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1 Prduced by Cmputer Helper Publishing (CHP). We hpe this sftware makes the tasks f Church administratin easier and mre efficient. Any questins that cannt be answered by these help files shuld be directed t the CHP Supprt Team. Supprt Subscribers call supprt@churchwindws.cm We always welcme yur cmments and suggestins (suggestins@churchwindws.cm). N ne knws better what wuld be helpful. This prcess is hw new releases are designed. We lk frward t hearing frm yu. Nn-supprt subscribers can call fr pay-per-minute supprt, r supprt@churchwindws.cm fr free inquiries with a 4-day respnse time. Cmputer Helper Publishing, Inc. 450 Beecher Rd. PO Bx Clumbus, OH Fax:

2 Table f Cntents Administratin 1 Making a Backup 2 Restring a Backup 4 System Infrmatin 6 Organizatin Inf 7 Licensing 9 Abut 10 Security 10 Users 11 Mdule Permissins tabs 13 Audit Histry 20 Supprt Functins 22 Send 23 Step 1 Select wh shuld receive the 24 Step 2 Select the settings, message and signature 30 Re-use a saved Message and/r Signature 35 ing the Parents f Children 35 examples 39 ing an Individual 39 ing a Grup f Peple 40 Canada Settings 44 Set yur system t Canada 44 Membership 44 Dnatins 44 Church Windws' Cmpliance with USPS Requirements 45 Bulk Mailings 45 Pstage $aver 46 What is Pstage $aver? 46 Hw can I get Pstage $aver? 46 Using Pstage $aver with Church Windws 46 Printing Labels with Barcdes 47 Create a label layut with a barcde 47 CASS Certificatin and NCOA Prcessing 53 Nt sure if yu need CASS/NCOA? 54 Create a CASS/NCOA file 54

3 Imprt yur Output frm Lrtn 56

4 Administratin Administratin Click Administratin t access the fllwing tasks: Backup We recmmend Making a Backup (pg 2) anytime yu make changes which yu wuld nt want t lse. Restre In the event f data lss r crruptin, Restring a Backup (pg 4) will allw yu t revert t ld data frm a previusly made backup. Sys Inf Shrt fr System Infrmatin (pg 6), this screen stres yur rganizatin's name and address as well as the licensing infrmatin fr each Mdule. Security - 1 -

5 Administratin This ptin pens the Security (pg 10) functin f Church Windws, where yu may design a system f individual Users (pg 11) with their wn passwrds. This will recrd wh makes what changes and will allw yu t restrict the access t specific features and Mdule fr each individual username. Supprt The Supprt Functins (pg 22) are used in trubleshting mre cmplicated issues, please cntact ur Technical Supprt staff at r supprt@churchwindws.cm (be sure t add this address t yur cntacts list t ensure delivery) r visit the Supprt Center n ur website fr additinal training materials. if yu are having difficulties. Making a Backup Church Windws includes a backup prgram that will back up yur Church Windwsdata files fr yu. This prgram cmpresses files fr strage in anther lcatin such as flash drives r clud drives. Even if yu have a different backup prgram that yu use regularly, yu need t back up Church Windws using ur built in backup prgram. Any backup prgram is nt effective if it is nt used prperly. Imprtant! Take the mst current backup OFF SITE! A backup will d yu n gd sitting in the drive f a cmputer that has been stlen r destryed. If in the event yu are Restring a Backup (pg 4) t yur cmputer, keep in mind that it will delete the current data and replace it with the data as it existed at that exact pint when the backup was made. Any changes made t the data after that backup was made will be lst. T use the internal backup prcedure: Frm The Initial Prtal f Church Windws chse Administratin (pg 1) Chse Backup - 2 -

6 Administratin The Backup screen will appear: Chse either: All Data t backup all f the Mdules r Pictures t nly backup yur Membership phts (which are nt included in the All Data backup). If yu have pictures in yu Membership recrds, be sure t d bth backups. If yu d nt have pictures upladed, this ptin will nt be available as in the image abve. Depending n yur selectin, the cmpressed backup file will be named: CWDataBackup MM-DD-YYYY HH.MM.SS AM.zip (the date and precise time f the backup) if yu selected t back up All Data (Membership, Scheduler, Dnatins, Accunting) CWPicts.zip if yu selected Pictures - 3 -

7 Administratin Backup T... Select the lcatin where yu will be using t stre yur backed up infrmatin, such as a USB flash drive r a netwrked drive. The system defaults t the drive mst recently used t create a backup. T change this backup destinatin, click the Brwse buttn and select the drive r directry yu d like t back up yur data t. If the system detects already existing data in yur backup destinatin, it will ask yu if yu d like fr the existing data t be erased. Yu can then change the lcatin t ne that des nt have such files already existing. If yu d nt switch t a lcatin that is empty, and chse t verwrite the existing backup files in any particular lcatin, the infrmatin previusly saved in that lcatin will be erased. It will then be replaced with yur new backup. T create the backup, click Begin Backup. The prgram will cmpress yur Church Windws data and stre it nt the selected drive. After the backup has cmpleted, make sure yu keep track f where yu have saved the data. Restring a Backup If this is a new installatin f Church Windws, it will ask if yu are restring a backup, and yu can chse t Restre Existing Data. Imprtant! When yu restre a backup, it will delete the current data and replace it with the data as it existed at that exact pint when the backup was made. Any changes made t the data after that backup was made will be permanently lst. T restre a backup that was created by Making a Backup (pg 2): Frm The Initial Prtal f Church Windws chse Administratin (pg 1) Chse Restre Data - 4 -

8 Administratin If the Restre Data buttn is grayed ut with a lck symbl n it, then yur Church Windws passwrd des nt allw yu access t this feature. Click Administratin and chse Security (pg 10) (r have yur system administratr d this) t permit yur username access t the Restre functin. This feature can be disabled fr specific Users (pg 11) since an accidental restre culd pssibly result in data lss. The Restre screen will pen: When yu select Restre Data, the system checks fr a backup file t restre frm. The system will default t restring frm the drive that was used fr the last backup created. Once the Restre Data screen is pen, yu may then click Brwse and select the lcatin f the backup file that yu d like t restre. Click Begin Restre. The system will replace yur current Church Windws data with the data file(s) yu selected

9 Administratin When the restre has finished, a windw will pp up t alert yu, click OK: Anther windw will pen telling yu t restart Church Windws: System Infrmatin In Church Windws, the System Infrmatin screen cntains yur rganizatin's name and address, and als gives yu the pprtunity t custmize yur cpy f Church Windws. Many f the changes yu make n this screen will nt take effect until yu exit Church Windws and re-pen the prgram. T access the System Infrmatin screen: Frm The Initial Prtal f Church Windws chse Administratin (pg 1)

10 Administratin Chse Sys Inf frm the ppup buttns that appear abve it. The System Infrmatin screen will appear: Organizatin Inf Organizatin Name and Address The Church name and address that appear here n the System Infrmatin screen were entered as the name and address f yur Church when Church Windws was first installed. T change yur rganizatin's name, address, and/r phne number, click the apprpriate fields and make yur changes. This infrmatin appears at the tp f Church Windws Reprts / Directry / Exprts (pg 1) and as the return address n Dnatin Statements (pg 1) and Labels (pg 1). If yu chse t Use Organizatin Inf (City, Stae, ZIp Cde, and/r Cuntry) (pg 1) when yu enter a new family, the City, State and Zip cde entered here will be the default address infrmatin autmatically added t a new recrd which yu can either leave r edit as needed. Cuntry (USA r Canada) - 7 -

11 Administratin If yu are a US custmer, then leave the Cuntry field at USA. If yu are a Canadian custmer, then n the System Infrmatin screen, click the drpdwn buttn in the Cuntry field and select Canada. Once yu make this change, then the City, State field will change t City, Prvince, the Zip Cde field will becme Pstal Cde, and the Tax ID number will becme Registratin Number. This change als affects Dnatin Statements (pg 1), which are renamed t "Dnatin Receipts (pg 1)" and cmply with Revenue Canada requirements. (See Canada Settings (pg 44) fr detailed infrmatin abut using Church Windws in Canada.) Tax ID Number (fr nn-prfit rganizatins) In the Tax ID Number field n the System Infrmatin screen, enter yur rganizatin s tax identificatin number, if yu have ne. This number will print n Dnatin Statements (pg 1) printed frm the Dnatins Mdule and n Frm 1099 MISC (pg 1) s printed frm the Accunting Mdule. If the Cuntry field is set t Canada n the System Infrmatin screen, this field will be called Registratin Number. Prduct Imprvement Prgram There is a checkmark at the bttm f this screen fr this ptin. This prgram helps Cmputer Helper Publishing imprve this prduct fr yu. The infrmatin that is gathered cannt be used t identify yu r yur rganizatin r cntact yu, nr is any f the data entered by yur rganizatin cllected. Withut interrupting yu, this prgram peridically uplads infrmatin abut yur PC hardware and general usage data (t let us knw which prtins f the prduct are being used the mst). Users (pg 1) Settings There is a checkmark n the right side f this screen fr the ptin t "Always ask me t cnfirm clsing a Mdule". This determines if a Mdule will clse right away when yu click the red X in the upper right t clse that Mdule r if it will first shw a cnfirmatin ppup befre clsing the Mdule, like this: - 8 -

12 Administratin Licensing This tab will give yu infrmatin regarding which prducts yu have licensed: Accunts Receivable (pg 1) and Pstage $aver (pg 46) are ptinal add-ns t the main set f Church Windws Mdules. If yu wuld like t start using any f the unlicensed Mdules, cntact supprt fr mre infrmatin at - 9 -

13 Administratin Abut This tab shws infrmatin abut Church Windws and hw t cntact us: Security Different peple that use the Church Windws sftware are kept track f as Users n the Security screen. The Security screen is a panel f ptins where yu can designate nly certain Users t have access t the different features f each Mdule f Church Windws

14 Administratin Imprtant! When lgging int Church Windws, yu will need t knw the Username, nt the Full Name. The Full Name is nly fr reference in the security screen and is nt used t lg in, s make sure any new user that is set up knws their Username since it will need t be typed in. There is nt a list f usernames t chse frm. Frm The Initial Prtal f Church Windws chse Administratin (pg 1), then click Security: Users The Users list is set up t accmmdate a set f permissins per User added t the list. Therefre, designating the Users f this sftware means that yu must als designate the features that yu want each User t use. Once there has been

15 Administratin at least ne Active user added t the list f Users, the sftware will pen t a screen prmpting yu t enter a Username and enter a Passwrd befre The Initial Prtal pens. Nte: Only ne persn can be lgged in as a certain user at any given time. Add a New User Click the + Add buttn t create a new user. User Infrmatin The infrmatin fr New User 1 will appear in the list and in the Full Name field n the System tab, n the right side f the screen. Replace New User 1 with the Full Name f the persn yu are letting have access t the sftware. Enter a desired Username (first names are a gd chice). Enter a desired Passwrd (the users can change this themselves later n, if needed). T help yu verify that yu have crrectly entered the passwrd yu intended, click the eye buttn next t the field. The characters entered in the field will turn frm asterisks t the text yu actually typed. Every user MUST have a passwrd. Passwrds are case sensitive, but Usernames are nt. Nte: When setting up Users, make sure that yu allw access t the Security screens fr at least ne user. Ding s will give ne user the ability t make changes t User infrmatin and make any changes t sftware feature access privileges as needed. Allw user... Access Security Screens Click t place a checkmark in the bx if yu want t allw the User t pen this Security screen and make changes t the Security and Passwrds infrmatin n this screen

16 Administratin Restre Backups Place a checkmark in the bx if yu want t allw the User access t the Restre Data feature fund under the Administratin (pg 1) menu. We recmmend exercising cautin with this permissin and limiting this access t nly ne r tw users as Restring a Backup (pg 4) will cmpletely erase any data entered int the system after Making a Backup (pg 2). System Infrmatin This is the screen where yu can make changes t the Organizatin Inf (pg 7) (Church name and lcatin) and the sftware license activatin. T give the User access t the System Infrmatin (pg 6) feature fund under the Administratin (pg 1) menu, click the ptin t give the User ne f the fllwing levels f access: Nne The User will be able t click the Administratin menu t view the menu ptins, but will nt be able t click the System Infrmatin screen. The ptin will be grayed ut. Read-nly The User will be able t click the System Infrmatin ptin under Administratin and view the screen settings, but will nt be able t change anything that has been entered in any f the fields. Full The User will be able t view and/r change settings n the System Infrmatin screen withut restrictin. As lng as yu allw at least ne User the access t the Security screens, yu can g back t make changes t any ther settings yu make n the Security screen. T maintain an accurate Audit Histry, it is nt pssible t delete ld Users, instead yu can make them Inactive if n lnger needed. Mdule Permissins tabs After adding a new User, the tabs fr each specific Mdule cntain lists f features in that Mdule where yu can give the User a specific level f access t each listed feature. Yu can prhibit a User frm accessing entire Mdules by unchecking the bx at the tp f the tab: Allw User Access t Membership / Scheduler / Dnatins / Accunting Mdule. At the bttm f each tab are the mre glbal, brad settings fr that Mdule. The specific features are separated int categries n each tab. Next t each desired feature, click the bx t place r remve a checkmark under each f the fllwing applicable clumns: View When checked, the User will be allwed t pen and view the screen items

17 Administratin Create When checked, the User will be allwed t add new infrmatin. Mdify When checked, the User will be allwed t make changes t infrmatin already entered. Delete When checked, the User will be allwed t remve infrmatin. Click the expand buttn t the left f each rw t view details (when expanded it will becme a cllapse buttn). Membership The ptins n this tab cntrl the selected User's access t the Membership Mdule features f the sftware including The Peple File, Reprts / Directry / Exprts, Grups/Classes and Skills/Interests, and mre. Nte: Prhibiting a User frm accessing Membership als prhibits them frm accessing Attendance and Visits

18 Administratin Attendance The ptins n these tab cntrl the selected User's access t the Attendance Optins f the Membership Mdule f the sftware

19 Administratin Visits The ptins n these tab cntrl the selected User's access t the Visits features f the Membership Mdule f the sftware. In additin t the checkbx ptins, there are tw buttns with additinal Visits view and cmment ptins:

20 Administratin AND Scheduler The ptins n the Scheduler tab cntrl the selected User's access t the Scheduler Optins f Church Windws

21 Administratin Dnatins Fr the selected User t be able t enter, brwse, and/r edit in the Dnatins Mdule, make sure that yu place a checkmark in the Allw User Access t Dnatins Mdule. Or, remve the checkmark t prhibit the user frm having any access. Dnatins permissins are brken up int fur categries: Accunts & Pledges, Givers, Giving, and Reprts / Brwse

22 Administratin Nte: When 'Shw Giver names Limited functinality' is unchecked, the ptins yu select in the list will change t allw the User t use Dnatins withut seeing names. Givers withut a Giver # will nt be displayed. Als keep in mind that when shwing Giver names is nt allwed, many parts f Dnatins are nt accessible. Accunting Accunting permissins are brken up int Accunts, Transactins, Reprts, and Exprt

23 Administratin If yu wish t give the User access t the Renumber Chart f Accunts, Allw Access t Bank Recnciliatin, and/r Allw Clsing Accunting Year place a checkmark in the crrespnding bx. Cntinue thrugh all settings and tabs until yu have cmpleted setting up yur list f Users. Yu can click the buttn t Save Permissins after yu make adjustments t this screen. Click Print Permissins t print them ut. Then click Save & Clse t retain yur changes and exit the Security screen. Audit Histry Keep track f data that has been backed up and restred nt yur installatin f Church Windws by reviewing the list fund n this tab:

24 Administratin

25 Administratin Date Occurred Shws the time and date that the actin tk place. Actin Indicates if the user was Making a Backup (pg 2) r Restring a Backup (pg 4). CHP Mdule Shws the Mdule(s) affected by the item in the list. Reasn Cntains the reasn that was entered by the user wh made r restred a backup. User Full Name By having setup Users (pg 11), this screen will als shw yu which user restred the data. Cmputer Name Shws the name f the cmputer (set up n the Cmputer itself). Other clumns include Additinal Infrmatin, Old Data, New Data, CHP Technician, and CHP Versin. If yu wish t dcument yur histry f Making a Backup (pg 2) and Restring a Backup (pg 4), yu can click the buttn t Exprt Audit Histry. A message will shw yu that the file was saved t a specific lcatin and ask yu if yu wuld like t pen the flder. The file is saved as a PDF file. If yu chse t pen the flder yu can then mve the file t any ther lcatin yu wish. Supprt Functins When yu click n the Administratin (pg 1) buttn and click n Supprt, yu will pen the Supprt Functins Lgin windw:

26 Administratin These settings CANNOT be accessed withut the help f a Church Windws Supprt Technician. If yu are having technical issues, please cntact ur Technical Supprt staff at r supprt@churchwindws.cm (be sure t add this address t yur cntacts list t ensure delivery) r visit the Supprt Center n ur website fr additinal training materials. fr help and if yu need t access these settings, yu will be prvided access by the Technician. Send Sending s frm Church Windws is a similar prcess t ther Reprts / Directry / Exprt with sme unique features. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Click Reprts / Exprt in the Buttn Bar at the tp f the screen Click Send

27 Administratin This will pen the windw: Step 1 Select wh shuld receive the The fllwing tabs allw yu t select which peple yu want t receive the Peple Tab Select a Membership Field Chse any field in The Individual Recrd r The Family Recrd t cmpile a search query limiting the peple wh will be included n the reprt. T include everyne, d nt make any selectins. The different Field Types will prvide different "peratr" chices, such as:

28 Administratin OR Once yu make yur Membership Field Selectin, t add it t the search criteria, click n the 'Add Selectin' buttn. It will add it t the criteria bx belw

29 Administratin Fr example, if yu want t add ages greater than 65 t the criteria, just use the Membership Field drpdwn t select Age like abve, then select the "greater than" peratr, and put 65 in the first bx. Then click n the buttn. It will add it and lk like this: Once yu have at least ne criteria added t yur selectin, yu can either cntinue selecting ther ptins fr the reprt with just ne criteria, r use the Membership Field drpdwn again t select additinal ptins. Befre yu can click n the the OR buttn t the right f the buttn t add additinal criteria, yu must either click the AND r buttn t specify hw yu want the selectins applied: AND Use t search fr peple wh meet BOTH f the criteria, allwing less peple t be included. OR Use t search fr peple wh meet EITHER f the criteria, allwing mre peple t be included. Fr mre cmplex searches, yu can als add parentheses t select peple meeting either r bth f several different cmbinatins f criteria selectins. Then yu will be able t click n the buttn

30 Administratin S fr this example, Select age greater than 65 Then click the buttn Then select Grups / Classes and chse thse presently in the adult chir Then click "AND" Then click the buttn again, and it will lk like this: Include... If yu wish t Include Inactive Givers in the reprt, click the bx t place a checkmark. With a checkmark in the bx, the reprt will shw bth f the fllwing: Givers that have been marked as Inactive n the Manage Givers screen f the Dnatins Mdule. Givers that have been marked Inactive with an Inactive Reasn (frmerly Reasn fr Terminatin) n The Individual Recrd in the Membership Mdule. If yu wish t include Visitrs r peple in ther Categries, click the bx t place a checkmark next t the desired Categry(ies). Place a checkmark in the bxes if yu wish t include Membership Grups, Dnatins Individual Givers, and/r Dnatins Grups in yur reprt. The bxes yu check will include the items n the reprt regardless f what has been setup in the Membership criteria. Giver #

31 Administratin If yu wuld like t include all Givers, regardless f whether the Giver has a giving number stred n recrd, make sure that a check mark is placed in bth Select Givers with # and Select Givers withut # bxes. Otherwise, place a check mark in nly ne f the tw bxes. Use the Giver # Range bxes t chse the range f Giver numbers fr the labels r statements yu want t print. If yu have saved a Giver # Range in the past and wuld like t reuse it, select it frm the Named Range bx. Yu can als add a new Named Range by clicking the Add buttn. Or, if yu n lnger need a Named Range that currently exists in the list, select it and click the buttn. At the very bttm yu can als chse any previusly Saved Selectins f reprt criteria yu have set up and saved in the past and/r save yur current selectins t use them again later by clicking the flppy-disk buttn. Once yu have entered all ptins necessary fr the peple yu wuld like t see, yu can cntinue n t the next tab. Giving / Pledging Tab This screen allws yu t select ptins t shw thse wh did r did nt give r pledge, r t shw certain date ranges fr the Givers and/r pledgers. There are als ptins t select t shw the different cmbinatins f types f Pledges:

32 Administratin Accunts Tab This tab lets yu decide which accunts yu d r d nt want t shw. As in ther reprts in Church Windws, yu can use the left and right arrw buttns in the middle, r just duble click n the actual accunts t bring them back and frth between the Available accunt field and the Selected accunt field. Yu culd als click n the Select All r Clear All buttns t mve the entire list f accunts back and frth

33 Administratin Nte: Once yu have selected the apprpriate criteria in any tab(s), yu have the ability t save the all selectins yu have made in all the tabs by clicking n the flppy-disc buttn t the right f the Saved Selectins field at the bttm, at any time, n matter which tab yu are in, and name it apprpriately. Frm that pint n, yu can access that specific search criteria any time yu g back int this screen. Once yur selectins are made, click the Next buttn, which will bring yu t the Step 2 screen. Step 2 Select the settings, message and signature

34 Administratin If yu have nt yet setup yur Settings, click here t see Setup infrmatin. Otherwise, click the drpdwn t chse the Setting yu want t use: Cmpsing an Message and/r Signature

35 Administratin T enter a new message, click the Add buttn beside message. Cmpse the message and enter a Subject if yu chse t. The Hme tab allws yu t set use standard wrd prcessing ptins such as setting the fnt style and size, changing the clr f the text, etc. The Insert tab allws yu t insert picture r symbls r files in the . Here we have attached a file (such as a PDF newsletter) t the

36 Administratin Once the is ready, click n the Optins tab t send the

37 Administratin Yu see the many ptins available. Click the ne f yur chice: If this is a message yu might use again, after entering r sending the , click t Save it. The system will cnfirm that it has been saved: Saving the means that yu will be able t call it up, make any necessary edits t it, and send it again. T send the , click Send . Repeat the exact same prcess that yu fllwed t cmpse yur message t cmpse yur Custm Signature, if needed

38 Administratin Re-use a saved Message and/r Signature Click the drpdwn buttn in the Message bx: Click the desired saved message t select it. Yu can als click the Edit buttn t edit the message befre sending, if necessary. Click Send . ing the Parents f Children Yu are nw able t just the parents f the children in a family! All yu need t d is check the "Send t parents in family" bx n the Step 2 Select the settings, message and signature (pg 30) screen:

39 Administratin This will use the address(es) f the 1 Primary and 2 Secndary family member(s) nly. If yu wish t send s t bth the parents and the children, yu will need t send tw separate s. Yu can als check the bx t "Include parents linked frm ther husehlds" if yu have used the Add an existing persn t an additinal family feature t link children t multiple husehlds and yu want thse parents included in the as well. Select Peple The bttm half f this windw allws yu t d a final select and/r deselect f peple and/r grups t be included n the

40 Administratin This list cntains every persn, grup, class, etc. that meets the criteria f yur search parameters. They will all default t having a check in the clumn s that they will appear n the reprt. Hwever, if yu want t deselect anyne r anything, yu can take the check ut f the bx t exclude them frm yur reprt. There are buttns at the bttm t "Check ' ' fr all" r "Uncheck ' ' fr all" with a single click, alng with a Back buttn if yu need t return t make changes t the reprt criteria in Step 1 Select wh shuld appear n the reprt. Finally, there is a buttn allwing yu t print labels t mail a hard-cpy f yur t peple wh meet yur search criteria but wh d nt have addresses n file. Click the Print Labels fr peple with n buttn t cntinue thrugh the Labels prcedure fr thse individuals. After yu send s ut f Church Windws, it creates a Lg Reprt with the results, prviding infrmatin n each f the s sent and the details f any s that have failed t send. Yu can click the "View Sent Lgs" buttn t pen the lg reprt fr any s yu have sent:

41 Administratin

42 Administratin examples ing an Individual In rder fr an individual in The Peple File t be ed, the recipient must have a valid address. In additin, peple entered int the Membership database culd have mre than ne address. Fr example, yu might have a secnd address field fr a wrk address. InMembership, find the persn s Family and Individual recrd: Click the Print Individual Inf buttn and chse The screen pens and the individual s name shws in the bttm f the screen: Cntinue by selecting r cmpsing a message, as explained abve

43 Administratin ing a Grup f Peple The Adult Chir will have an extra rehearsal n a certain date at a certain time in the Chir Rm. the members a reminder ntice! Frm The Initial Prtal f Church Windws chse Membership Click frm the Quick Access Buttns The windw will appear: S, in this example, t select the peple enrlled in a specific Grup r Class: Click the drpdwn buttn fr Select a Membership field, make selectins and click Add Selectin and chse [ Grups /Classes]:

44 Administratin Click t place a checkmark in the bx fr each grup t be ed:

45 Administratin After selecting the grup(s), click OK and then click the buttn: Because we have asked fr a specific Grup r Class, we leave checked the bxes fr all Categries. The system will pull nly thse peple enrlled in the selected class. When yu're finished, click the Next buttn. The Step 2 Select the settings, message and signature (pg 30) screen pens. We see the names f the peple in the grup(s) we selected:

46 Administratin Select the apprpriate address frm the Settings drpdwn list r add a new ne, if needed. Click the Add buttn beside the Message bx and enter a new message r click the drpdwn buttn t select an message already saved. Click Send t send the . Nte: If yur Church sends bulk s, g t ur website hver yur muse ver Investigating at the tp f the screen. In the CW Partners sectin, click t read abut using ur partner Cnstant Cntact fr yur bulk s

47 Administratin Canada Settings When yu set yur Church Windws system t Canada, changes are made t the Membership and Dnatins Mdules t better cmply with the requirements f ur Canadian custmers. Set yur system t Canada Click Administratin (pg 1) and chse Sys Inf(System Infrmatin (pg 6)). If yu haven t already, then enter yur rganizatin s address and telephne infrmatin. In the Cuntry field, click the drpdwn buttn and select Canada. When yu make this selectin, the address fields n the System Infrmatin screen change t "City, Prvince," and "Pstal Cde". The "Tax ID" field becmes "Registratin #". Enter yur rganizatin s registratin number int this field. This is the registratin number that will print n Dnatin Receipts as required by Revenue Canada. Selecting Canada in the Cuntry field n the System Infrmatin screen has the fllwing effects in Church Windws: Membership In The Peple File: "City, State" becmes "City, Prvince" "Zip Cde" becmes "Pstal Cde" If yu have already changed the names f these fields using the Custmize Fields screen, then yur previus custmizatins will be retained and changing t Canada will nt affect these field names. Dnatins The Dnatin Statements ptins will include prcessing Dnatin Receipts and Replacement Dnatin Receipts. Each will prvide yu with a tab called Optins, frm which yu can Set Next Receipt #, and enter the Canadian Tax Agency and Canadian Tax Website pertinent t yur Church

48 Administratin Church Windws' Cmpliance with USPS Requirements Yu must have a permit frm the USPS t send ut Bulk Mailings (pg 45). If yu use Standard Bulk Mail, yu may qualify fr a Nn-Prfit rate frm the USPS. Fr further infrmatin abut bulk mail, yu can request "Publicatin 95", als knwn as the "Quick Service Guide", frm yur lcal pstmaster r USPS.cm. There are tw facets t these requirements that cncern Church Windws: CASS Certificatin and NCOA Prcessing (pg 53) f yur addresses Printing Labels with Barcdes (pg 47) Church Windws als wrks in cnjunctin with Pstage $aver (pg 46), a prgram that is a PAVE-Gld certified prgram that prcesses yur bulk mailings in a manner that may reduce yur mailing csts. PAVE-Gld is the highest level f certificatin that a prgram can attain with the United States Pstal Service (USPS). We have chsen Pstage $aver as ur partner t make Church Windws mre pwerful in the administratin f yur rganizatin s mailing capabilities. Cntact Church Windws Sales at r sales@churchwindws.cm r visit savepstage.cm fr mre infrmatin. Bulk Mailings Church Windws accmmdates US Pst Office requirements fr discunted rates fr bulk mailings. If yu chse t prepare yur mail t meet USPS requirements fr discunted mailings, then yu may take advantage f these features f Church Windws. Please speak t a representative at yur lcal Pst Office fr detailed infrmatin abut their requirements fr bulk mailings and see Church Windws' Cmpliance with USPS Requirements (pg 45). Anther great resurce fr bulk mail is fund n the Pstage $aver (pg 46) website at Click the link "Bulk Mail Tutrial fr Beginners" fr an verview. Anther bulk mailing ptin available thrugh the US Pst Office is called PstalOne, see their website fr further infrmatin. If yu are ging t be printing barcdes n yur Labels, yu need t send yur data fr CASS Certificatin and NCOA Prcessing (pg 53). The pstal service will certify yur addresses ne time fr free, every time after that yu need t pay fr the service. Lrtn Data is the cmpany we recmmend t handle all yur Cding Accuracy Supprt System (CASS) Certificatin needs. Please cntact yur lcal Pstmaster fr further details

49 Administratin Pstage $aver What is Pstage $aver? Pstage $aver is a PAVE-Gld certified prgram that prcesses yur bulk mailings in a manner that may reduce yur mailing csts. PAVE-Gld is the highest level f certificatin that a prgram can attain with the United States Pstal Service (USPS). We have chsen Pstage $aver as ur partner t make Church Windws mre pwerful in the administratin f yur rganizatin s mailing capabilities. Use Pstage $aver fr mailings f ver 200 pieces. Hw can I get Pstage $aver? If yu wuld like t try Pstage $aver, yu may install a trial versin frm the Church Windws Installatin CD r frm their website: savepstage.cm. After installing the prgram, g t Administratin (pg 1), System Infrmatin (pg 6) and click the Brwse buttn by the Pstage $aver Lcatin bx. After the prgram finds the lcatin, click OK. At that pint a message will appear ntifying yu that yu have begun the 30-day trial. When the trial perid is ver, yu will need t purchase Pstage $aver t cntinue using it. Cntact Church Windws Sales at t purchase the prgram. Using Pstage $aver with Church Windws After Pstage $aver (pg 46) is installed fllwing their instructins and the crrect Church Windws serial number is entered. Click Brwse at the bttm f the screen in the Pstage $aver sectin and it will brwse the mapped drives autmatically t find the Pstage $aver prgram. Befre yu can create Labels with barcdes, yu need t link Pstage $aver with Church Windws. T finish linking the prgrams, put a check in Use Pstage $aver. If Pstage $aver is installed n yur cmputer, the prgram will search fr it and fill in the File Lcatin. If fr sme reasn, Church Windws des nt see Pstage $aver, yu can click the bx with three dts and brwse t where yu have installed yur Pstage $aver. Once the File Lcatin is chsen, click OK. If Pstage $aver cannt be fund n a mapped drive, an explrer windw will appear and yu can pint the system t the crrect drive. The drive des nt have t be mapped fr Pstage $aver t wrk. This step will need t be cmpleted n each cmputer that will have access t the Pstage $aver prgram. If yu wuld like t try Pstage $aver, yu may install a trial versin frm the Church Windws Installatin CD:

50 Administratin After yu cmplete the Church Windws Installatin, g t Administratin (pg 1). Chse System Infrmatin (pg 6). Click the Brwse buttn by the Pstage $aver Lcatin bx. After the prgram finds the lcatin, click OK. At that pint a message will appear ntifying yu that yu have begun the 30-day trial. When the trial perid is ver, yu will need t purchase Pstage $aver t cntinue using it. Cntact Church Windws Sales at t purchase the prgram. If yu chse t purchase the prgram, yu will receive an frm Pstage $aver Sftware cntaining registratin number and an update cde. (Yu may have t enter this infrmatin n each separate wrkstatin that will run Pstage $aver reprts.) Until this is crrectly entered, yu can use the prgram n a 45-day free trial. Printing Labels with Barcdes When yu chse t use Pstage $aver, it will allw a barcde t be printed fr each address. Once the prgrams are linked, then yu will see the barcde ptins available in the label Reprt Designer tlbx. T print Barcdes n yur Labels, yu will need t select r create a label layut that includes a barcde field. Create a label layut with a barcde Click + New Label. Select the Label Prducts and the Prduct Number fr the labels yu will use. Yu may use any label prduct yu prefer; just make certain the label is at least 3 ½ inches wide t accmmdate the Intelligent Bar Cde. (Avery 5262 is ne ptin.)

51 Administratin Click Nextnly if yu need t adjust the label s parameters. Nte: Yu d nt usually have t d this step Church Windws is cnfigured t wrk with all f the labels listed preset accrding t the Label Prduct Cmpany. If, hwever, yu have purchased an ff-brand f labels designed t wrk as ne f the standard nes, yu might have t adjust the label s parameters. We recmmend that yu first use the parameters set in the prgram, get t the pint where yu can print a page f labels. Print them n a blank sheet f paper, hld the paper up t a page f the labels and check hw they fit. Only if they d nt line up crrectly shuld yu chse t adjust the parameters. Click Finish. The Reprt Designer will pen. This is where the layut infrmatin is selected that will print n the label. The system defaults t putting a layut n the label f "Mailing Label and Address". This means the label wuld print whatever is entered int the Mailing Label field in The Family Recrd and the current address. A typical entry wuld read: MR. & MRS. JOHN SMITH 3245 ASH TREE LANE WHATEVER CITY, OH With the left muse click n the bx that says Mailing Label and Address under the Detail bar. Hlding the left muse dwn, drag the bx up a little n the screen

52 Administratin There shuld nw be space belw the Mailing Label and Address bx fr anther field: Lk t the far right side f the screen at the Tl Bx sectin. Yu will see: Standard Cntrls Data Cntrls Pstage $aver (pg 46) The Pstage $aver sectin f the Designer cntains the Barcde field:

53 Administratin Click n the Barcde field, hld the left-muse dwn and drag the field t place it n the label belw the Mailing Label and Address bx: If there is any pink/red clr n the Reprt Designer, it means the fields are verlapping. Click n each field, hld the left-muse dwn and adjust them as needed until the pink disappears. At the tp f the screen, click Save As and assign the label a name. Name the label s yu will knw what is n it. Include in the name the type f label and the layut used, fr example, "Avery 5262 with barcde". Nte: When naming a new reprt layut, keep in mind that yu are creating a template which can be used fr ther reprts with different data in the future, therefre names shuld NOT include specific dates r the search criteria yu used t cmpile the reprt. Instead, the name shuld indicate what kind f infrmatin will be included in the reprt. Click OK t save the title. Click the X in the upper right crner f the screen t clse the Reprt Designer screen. The label is nw ready t use fr yur next bulk mailing

54 Administratin Nte: Barcdes are nt needed unless yu are sending thusands f pieces f mail and they must be identical, i.e. a newsletter. Dnatin Statements are rejected because there are variatins such as names and amunt f infrmatin n each ne. Bulk Mail rate requires 200 pieces r mre and des nt require Barcdes n thse pieces f mail. The USPS states: Barcding yur mail may entitle yu t a lwer Step 2 Select the Label Layut pstage price, but ONLY if all the ther requirements fr autmatin pstage prices are met. A barcde alne will NOT qualify yur mail fr autmatin prices. In general, the US Pstal Service recmmends that, unless yu are preparing a mailing fr autmatin prices, yu shuld NOT put barcdes n the mail pieces. As lng as the mailing address is crrect, yur mail will still be prcessed efficiently withut a barcde and yu wn t need t wrry abut having the wrng barcde n yur mail. A bad (incrrect) barcde is much wrse than n barcde at all. A bad barcde can cause yur mail piece t travel t the wrng destinatin. Once yu cmplete yur settings n the Step 2 Select the Label Layut screen, click Print t begin the Pstage $aver prcess:

55 Administratin It is critical that the screens are cmpleted prperly fr the mailing t be accepted by the USPS Pstmaster. The user assumes ALL respnsibility fr ALL pstage csts assciated with the use f this sftware. Each Pstage $aver screen that nw appears will have the mst current Help infrmatin. Please cnsult the Pstage $aver help within the Pstage $aver prgram by clicking the buttn in the bttm right f the Pstage $aver dialgue screens. Als cnsult the USPS ( fr the mst current mailing requirements

56 Administratin Once Pstage $aver has all f the necessary settings entered, it will read yur label selectin and re-srt them t the crrect USPS requirements. Yu will have the ptin t print three reprts at this time. If yu chse t skip these reprts nw, yu can access them frm the Pstage $aver sftware directly until the next mailing prcess yu d. 1. Mail Preparatin Instructins This helps yu rganize yur mailing, tells yu hw much mney t take t the Pst ffice, and it gives yu the infrmatin fr the USPS Statement. 2. USPS Qualificatin Reprt Take this t the USPS ffice when yu drp ff yur mailing. 3. Tray/Sack Tags This will print cards t label yur trays and sacks. Fr this reprt yu can use Avery 5371 (Pstcards/Business Cards fr laser printers) r Avery 8371 (Pstcards/Business Cards fr ink jet). Finally, the Labels will be generated. If during the envelpe labeling prcess, they get ut f rder, the "Mail Preparatin Instructins" reprt will guide yu in getting the crrect items in the tray r sack. CASS Certificatin and NCOA Prcessing If yu will be Printing Labels with Barcdes (pg 47), certificatin needs t be dne by a firm certified by the USPS first. The pstal service will certify yur addresses ne time fr free, every time after that yu will need t pay fr the service. Lrtn Data in Minneaplis is the cmpany we recmmend t handle all yur Cding Accuracy Supprt System (CASS) Certificatin needs. Lrtn has agreed t accept the input and frmat the utput disk t match the USPS functins that exist in Church Windws. The Lrtn certificatin request frm can be accessed frm the "Partners" area f ur website at Fr yur cnvenience, we have taken the pprtunity t fill in sme f the infrmatin required. Yur addresses shuld be CASS certified at least every six mnths. Questins abut sending data t Lrtn, pricing, etc. shuld be directed t them, visit r call Please pay special attentin t the sectin where we have added the text "retain case". Withut this ntatin, yur data may be returned in all upper case. It is OK fr yur data t be in mixed case as Church Windws will cnvert t upper case and strip punctuatin when yu print mailing labels

57 Administratin Nt sure if yu need CASS/NCOA? We recmmend reading the general infrmatin psted by Pstage $aver (pg 46) at and specifically at Yu can als cntact yur lcal Pstmaster fr further details. Once yu have determined that yu need t have yur addresses certified, yu can Create a CASS/NCOA file (pg 54) and then Imprt yur Output frm Lrtn (pg 56) t learn hw t exprt and imprt the data. Create a CASS/NCOA file If yu are ging t be Printing Labels with Barcdes (pg 47), yu need t send yur data fr CASS Certificatin and NCOA Prcessing. The pstal service will certify yur addresses ne time fr free, every time after that yu need t pay fr the service. Imprtant! T create a file t have yur addresses certified, yu (and any ther Users (pg 11)) may nt have The Peple File pen. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Select Special Functins frm the tp Buttn Bar Click NCOA

58 Administratin Chse Create CASS/NCOA file: At the tp f the screen, place a checkmark next t the kind(s) f infrmatin yu wish t exprt. Place a checkmark next t the item in the Exprt clumn fr each line f infrmatin yu wish t exprt. Click Check All r Uncheck All t d s in the list f items. Click the Exprt buttn. When the Exprt t File screen appears, click the ellipses buttn. Chse the lcatin yu wish t exprt yur file. Yu can save the file t a flder n yur cmputer and it. Alternately, use remvable media (e.g. flppy disk, flash drive). Press the Save buttn. The bx next t the ellipses buttn will shw yu the path and name f the file. (By default, the file will be called uspscnv.csv) The file will be saved as a "Cmma Separated Value" (CSV) file. Click OK and a message will tell yu where the file was created and if yu wuld like t pen the flder where the file resides

59 Administratin If yu are ing Lrtn yur file, just fllw their instructins t send them yur uspscnv file. Otherwise, transfer the file t a newly created media and label it per the instructins n the Lrtn frm (usually Input), and take anther blank media disk and label it "utput " per the instructins. Be sure t put yur Church name, address and phne number n each piece f media. Cmplete the frms per the enclsed samples. Enclse the cmpleted Lrtn frms. Nte: Remember that after yu send yur data away fr prcessing, any name r address changes that yu make befre yu get yur data back will be lst when yu restre the utput int Church Windws. Please refrain frm making name and address changes until after yu Imprt yur Output frm Lrtn (pg 56) r the USPS. Imprt yur Output frm Lrtn First, always back up yur current data befre imprting any data frm Lrtn. Mistakes can happen and yur data is t valuable t be damaged by a faulty disk/file. After Making a Backup (pg 2), then pen the prgram s that yu are at The Initial Prtal. T run the imprt rutine, yu may nt have The Peple File pen. Frm The Initial Prtal f Church Windws chse either Membership r Dnatins Select Special Functins frm the tp Buttn Bar Click NCOA Chse Imprt CASS/NCOA file Click the Select File buttn and lcate the file (mst likely in yur dwnlads flder if yu cannt find it). When yu lcate it, click the file and click the Open buttn. Click Imprt t cmplete the installatin f yur utput frm Lrtn