See also: Sending personalized emails and letters
CC-Assist automates with Microsoft Outlook to allow you to send blast emails to any group or Members, Reps, or Invoice contacts. There are three automation options for sending blast emails or populating contacts in Outlook.
- Sending emails to multiple recipients per mail item as BCC’s
- Sending emails to one recipient per mail item
- Populating contacts in Outlook
Choosing this automated procedure will allow you to send the same email message as blind carbon copies to multiple recipients from your CC-Assist database. This is the recommended output for sending blast emails as it sends less mail items from your mail server.
- Create an e-mail message in Microsoft Outlook. Save this message to your Drafts folder.
MS Outlook 2013 and later has a feature called an “Inline response mail item.” This allows the user to quickly reply to an email within the preview pane in Outlook without opening a new window. CC-Assist can’t send out draft emails that are currently saved in an inline format. The draft message must be “popped out” into a new window and re-saved before CC-Assist starts the automation procedure. If you view a draft email in your Drafts folder in Outlook, you will notice a “Pop Out” button near the top of the email preview pane next to the “Send” button.
- In CC-Assist from the Rep module, Rep Group module Participants level, the Events module Attendee level, the Members module, Member Group module Member level or the A/R Invoice module choose “Automation” from the Output menu and select “MS Outlook: Send E-mail (multiple recipients per mail item as BCC’s).”
- In the “E-mail Specifications” page use the “Look in” textbox to specify the path to your Drafts folder where the e-mail was saved.
- Specify in the “Maximum BCC’s per e-mail” text box the desired maximum number of BCC’s per mail item. We recommend contacting your email service provider to determine what the maximum should be. Otherwise, 50 BCC’s per email is below the maximum for most email service providers.
- Click the message you want to send from the “Mail Item” text box. This will highlight the mail item.
- Choose the desired filters and order and click “OK”. CC-Assist will then generate one at a time a number of draft emails based on the number of selected recipients and specified maximum BCC’s per email. For example, if the email is being sent to 500 recipients and you specify 100 BCC’s per email, CC-Assist will generate 5 draft emails. Click “Send” to each of the generated draft emails as they open on your screen.
Choosing this procedure allows you to send each recipient an e-mail as opposed to sending a single e-mail message to multiple recipients as blind carbon copies. It is recommended that you contact your email service provider before using this output to determine if you are limited on the number of emails you may send from your email account per day. Exceeding any daily email limitations may prevent some of your recipients from receiving your email, and may also prevent you or your coworkers from sending any further emails for the rest of the day.
- Create an e-mail message in Microsoft Outlook. Save this message to your Drafts folder in Outlook. See note above about saving draft emails as inline response mail items.
- In CC-Assist from the Rep module, Rep Group module Participants level, the Events module Attendee level, the Members module, Member Group module Member level or the A/R Invoice module choose “Automation” from the Output menu and select “MS Outlook: Send E-Mail (one recipient per mail item)” from the submenu.
- In the “E-mail Specifications” page use the “Look in” textbox to specify the path to your Drafts folder in Outlook where the e-mail was saved.
- Choose the message you want to send from the “Mail Item” text box.
- Choose the desired filters and order and click “OK” to send the e-mail.
- If you have not already done so, create a new contact folder in Microsoft Outlook where you will be storing the CC-Assist contacts.
- Then in CC-Assist from the Rep module, Rep Group module Participants level, or the Events module Attendee level choose “Automation” from the Output menu and select “MS Outlook: Populate a Contact Folder.”
- In the displayed dialog box, choose the “Destination Folder” textbox to specify the path to the contact folder in Outlook in which you want to store the contacts. The “Folder Info” text box will then display the number of contacts currently in that contact folder.
- Specify to either 1) Remove existing items or 2) Do not remove existing items. Choosing to remove the existing items will delete any contacts which are already in the specified folder. Choosing to not remove the existing items will add all the selected contacts to those already in the folder.
- Specify if you want to include the fax numbers and e-mail addresses.
- Select the desired Member and Rep filters and click “OK.”
NOTE: If you do not remove existing items in step 4 above, it is possible to create duplicate contacts.