ACS Version 10.6 - Send E-mail
Table Of Contents
1.
Send E-mail .................................................................................................................................................................. 1
Deleting a Saved E-mail ................................................................................................................................................ 1
About E-mail Sender Authentication.............................................................................................................................. 2
Finding Your SMTP Address ......................................................................................................................................... 2
Opening A Saved E-mail ............................................................................................................................................... 3
Saving An E-mail ........................................................................................................................................................... 4
Sending An E-mail ......................................................................................................................................................... 4
Adding a Constant Contact Account to ACS ................................................................................................................. 6
Creating a Constant Contact E-mail List........................................................................................................................ 6
Build E-mail Recipients List ........................................................................................................................................... 7
Sending Mass E-mail Using Your Local E-mail Client ................................................................................................... 7
Spelling and Thesaurus ................................................................................................................................................. 8
Checking Spelling in an E-mail................................................................................................................................ 8
Using a Thesaurus for an E-mail........................................................................................................................... 10
Adding a Custom Dictionary.................................................................................................................................. 11
Editing a Custom Dictionary .................................................................................................................................. 11
Delete a Custom Dictionary................................................................................................................................... 12
2.
Index ........................................................................................................................................................................... 13
iii
Send E-mail
Deleting a Saved E-mail
Use the Delete option to remove a saved e-mail.
To delete a saved e-mail
1. Do one of the following:
•
Under Manage Records, click the Communication tab. Select
Reservations Mass E-Mail from the drown-down list and click
Go
•
Under Manage Records, click the Groups tab. Select Special
Mailings Add/Edit Groups from the drop-down list and click
Go
•
. Go to step 3.
. Select the group with the saved e-mail you want to delete.
Under Searches and Reports, click Searches.
Note
You must have completed and processed search
results to access the E-mail option in Searches.
2. Click Send E-mail.
3. On the E-mail Editor window, click Open Saved Document .
4. Select the e-mail you want to delete on the Open E-mail dialog box and
click Delete.
5. Click Yes on the confirmation box.
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ACS Version 10.6 - Send E-mail
About E-mail Sender Authentication
The Authenticate option is used to verify that the e-mail address from which
you are sending an e-mail is recognized as valid by your server. Using this
option decreases the possibility that an e-mail will be blocked by a firewall or
other security settings.
To authenticate the e-mail sender, you must enter a valid e-mail address and
password on the Add SMTP window.
Finding Your SMTP Address
What does an SMTP address look like?
An SMTP address displays in one of the following formats:
•
•
As a series of numbers, such as 213.109.213.098
As a descriptive location, such as popserver
Each e-mail service has unique procedures for locating your SMTP address.
This topic provides instructions for Microsoft Outlook Express and Netscape
Messenger. Different versions of these services may have somewhat different
steps to find the SMTP. If you use another e-mail program, contact your e-mail
program provider for help.
To locate your SMTP address in Microsoft® Outlook Express®
1. Open Outlook Express.
2. On the Tools menu, click Accounts.
3. Click the Mail tab.
4. Select the e-mail account that you use to send e-mail.
5. Click Properties.
6. Click the Servers tab.
7. The entry in the Outgoing (SMTP) box is the address you need. Write
down the information found in the field.
8. Click Cancel.
To locate your SMTP address in Netscape® Messenger
1. Open Netscape Messenger.
2. On the Edit menu, click Mail Server Properties.
2
Send E-mail
3. Under Outgoing Mail Server, the Preferences window displays you
SMTP address displays in the Outgoing Mail (SMTP) Server field.
Write down the information exactly as it displays. For example, write
222.555.444.888 instead of 222555444888.
4. Click Cancel.
Opening A Saved E-mail
Use this option to open a saved e-mail. Then you can make changes and send,
or save and send, the changed e-mail. You can also send the e-mail again
without making any changes.
To open a saved e-mail
1. Do one of the following:
•
Under Manage Records, click the Communication tab.
Select Reservations Mass E-Mail from the drop-down list
and click Go
. Select the correct Activity that you want to
open a saved e-mail for. Go to step 3.
•
Under Manage Records, click the Groups tab. Select Special
Mailings Add/Edit Groups from the drop-down list and
click Go
. Select the group with the saved e-mail you want
to open in the Special Mailing Groups drop-down list.
•
Note
Under Searches and Reports, click Searches.
You must have completed and processed search
results to access the E-mail option in Searches.
2. Click Send E-mail.
3. On the E-mail Editor window, click Open Saved Document .
4. Select the e-mail you want to open from the Open E-maildialog box
and click OK.
5. Make any necessary changes to the e-mail.
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ACS Version 10.6 - Send E-mail
Saving An E-mail
Use the Save E-mail option to save an e-mail. For example, if you want to send
monthly meeting reminders by e-mail to the Christian Book Club Special
Mailings group, you can create a reminder e-mail and save it. Then you can
open it, make necessary changes to the date and time, and send it without
having to rewrite the entire e-mail each month.
To save an e-mail
1. After you have composed an e-mail, click Save E-mail
.
2. In the Save E-Mail Message dialog box, enter the name you want to
save the e-mail under in the Title field.
3. Click Save.
CAUTION
The Save option will overwrite any
previously saved e-mail messages if they
have the same title as the current message.
You can use the Save As option to save a
unique copy of the current e-mail message.
4. Optional: Click Save As.
5. Click OK.
Sending An E-mail
Use the Send E-mail option to send an e-mail message to a group.
To send an e-mail
1. Do one of the following:
•
Under Manage Records, click the Communication tab.
Select Reservations Mass E-Mail from the drop-down list
and click Go
•
Select the correct Activity. Go to step 3.
Under Manage Records, click the Groups tab. Select Special
Mailings Add/Edit Groups from the drop-down list and
. Select the group you want to write or open a
click Go
saved e-mail to.
•
Note
4
Under Searches and Reports, click Searches.
You must have completed and processed search
results to access the MassE-mail option in
Searches.
Send E-mail
2. Click Mass E-mail.
3. The first time you use Mass E-mail you will need to enter the requested
information on the Add SMTP window.
Enter the following information:
•
Your SMTP server address. For more information, see Finding
Your SMTP Address.
•
Your port number. You can accept the default port number.
•
Select Authenticate to verify that the e-mail address from
which you are sending an e-mail is recognized as valid by your
server. For more information, see About E-mail Sender
Authentication.
•
Select Verify Password on Send to require a password before
sending an e-mail.
•
Your user name. Enter it in the User Name field.
•
Your password. Enter it in the Password field and re-enter it
in the Verify field.
•
Select Add Another to add another SMTP server address.
4. If you have new search results, the Build E-mail Recipients List dialog
box displays. Select your E-mail Method.
If you accessed Mass E-mail from Special Mailings, you will not see this
dialog box.
5. Optional: To open a saved e-mail, click OK, then click Open Saved
Document.
6.
Enter the address of the e-mail sender in the From field, then enter the
subject of the e-mail in the Subject field.
7.
Enter the e-mail message.
8.
Attachments: To attach a document or graphic file to the e-mail, click
Attach . Navigate to the file you want to attach and double-click it, or select it
and click Open to attach the file to the e-mail. To remove an attached file,
select the file name in the Attach field. Right-click and select Detach File.
Click Yes in the confirmation dialog box that displays.
to send the e-mail. A Send E-mail progress
9.
Click Send E-mail
window displays, indicating the status of each phase of the e-mail process.
10.
Click Close. An information message displays indicating that all e-mails
have been sent.
11.
Click OK.
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ACS Version 10.6 - Send E-mail
Adding a Constant Contact Account to ACS
You must first have a Constant Contact® account before you can add a
Constant Contact account to ACS. Once you have the account in ACS, you can
create new and update existing Constant Contact e-mail lists.
To add a Constant Contact account
1. Under Manage Records, click the Communication tab.
2. In the drop-down list, select Mass Email and click Go
.
3. Click Mass E-mail.
4. Under E-mail Method, select Constant Contact.
5. Click the Manage Accounts link. The Select Account dialog box
displays.
6. Click Add. The Add/Edit Account dialog box displays.
7. In the Account Name field, enter the name you want to use to identify
this Constant Contact account within ACS.
8. Enter your Constant Contact User Name and Password.
9. Click OK.
Creating a Constant Contact E-mail List
When you create a new list, all e-mail addresses from your search results are
added to the list. Constant Contact® will remove any e-mail addresses that have
previously opted out of receiving e-mails from you with Constant Contact.
When you update an existing list, all new addresses are added to the list.
Existing addresses are left alone; however, any other information that has
changed, such as first name, will be updated. Any e-mail addresses that are
already in the list, but are not returned in the latest search results are ignored.
That is, they are not removed from Constant Contact. Constant Contact will
also ignore any e-mail addresses that have previously opted out of receiving emails from you. All e-mail addresses for the individuals found in the search are
pulled unless the Preferred E-mail Only option is selected.
After you create a Constant Contact e-mail list, log in to Constant Contact
where you can compose your e-mail, select the e-mail list, and send the e-mail.
To create a Constant Contact e-mail list
1. Perform a search.
2. In the Searches window, click Mass E-mail.
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Send E-mail
3. Under E-mail Method, select Constant Contact.
4. Click the Manage Accounts link. The Select Account dialog box
appears.
5. Select the Constant Contact account you want to use and click OK.
You are returned to the Build E-mail Recipients dialog box.
6. Click OK.
7. In the Select Contact List, select the contact list to update an existing
list or add a name to create a new list.
Build E-mail Recipients List
You have the following options on the Build E-mail Recipients List menu:
E-mail Method
Constant Contact — Select to use the recipient list with Constant
Contact®. You must have an account with Constant Contact to use this
option. Once you have a Constant Contact account, you need to grant
users rights in ACS to create and update Constant Contact e-mail lists.
User rights are set up in the Add/Edit Users option. Then you need to
add your Constant Contact account to ACS.
Use local SMTP — Select to use a local SMTP (Simple Mail Transfer
Protocol). The SMTP describes how e-mail is delivered from one Internet
computer to another.
Copy to local client — Select to copy the recipient list to whatever
program you have set up for e-mail, such as Outlook®. This option can be
helpful when you want to send a quick e-mail to a group of people, such as
a youth worker sending an e-mail to a group of youth. When you use this
method, the e-mail comes from your address and is stored in your Sent
items.
Recipient Options
Rebuild recipient List using last search results — Select to the use
recipients found in the last processed search.
Preferred E-mail Only — Click to use only the Preferred E-mail address
for the selected recipients.
Include Unlisted E-mail Addresses — Select to include e-mail
addresses of members who do not want their e-mail addresses made
public.
Sending Mass E-mail Using Your Local E-mail Client
When you want to send a quick e-mail to a group, the Copy to local client
option may be the best method to use. When you use this method, the e-mail
comes from your address and is stored in your Sent items.
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ACS Version 10.6 - Send E-mail
If the number of e-mail addresses in your search results exceed the number of
e-mail addresses allowed by your e-mail client, the excess addresses are copied
to the clipboard and a text file. You can then create a new message and paste
them into the To, CC or Bcc fields in the new message.
To send a mass e-mail using your local e-mail client
1. Perform a search.
2. In the Searches window, click Mass E-mail.
3. Under E-mail Method, select Copy to local client.
4. Click OK. A blank e-mail opens with the e-mail addresses in the Bcc
field.
5. Enter your message in the body of the e-mail and send the message.
Spelling and Thesaurus
Checking Spelling in an E-mail
You can use the Spell check option to perform a spelling check on all of the
text, or only the selected text, in an e-mail message based upon the options
selected on the Spelling Options window.
To check spelling for only the selected text in an e-mail
1. After you have composed an e-mail, highlight the text that you want to
perform a spelling check on.
To highlight the text that you want, do one of the following:
•
Double-click the text to highlight the current word.
•
Click to the left of the text you want to highlight, then drag
your cursor to the right of the text you want to highlight.
•
Press CTRL+SHIFT+RIGHT ARROW to highlight the
current word.
•
Place your cursor at the beginning of a line, the press
SHIFT+END to highlight all text in the current line.
•
Press CTRL+A to highlight all of the text in the message.
2. Click Spell check . The Spell check function will review the first
occurrence of a misspelled word and offer replacement terms and
suggestions.
3. On the Spelling window, do one of the following:
•
8
Click Ignore to ignore the replacement terms and suggestions
for the current word and continue with the spelling check.
Send E-mail
•
Click Ignore All to ignore the replacement terms and
suggestions for all occurrences of the current word in the
highlighted text and continue with the spelling check.
•
Click Change to change the misspelled word to the current
word in the Replace With field and continue with the spelling
check.
•
Click Change All to change all occurrences of the misspelled
word to the current word in the Replace With field and
continue with the spelling check.
•
Click Add to add the currently misspelled word to the Spell
check dictionary and continue with the spelling check.
•
Click Auto-Correct to automatically correct the current word
with the first replacement term selected on the Spelling
window and continue the spelling check.
•
Type the word or term that you want to replace the currently
misspelled word with in the Replace With field, then click
Change to continue with the spelling check.
4. Repeat step 3 for all occurrences of a misspelled word in the
highlighted text. A message displays, indicating that the current
selection has been checked, and inquiring as to whether you want to
check the remainder of the e-mail.
5. Optional: Click Yes then repeat step 3 to continue checking the
remainder of the e-mail, or click No to end the spelling check. A
message displays, indicating that the spelling check is complete.
6. Click OK.
To check spelling for all of the text in an e-mail
1. After you have composed an e-mail, click Spell check . The Spell
check function will review the first occurrence of a misspelled word
and offer replacement terms and suggestions.
2. On the Spelling window, do one of the following:
•
Click Ignore to ignore the replacement terms and suggestions
for the current word and continue with the spelling check.
•
Click Ignore All to ignore the replacement terms and
suggestions for all occurrences of the current word in the email and continue with the spelling check.
•
Click Change to change the misspelled word to the current
word in the Replace With field and continue with the spelling
check.
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ACS Version 10.6 - Send E-mail
•
Click Change All to change all occurrences of the misspelled
word in the e-mail to the current word in the Replace With
field and continue with the spelling check.
•
Click Add to add the currently misspelled word to the Spell
check dictionary and continue with the spelling check.
•
Click Auto-Correct to automatically correct the current word
with the first replacement term selected on the Spelling
window and continue the spelling check.
•
Type the word or term that you want to replace the currently
misspelled word with in the Replace With field, then click
Change to continue with the spelling check.
3. Repeat step 2 for all occurrences of a misspelled word in the
highlighted text. A message displays, indicating that the spelling check
is complete.
4. Click OK.
Using a Thesaurus for an E-mail
You can use the Thesaurus to look up synonyms and antonyms for the
currently selected word in an e-mail message.
To use the Thesaurus
1. After you have composed an e-mail, highlight the word that you want
to look up synonyms and antonyms for.
To highlight the text that you want, do one of the following:
•
Double-click the text to highlight the current word.
•
Click to the left of the text you want to highlight, then drag
your cursor to the right of the text you want to highlight.
•
Press CTRL+SHIFT+RIGHT ARROW to highlight the
current word.
2. Click Thesaurus
. The Thesaurus function will review the current
word and offer different contexts and suggestions.
3. Do one of the following:
10
•
Select the word that you want to replace the current word with
from the Replace With list.
•
Choose a different context for the current word then select the
word that you want to replace the current word with from the
Replace With list.
Send E-mail
•
Double-click a word with similar meaning from the Replace
With list to view different contexts and suggestions for it, then
select the word that you want to replace the current word with
from the Replace With list.
4. Click Replace.
Adding a Custom Dictionary
You can add a custom dictionary to use with the Spell check and Thesaurus
options when composing an e-mail message.
To add a custom dictionary
1. On the E-mail Editor window, click Spell check Setup
Spelling Options window displays.
. The
2. Click Dictionaries.
3. Click New, then enter a name for the new custom dictionary.
4. Click OK.
Editing a Custom Dictionary
You can edit a custom dictionary to use with the Spell check and Thesaurus
options when composing an e-mail message.
To edit a custom dictionary
1. On the E-mail Editor window, click Spell check Setup
Spelling Options window displays.
. The
2. Click Dictionaries, then select the dictionary that you want to edit.
3. Click Edit.
4. Select the Added Words tab, add any words that you want to consider
correct during a spelling check to the Ignore this word field, then click
Add.
5. Select the Auto-Correct Pairs tab, enter any misspelled words that you
want to replace in the Replace field, enter the words that you want to
replace the misspelled words with in the With field, then click Add.
6. Select the Excluded Words tab, enter any words that you always want
to consider incorrect during a spelling check, then click Add.
7. Click OK.
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ACS Version 10.6 - Send E-mail
Delete a Custom Dictionary
You can delete a custom dictionary that you no longer want to use with the
Spell check and Thesaurus options when composing an e-mail message.
To delete a custom dictionary
1. On the E-mail Editor window, click Spell check Setup
Spelling Options window displays.
. The
2. Click Dictionaries, then select the dictionary that you want to delete.
3. Click Delete. A confirmation message displays.
4. Click Yes.
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Index
13
A
S
Adding
constant contact account ..................... 6
Custom Dictionary ............................. 12
Save E-mail
Deleting................................................ 1
Opening ............................................... 3
Adding .................................................... 12
Save E-mail .............................................. 1
C
Save E-mail .............................................. 3
constant contact
adding an account ............................... 6
creating an e-mail list........................... 6
Save E-mail .............................................. 3
Saving
e-mail ................................................... 3
constant contact ....................................... 7
Saving ...................................................... 3
creating a constant contact e-mail list ...... 6
Sending
e-mail ................................................... 4
mass e-mail through local e-mail client 8
Custom Dictionaries ......................... 12, 13
D
Sending .................................................... 4
Dictionaries....................................... 12, 13
SMTP
finding .................................................. 2
E
SMTP ....................................................... 2
E-mail Sender Authentication................... 1
Spellcheck................................................ 9
L
T
local e-mail client...................................... 8
Thesaurus .............................................. 11
14