panel displays. (The Printers dialog box is also accessible from the Windows Program Manager. For more information on installing and configuring a printer, see your Windows manual.) 5. Click the Print button to print the labels or click the Cancel button to exit without printing. Labels 29

32 Creating a Label Report Use the Labels selection from the Report menu to print envelopes, letter-mailers, nametags, or mailing labels for multiple households or persons. The selection criterion available allows you to print the labels based on selected name range, membership status, participation status, activity, and/or class. Be sure your printer is on-line and ready. 1. Put the label form or envelope in the printer paper feeder. 2. Select Labels/Letter-Mailer from the Reports menu. (The first time the Select/Create Label Report dialog box displays, there will be no reports listed.) 3. Click the New Report button to display the New Report dialog box. 4. Enter a Report Name (50 characters). 5. Enter a Created By name (8 characters). 6. Click OK to display the Label Selections dialog box for the report you are creating. 30 User's Guide CMS Outreach

33 TIP When labels are printed in Zip Code order, the system will display a list of 5 and 3 digit zip codes, a count of each, and a total number of labels. You can print this list after changing from labels to paper in your printer setup. 7. Select the Print to option: Select Screen to display the report (default), or Select your default printer, or Click the Change Printer button to print to a different printer. The Printers dialog box from the Windows Control Panel displays. (The Printers dialog box is also accessible from the Windows Program Manager. For more information on installing and configuring a printer, see your Windows manual.) 8. Select a Sort method. Click the Sort list box arrow and choose alphabetical, carrier route, zip code, or any of the listed household fields. Labels will be printed in the order selected here. 9. Use one or more of the Label Selection buttons described in steps 10 through 13 to determine for whom labels will be printed. When you have completed selections, go to step 14. Labels 31

34 Codes that have not been selected will display in bold under "Available Codes." Codes that have been selected will display in bold in the "Selected Codes" column. Use the buttons located between the columns to add and remove the codes. Click OK to finalize the code selections, or click Cancel to exit without saving changes. 10. You can create labels for special mailings by selecting labels for persons based on membership status. For example, you may send a mailing to prospects, or inactive members. Click the Member Status button to display the Select Member Status dialog box. 11. You can select labels for persons based on participation status. For example, you may be doing a special mailing to student, members away in the military or homebound members. Click the Participation Status button to display the Select Participation Status dialog box. 12. You can select labels for persons based their specific records. Most commonly, you would use this button to select persons participating in a specific activity or class for a mailing. However, you are 32 User's Guide CMS Outreach

35 not limited to these selections. You can create labels based on activities, classes, events, name ranges, etc. For example, you can create labels for mailings to women, to students in specific grades, to persons with birthdays this month, or to persons who have not participated in a specific time-period. Click the Person Additional Selections button to display the Person Additional Selections dialog box. The dialog box consists of selection buttons and check boxes. When you select a check box, such as the Date of Last Attendance check box, the from and thru fields display. Enter the from and thru dates. For example, to send a mailing to all members who have not attended since last year, enter the beginning and ending dates for the last calendar year. Labels 33

36 Click a selection button, such as Activities, to select an activity or group of activities. The Select Activity Codes dialog box displays. The codes that have not been selected will display in bold under "Available Codes." The codes that have been selected will display in bold in the "Selected Codes" column. Use the buttons located between the columns to add and remove the codes. Click the OK button to finalize the code selections, or click Cancel to return to the Person Additional Selections dialog box without saving the changes. 34 User's Guide CMS Outreach

37 13. Use the House Additional Selections dialog box to select specific types of households for mailing labels. For example, to send a mailing to one-parent households, you could select the appropriate unit type. To send a mailing to a specific geographic area, select an area by the appropriate Zip Code, or if you are using group codes to define areas, by group code. Click the House Additional Selections button to display the House Additional Selections dialog box. The dialog box consists of selection buttons and check boxes. When you select a check box, such as the Zip Code check box, the from and thru fields display. Enter the from and thru Zip Codes you wish to select. Click a selection button, such as Group Code, to select a code. The Select Group Codes dialog box displays. Labels 35

38 The codes that have not been selected will display in bold under "Available Codes." The codes that have been selected will display in bold in the "Selected Codes" column. Use the buttons located between the columns to add and remove the codes. Click the OK button to finalize the code selections, or click Cancel to return to the House Additional Selections dialog box without saving the changes. 14. The Include Persons to be Removed option allows you to print labels for persons or households marked for removal. Click the check box to add or remove the check. When checked, labels will print for person's marked for removal. 15. You can choose from several preformatted label selections as well as many standard envelope formats. TIP You can also choose Letter-Mailer to print a mailing letter. See "Printing a Letter-Mailer" in this chapter. Click the Label Format drop-down list box to display the label format choices and then click on your choice. 36 User's Guide CMS Outreach

39 16. Select the Label Type by clicking on the Household, Person, or Person - Head & Spouse on 1 Label option button. Choose the Head & Spouse on 1 Label option to print only one label for Head and Spouse. For example, both the husband and wife are choir members and you are selecting labels for that activity. If you select Head & Spouse on 1 Label, then only one label will be created for them as part of your choir mailing. 17. Print Additional Information allows you to customize your labels with information you select to print. Click the check box next to the option to print. A check mark will display when the option is selected. Click it again to remove the check mark from the option button. Click the Country check box to print the country on the bottom of the label. TIP If you select additional information to print, the font for the label will be reduced so that all the information will fit on the label. NOTE: Due to size limits, you can print either country or message, but not both. Click the Message check box to print the message on the label. Click inside of the message field and type a message. If you are printing a Carrier Route on labels, you must also print the message "CARRIER ROUTE PRESORT" or "CAR-RT SORT." Click the Postal Bar Codes check box to print the postal bar codes on the label. NOTE: Bar codes can usually be printed on dot-matrix printers that do not use the "Generic/Text Only" Windows printer driver. You will have to test Labels 37

40 your printer or call Church Management Solutions for assistance. Click the Envelope Number check box to print the envelope number on the label. Click the Membership Status check box to print the membership status on the label. Click the Phone Number check box to print the household/person phone number on the label. Click the Unlisted option button to print unlisted phone numbers on the label. Click the Group Code check box to print the group code on the label. Click the Carrier Route check box to print the Carrier Route on the label. If printing Person labels, click the Titles check box to print the title selected (from the Person window) on the labels. 18. Click the Print button to print the labels at this time, or click the Cancel button to save changes and exit without printing. 38 User's Guide CMS Outreach

41 Creating a New Label Report by Copying an Existing Report If you are creating a new report that is similar to an existing report, you may be able to save time by copying the existing report, renaming it and modifying it to meet your needs. Be sure your printer is on-line and ready. 1. Put the label form or envelope in the printer paper feeder. 2. Select Labels/Letter-Mailer from the Reports menu. 3. Select the report you wish to copy and click the Copy Report button. A dialog box will ask you to confirm, click the Yes button. The New Report dialog box displays. 4. Enter a Report Name (50 characters). 5. Enter a Created By name (8 characters). 6. Choose the Report Type from either: Label/Letter-Mailer Labels 39

42 List/Checklist Merge File 7. Click OK to display the Label Selections dialog box for the new report. The selections will now be the same as the report you copied. 8. Make changes as necessary to the report selections dialog box. 9. Click the Print button to print the labels at this time, or click the Cancel button to save changes and exit without printing. 40 User's Guide CMS Outreach

43 Printing a Letter-Mailer The Letter-Mailer provides an easy way to prepare and mail a letter to any group of persons or households in CMS Membership for Windows. Prepare your letter using Word version 97 or later. Then, define a label report in CMS to select the desired people. CMS can print the church s return address, the date of the letter, the recipient s address, the salutation, and the letter on a single page of paper, letterhead, or on a self-sealing mailer. The letter can be folded and fits into a #9 window envelope. CAUTION!!! The CMS Letter-Mailer feature cannot support insert fields inside of the letter. If you need to insert fields, use the mail merge feature of your word processor. Remember, you can use the Merge File feature of CMS to create a comma delimited ASCII file with the records you select on page Error! Bookmark not defined.. 1. Prepare a letter using your word processor. The letter must be no longer than 6.00 inches. If you will be printing your letter on plain paper or on letterhead, use a 10- point Times New Roman font to match the Label font. If you will be printing your letter on the self-sealing mailer and printing the your Bulk Mail/Postal Permit on the self-mailer, use an 11-point Arial font to match the Label font. Start the first line of your letter on the first line of the word processing file. You may have to experiment to fit the letter on the mailer. Note that if you need a second page, prepare it as a separate document and print the required number of copies from your word processor. Labels 41

44 2. Save the letter and close MS-Word. Note the name and path of the file. 3. Refer to "Creating a Label Report" on page 30 and follow steps 1-14 to define a report and select who will print. 4. Click the Label Format drop-down list box to display the label format choices and then click Letter-Mailer. 5. The Label Selection dialog box displays with the Letter-Mailer options now displayed in the lower right. 6. Select the Label Type by clicking on the Household, Person, or Person - Head & Spouse on 1 Label option button. Choose the Head & Spouse on 1 Label option to print only one label for Head and Spouse. For example, both the husband and wife are choir members and you are selecting letters for that activity. If you select Head & Spouse on 1 Label, then only one letter will be created for them as part of your choir mailing. 7. Accept the Letter Date in the display, or enter a different date to be printed on the letter. 8. Select the Church Name and Address check box if you are using plain paper. Remove the check from the check box if you are using letterhead paper. 9. Select the Postal Permit check box if you are using the self-sealing mailer and wish 42 User's Guide CMS Outreach

45 to imprint your bulk mail/postal permit information in the upper right corner of the self-sealing mailer. 10. Click the Edit Postal Permit button to customize the bulk mail/postal permit information. 11. Enter the #of blank lines as 1 for plain paper/letterhead, or 5 for the self-sealing mailer. 12. Click the Browse button to display the Select File dialog box. Locate and select the word processor file that contains the text of your letter. 13. Print the letter to the display. Review it and make sure it is correct before printing. Labels 43

46 Sending to Groups of People You can choose to send , rather than a label or envelope, to any one who has an address, if you have access to the Internet and an existing third party account. This process will assist you in: Printing a list of people you will contact. Send an message to those people. Prepare labels or letter/mailer to those people without an address. Follow the steps to create and select the households or individuals you wish to contact. 1. Refer to "Creating a Label Report" on page 30 and follow steps 1-14 to define a report and select who will print. 2. Click the Label Format drop-down list box to display the label format choices. For those selected who do not have an address entered into the system, CMS will print a label, envelope, or letter/mailer. S e l e c t t h e d e s i 3. Select the Label Type by clicking on the Household, Person, or Person - Head & Spouse on 1 Label option button. Choose the Head & Spouse on 1 Label option to send only one e- 44 User's Guide CMS Outreach

47 mail or print only one label for Head and Spouse. 4. Click the /Mailing button to prepare the addresses. Click the Next button to begin the process. TIP Print the /Label list. You can then choose to cancel the process and obtain these missing addresses or continue and send a label or letter/mailer to those without an address. 5. Click the Print List button to display a list of people you will contact. The report can be sorted by those with/without address or by name. 6. Review the list of people who do not have an address entered. Labels 45

48 7. Click the Send button to activate a new mail message. 8. Depending on your editing program, you may exceed the number of addresses that will automatically insert in the new mail message. If you receive the following message, CMS will copy the selected addresses in your Windows clipboard. You can then Paste those addresses manually in your new mail message. 46 User's Guide CMS Outreach

49 9. To Paste the addresses in your new mail message, right-click in the TO: field and choose Paste. Now complete your message and click Send. 10. You can now prepare labels or letter/mail for those selected people who did not have an address. Click the Labels button to print the labels to display. 11. Print the labels to the display. Review it and make sure it is correct before printing. Labels 47

50 Deleting a Label Report Periodically, you may want to clean house and remove old unwanted label reports from your system. This will prevent you from running obsolete reports and help you find the desired reports more quickly. 1. Select Labels/Letter-Mailer from the Reports menu. 2. Click the Sort By Date Used button so that older reports are at the bottom of the list. You may wish to check with the person who created a report before deleting it from the list. 3. Click the Sort by Created By button so the reports are sorted by who originally created the report. You may wish to check with the person who created a report before deleting it from the list. 4. Select the report you wish to delete and click the Delete Report button. A dialog box will ask you to confirm the deletion. At the message, click Yes to confirm the delete request. 48 User's Guide CMS Outreach

51 Sample Labels Basics Labels 49

52 50 User's Guide CMS Outreach Name Tags

53 Envelopes Labels 51

54 52 User's Guide CMS Outreach Letter Mailer

55 Self Mailer with Postal Permit Labels 53

56

57 Labels 55

58

59 P Provider 8, 10 Index A Action 8, 10 R Recipient 8, 9 Reports Labels 11 Name Tags 11 S Self Mailer with Postal Permit sample 37 E Sending to a Group 28 G Getting Started 3 I InReach 3 InReach 8 L Label copying an existing 11, 23 creating 14 deleting 32 Format 20 printing 11 running an existing 12 samples 33 Letter-Mailer printing 25 sample 36 N Name Tags sample 34 Index 57