Sending s. Search results.

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1 Table of Contents Selecting Recipients 3 Sending s with Constant Contact 5 Adding Constant Contact Accounts to ACS 5 Managing the Data Sent to Constant Contact 5 Sending ACS Data to Constant Contact 6 Creating A New List 6 Updating An List 7 Sending s with Your Local Client 8 Sending s with the ACS Editor 9 Changing the Status of Recipients 9 Configuring ACS to Send s 10 Finding Your SMTP Address 11 Composing and Sending s 13 Printing a Recipients Report 15 Saving s for Future Use 16 Using the Spellcheck and Thesaurus 16 Checking Spelling in s 17 Custom Dictionaries 17 Managing the Words in Custom Dictionaries 18 Managing Spellcheck and Thesaurus Options 19 Using the Thesaurus 21 1

2 Sending s ACS lets you build a list of recipients based on your ACS records. For example, you might the parents of children between the ages of two and ten to remind them about registering for Vacation Bible School. To do this, generate a search for the parents in ACS, select them as your recipients, and then choose your method. Depending on the method you select, you may have to configure it before you start sending s. In ACS, you can send mass s, which send the same message to everyone in a group. Or, you can send personalized s by selecting fields to include, similar to a mail merge option in word processing software. With ACS, you can send s to Special Mailings groups, Reservations activities, and records found in Search results. After selecting recipients, you must select your method. You can send s to ACS recipients using the ACS Editor, Constant Contact, or your own client (such as Microsoft Outlook ). 2

3 Selecting Recipients ACS lets you build a list of recipients based on your ACS records. You can send s to the people in a Special Mailings group, Reservations activity, or by performing a search. After choosing your recipients, you must select an method: Constant Contact, The ACS Editor, or your Local Client. To a Special Mailings group Under Manage Records, select the Groups tab. In the drop-down list, select Special Mailings Add/Edit Groups and click Go. Select the group. In the right pane, click Mass . Under Recipient Options, manage the settings to your liking. See Additional Field Information for details. To a Reservations activity Under Manage Records, select the Communication tab. In the drop-down list, select Reservations Mass and click Go. Select the activity and click OK. Under Recipient Options, manage the settings to your liking. See Additional Field Information for details. To the people in your search results Next to Searches and Reports, click Searches. Create and process a new search. Or, load and process a saved search. On the Search Information tab, in the right pane, click Mass . Under Recipient Options, manage the settings to your liking. See Additional Field Information for details. 3

4 Additional Field Information Depending on your selected recipients, some of these options may not be available. Recipient Options Rebuild Recipient List using last search results This populates your last search results as the recipients of the . It also processes the search results again, ensuring that you have the most recent addresses. Preferred Only Selecting this means that only recipient's preferred addresses are included. s are not sent to their other addresses. Include Unlisted Addresses Selecting this means that the is also sent to the unlisted addresses of the recipients. 4

5 Sending s with Constant Contact Constant Contact is an online marketing company that offers marketing, social media marketing, online survey, and event marketing tools. You can use Constant Contact to send professional s to people stored in your ACS records. To send s to ACS recipients with Constant Contact Add your Constant Contact account to ACS. Select your ACS recipients. Send your ACS data to Constant Contact. You can also manage what ACS data is sent to Constant Contact. Adding Constant Contact Accounts to ACS To send s to ACS recipients with Constant Contact, you must first add your Constant Contact account to ACS. You can then send your ACS data to Constant Contact and create ing lists for your ACS recipients. (You must have an active Constant Contact account.) After you add your account, you can select your ACS recipients and send your ACS data to Constant Contact. To add a Constant Contact account to ACS Under Manage Records, click the Communication tab. In the drop-down list, select Mass and click Go. Click Mass . Under Method, select Constant Contact. Click Manage Accounts. The Select Account window displays. Click Add. In the Account Name field, enter a name to identify your Constant Contact account in ACS. (This doesn't have to match your Constant Contact Account information.) Enter your Constant Contact user name and password and click OK. Managing the Data Sent to Constant Contact In ACS, you can manage what data is sent to Constant Contact. For example, the Goes By name stored in ACS is sent to Constant Contact as the first name by default. However, you can change this so that the formal first name is sent instead. You can also select to send additional information from ACS to Constant Contact. After you do this, the data in that field is included when you send data from ACS to Constant Contact. 5

6 To manage the data sent from ACS to Constant Contact Under Manage Records, click the Communication tab. In the drop-down list, select Mass and click Go. Click Mass . Under Method, select Constant Contact. Click Manage Accounts. Select the Constant Contact account and click Edit. In the ACS column, click the field that corresponds to the information you want to send to Constant Contact. Navigate to and select the ACS field you want to send and click OK. Sending ACS Data to Constant Contact After you have added your Constant Contact account to ACS and selected your recipients, you can send your ACS data to Constant Contact. Sending your ACS data to Constant Contact creates an list in your Constant Contact account. After you do this, you can log in to Constant Contact to compose and send your . Creating A New List When you create a new list, all addresses from your ACS recipients list are added to the Constant Contact list. Constant Contact removes any addresses that have previously opted out of receiving s from you. Unless you select recipients. To create a new list for Constant Contact Preferred Only, the list includes all addresses for the selected Select your ACS recipients by performing a search, selecting a Special Mailings group, or selecting a Reservations activity. See Selecting Recipients to learn more. In the Build Recipients List window, under Method, select Constant Contact. Click Manage Accounts. Select the Constant Contact account you want to send your ACS data to (To add a new Constant Contact account, click Add.) and click OK. Enter a New List name and click OK. 6

7 Updating An List If you have previously sent ACS data to Constant Contact, you can send it again to update the list. When you update the list, all new addresses are added to the list; existing addresses are left alone. Any other information that has changed, such as first names, is updated. Any addresses that are already in the list, but are not returned in the latest search results, are ignored: they are not removed from Constant Contact. Constant Contact also ignores any addresses that have previously opted out of receiving s from you. To update an list for Constant Contact Select your ACS recipients by performing a search, selecting a Special Mailings group, or selecting a Reservations activity. See Selecting Recipients to learn more. In the Build Recipients List window, under Method, select Constant Contact. Click Manage Accounts. Select the Constant Contact account you want to send your ACS data to and click OK. In the Select Contact List, select the list and click OK. 7

8 Sending s with Your Local Client ACS lets you select recipients from your ACS data while using your own client to compose and send the . Using your own client (such as Microsoft Outlook or Mozilla Thunderbird ) means the comes from your address and is stored in your Sent items. This is also the best way to send a quick to ACS recipients, since it requires no additional configuration. Too Many Recipients? If the number of ACS recipients exceed the number of addresses allowed by your client, the excess addresses are copied to a text file. You can then create a new message and paste them into the To, CC, or Bcc fields in the new message. We recommend that you check with your provider about any possible restrictions on the number of s you can send at once. To send an to ACS recipients using your local client Select your ACS recipients by performing a search, selecting a Special Mailings group, or selecting a Reservations activity. See Selecting Recipients to learn more. In the Build Recipients List window, under Method, select Copy to local client. Useful Information You can set your batch size up to a maximum of 9 Click OK. A blank opens in your client. The ACS recipients are listed in the BCC field. Compose and send your message. 8

9 Sending s with the ACS Editor The ACS Editor lets you send s directly from ACS no other client required. Before you can send s using the ACS Editor, you must can select your recipients and compose and send your . configure ACS to send s. Then you You can also save s for future use, generate a recipients report, and use the spellcheck and thesaurus. Changing the Status of Recipients After you have selected your recipients, you may decide that you don't want to send the to the majority of the list. Rather than rebuilding your recipients list from scratch, you can mass change the sending status of recipients. You can change the status of a single recipient or all recipients. You can also change the status based on people's type and whether their address is listed or not. For example, if you don't want to send an to unlisted addresses, you can change the status of all recipients with unlisted addresses to Do not Send. To change the status of a single recipient In the Editor window, click Recipients. Right-click the recipient. Select Change Send Status. People who will not receive the display in red with a status of " Do Not Send." To change the status of all recipients In the Editor window, click Recipients. Click Mass Change. Select Send or Do not Send. Leave the Type and Listed options blank. Click OK. People who will not receive the display in red with a status of " Do Not Send." To change status based on type In the Editor window, click Recipients. Click Mass Change. Select Type. 9

10 In the drop-down list, select the type. Select Send or Do not Send. Click OK. People who will not receive the display in red with a status of "Do Not Send." To change status for listed or unlisted addresses In the Editor window, click Recipients. Click Mass Change. Select Listed. In the drop-down list, select True or False. (True means the addresses are listed; false means the addresses are unlisted.) Select Send or Do not Send. Click OK. People who will not receive the display in red with a status of " Do Not Send." Configuring ACS to Send s Before you can send s with ACS, you must configure ACS to send s. You must have rights to Add/Edit SMTP Settings in Add/Edit Users in order to set up the configuration. Note OnDemand clients will configure ACS to send s using the OnDemand configuration. To configure ACS to send s Under Manage Records, click the Communication tab. In the drop-down list, select Mass and click Go. Click Mass . Under Method, select Use local SMTP and click OK. In the ACS Editor, click SMTP. 10

11 7. Enter the following information: Click OK. Your SMTP server address. If you don't know your server address, see Finding Your SMTP Address. Your port number. (You can accept the default port number.) To verify that the sending address is recognized by your server select Authenticate. Authentication decreases the possibility that your s are blocked by a firewall or other security settings. To encrypt the , select Use SSL. To require a password before each is sent, select Verify Password on Send. Your user name. This is the user name for your Internet Service Provider account. Your password. This is the password for your Internet Service Provider account. Now you can select your recipients and then compose and send your . Finding Your SMTP Address You must know your SMTP server address to configure ACS to send s. An SMTP address displays in one of the following formats: As a series of numbers, such as As a descriptive location, such as microsoft.mailserver.com To determine your SMTP address (Windows XP) On your computer, click Start > Run. In the Run field, type command. Press Enter. The Windows Command Prompt application opens. In Command Prompt, type ping smtp.mysite.com. If this returns an error, type ping mail.mysite.com instead. Your SMTP address is listed directly after the word "Pinging." See an example below. Once you have determined your SMTP address, you can return to determining your SMTP address, contact your Internet service provider. configuring ACS to send s. If you have trouble 11

12 To determine your SMTP address (Windows Vista or 7) On your computer, click Start. In the Search field, type command. Press Enter. The Windows Command Prompt application opens. In Command Prompt, type ping smtp.mysite.com. If this returns an error, type ping mail.mysite.com instead. Your SMTP address is listed directly after the word "Pinging." See an example below. Once you have determined your SMTP address, you can return to determining your SMTP address, contact your Internet service provider. configuring ACS to send s. If you have trouble 12

13 Composing and Sending s Once you have configured ACS to send s and selected your recipients you can compose and send your with the ACS Editor. After you click Send, the progress meter and checklist display to notify you when the is sent. You may also want to save the for future use, generate a recipients report, change the status of all recipients, and manage the spellcheck and thesaurus. Note If you are an OnDemand client and are attaching a file to your , you should copy that file from your hard drive to the S drive first. For more information, click here. To send an 7. Select your ACS recipients by performing a search, selecting a Special Mailings group, or selecting a Reservations activity. See Selecting Recipients to learn more. In the Build Recipients List window, under Method, select Use local SMTP. Click OK. The ACS Editor opens. To compose a new , click New. In the From field, enter the sending address. Enter the Subject. Enter the body. For detailed help, see Editing Options. 13

14 8. You can also Attach a file: click Attach File. Run spellcheck: click Spellcheck. Add additional recipients: click Recipients. (Then click Add and enter the names and addresses of the recipients.) Manage your options. Click Options. For detailed help, see Options. 9. To send the , click Send. Additional Options Information Editing Options Merge Fields ACS enables you to insert personalized information using merge fields. An example of a merge field is GOESBYNAME. You would probably insert the GOESBYNAME merge field in the greeting of your . This way, the recipient receives a personalized . Content Type You can choose to send s as Rich Text or Plain Text. Rich Text With Rich Text formatting you can underline text, use boldface, change the color or size of the font, and italicize. Plain Text With Plain Text, your message is sent in plain, black, text with no formatting. The advantage is that you don't have to worry about the formatting or styling changing when you send the . Options 14

15 Send BCC - Select to send the as a Blind Carbon Copy (BCC). This way, the recipients cannot see the other people to whom the is sent. Send a Copy to the From Address - Select to send a copy to the address listed in the From field. This option is useful if you are composing and sending an for someone else. For example, you send an reminding choir members of a special practice time and use the choir director's address in the From field. If you select this option, the choir director also receives a copy of the reminder. Send a List to the From Address Select to send a list of the recipients to the address listed in the From field. Number of Addresses to Include in a Single When sending a mass , this determines the number of recipients of a single . Some Internet Service Providers (ISPs) limit the number of addresses a single can be sent to. You can accept the ACS default (50) or enter another number. The maximum is 500. Contact your ISP if you do not know your limit. Useful Information When sending a personalized using merge fields, a separate is sent for each address, regardless of the limit entered. Number of s to Send before Reconnecting Some ISPs disconnect after sending a pre-determined number of s. To ensure efficiency, enter the limit set by your ISP. If you don't know your limit, you can accept the ACS default (10), enter another number (500 max.), or contact your ISP. Pause between s Some ISPs have time delays for sending , especially if multiple s are being sent. To ensure efficiency, enter the time delay set by your ISP. If you don't know the delay, you can accept the ACS default (2 seconds) enter another number (between 1 60 seconds), or contact your ISP. Printing a Recipients Report You can print a list of your 's recipients. This is helpful to keep for your records. If your s stop sending, you can print this list and find the last person the was sent to. Then, correct that address, edit your search results to remove those who the was sent to, and resend the to the others. To print a recipients report In the Editor window, click Recipients. In the Recipients window, right-click and select Print Grid. 15

16 Manage the preferences to your liking, then click File > Print. Saving s for Future Use You can save s that you created for future use. For example, if you send a weekly reminder to staff to turn in their time sheets, you can save this in ACS to speed up the process of sending it each week. Saving an saves the options. However, saving an does each time you send the saved . To save an from address, subject, text, formatting, merge fields, attachments, and not save the recipients of the . You must select your recipients After you have selected your recipients and composed the , click Save. Enter a name for the . Click Save. To open a saved After you have selected your recipients, click Open. Select the . Click OK. Now you can edit the , save it again, or send it. To delete a saved Next to Searches and Reports, click Searches. In the right pane, click Mass . Under Method, select Use Local SMTP and click OK. Click Open. Select the and click Delete. When the confirmation message displays, click Yes. Using the Spellcheck and Thesaurus In the ACS Editor, you can correct misspelled words individually or in mass and look up synonyms and antonyms. You can customize the spellcheck to correct automatically as you type, to ignore abbreviations, uppercase words, and web addresses, and to correct dual capitalization and double-words. You can add custom dictionaries to add new words, exclude certain words, and automatically replace specific words with others. 16

17 Checking Spelling in s After you have selected your recipients and composed your , you can check spelling. To spellcheck only a particular section of text, highlight that text before clicking Spellcheck. Tip If the Spellcheck doesn't detect any misspellings, "Spellcheck is complete" displays. To check spelling in an Click Spellcheck replacement terms and suggestions. For each word, do one of the following:. The Spellcheck reviews the first occurrence of a misspelled word and offers To ignore the replacement term and suggestions, click Ignore. To replace the misspelled word with the word in the Replace With field, click Change. To replace all occurrences of the misspelled word with the word in the Replace With field, click Change All. To add the misspelled word to the Spellcheck dictionary (so that it is no longer considered a misspelling), click Add. To replace the misspelled word with the first word in the Suggestions list, click Auto-Correct. Enter the word you want to replace the misspelled word and click Change or Change All. Click OK when the spellcheck is complete. Custom Dictionaries You can create a custom dictionary so that misspellings and pet-peeves are corrected to your preference. For example, if you want all occurrences of "irregardless" replaced with "regardless," you can set these words as an auto-correct pair in your custom dictionary. You can also edit dictionaries, including the default dictionary included with ACS, to match your word preferences. To create a custom dictionary Next to Searches and Reports, click Searches. In the right pane, click Mass . Under Method, select Use Local SMTP. Click OK. The Editor opens. Click Spellcheck Setup. Click Dictionaries, then click *New, then enter a name for the new custom dictionary. 17

18 7. Click OK. Now you can manage the words in the dictionary. To edit a custom dictionary 7. Next to Searches and Reports, click Searches. In the right pane, click Mass . Under Method, select Use Local SMTP. Click OK. The Editor opens. Click Spellcheck Setup. Click Dictionaries. Select the dictionary and click Edit. Now you can manage the words in the dictionary. To delete a custom dictionary Next to Searches and Reports, click Searches. In the right pane, click Mass . Under Method, select Use Local SMTP. Click OK. The Editor opens. Click Spellcheck Setup. Click Dictionaries. Select the dictionary and click Delete. When the confirmation message displays, click Yes. Managing the Words in Custom Dictionaries A custom dictionary allows you to customize the spellcheck process. You can add words so that they are always considered correct. You can exclude words so that they are always considered incorrect. You can also add auto-correct pairs so that each occurrence of a particular word is always replaced with another word. To add a word to a dictionary In the Editor window, click. Click Dictionaries, then select the dictionary and click Edit. On the Added Words tab, enter the word. Click Add, then OK. To exclude a word from a dictionary In the Editor window, click. Click Dictionaries. Select the dictionary and click Edit. On the Excluded Words tab, enter the word. Click Add, then click OK. 18

19 To add an auto-correct pair to a dictionary In the Editor window, click. Click Dictionaries. Select the dictionary and click Edit. On the Auto-Correct Pairs tab, in the Replace field, enter the word that you want replaced. For example, irregardless. In the With field, enter the word you want to replace it. For example, regardless. Click Add, then OK. Managing Spellcheck and Thesaurus Options You can configure your preferences for spelling and grammar changes in ACS. You can also select the dictionaries that are referenced for the Spellcheck and Thesaurus. To manage spellcheck options 7. Next to Searches and Reports, click Searches. In the right pane, click Mass . Under Method, select Use Local SMTP. Click OK. The Editor opens. Click Spellcheck Setup. Manage the options to your liking. For detailed help, see Additional Option Information. Click OK. 19

20 Additional Option Information Options Check spelling as you type Select to display misspelled words with an underline as you type messages. Correct spelling errors as you type Select to correct misspelled words as you type messages. The replacement for each misspelled word varies depending on the settings for the currently selected dictionary. To learn more about auto-correct word pairs, see Custom Dictionaries. Ignore words in UPPERCASE Select to avoid performing a spelling check on words that include characters in upper case format, such as USA or FBC. Ignore words containing numbers Select to avoid performing a spelling check on words containing numbers, such as Win98 or 4th. Ignore Internet addresses Select to avoid performing a spelling check on internet domain names or addresses, such as janedoe@ .com. Ignore abbreviations Select to avoid performing a spelling check on abbreviations, such as Mr., Mrs., or Ln. Dictionaries Suggest from main dictionaries only Choose to only include replacements or suggestions from selected sources in the Dictionaries grid when performing a spelling check. Prompt on repeated word Select to include words that are immediately repeated during a spelling check, such as "and and". Automatically correct Dual capitals Select to automatically correct words that have dual capitals as you type messages, such "THe cow jumped...". The dictionaries grid lists the dictionaries that are currently available, followed by the Locate Dictionaries option. You can select the dictionaries to include when using the Spellcheck and Thesaurus options. Custom Dictionary Select a customized dictionary from the drop-down list. Dictionaries Click to add a new dictionary or edit entries within a current dictionary. To learn more, see Custom Dictionaries. Reset Defaults Click to reset all settings to the original spelling defaults. 20

21 Using the Thesaurus Use the Thesaurus to look up synonyms and antonyms for words in the body of your . The Thesaurus includes a variety of contexts (definitions) for each word. Use the contexts to narrow your search for a replacement word. To use the thesaurus After you have selected your recipients and composed your , highlight the word you want to look up. Click Thesaurus Do one of the following:. A list of different contexts and suggestions displays. To see different contexts of the word, in the Contexts list, select a term. To look up a word in the Replace With list, select the word and click Lookup. To return to the previous list of contexts and suggestions, click Previous. To replace the word with one of the suggested terms, select the term and click Replace. To leave the word as it is, click Cancel. 21