How to Bulk from Donor Strategy

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1 How to Bulk from Donor Strategy Author: Debbie Nevin Updated: 24 th April 2009 There are several ways in which you can send a bulk from Donor Strategy. You can use: Listing report for impersonal s, the same text for everyone Letter report for personalised s using a Letter Template The Options You need to first Run your report then select to send to or when the report is in the Cache right-click and select the option to send to . When sending a report to you will be presented with the following screen:

2 Distribution List This top left section allows you to select which address to use. It will depend on who you are ing as to which you should select. First Column of data will expect the first column of your report to be an address field. The First populated address will use the person s first Person address if you are ing people, we would recommend you tick this option to ensure the person s address is used Individuals work address if you have related your people to organisations on the database and ticked this as their Main Organisation this option will use the address entered on the Relationship screen. Company main address use this if you are just ing organisations Use own Distribution List this option will display a pop-up window with the list of addresses that will be used. You can use this option to check the addresses look correct, you can also add/remove addresses for people who are/are not on the list already. You can save these distribution lists and re-load them by using this option be aware that they will not be updated if your contact addresses are amended in Donor Strategy. Recipients This top right option defines where you wish the addresses to appear in the To Field only use this option if you want recipients to see everyone else s addresses. CC Field only use this option if you want recipients to see everyone else s addresses. BCC Field use this one if you do NOT want recipients to see everyone else s addresses. This is the usual choice when sending a bulk . Be aware that some services block s where the recipient is in the BCC box if they do not have your address in their contact list CAUTION: If you are using the BCC Field ensure you do not attach the report as you may send a list of all addresses to all recipients. Before Sending An individual for each if you are using a letter report this is the option to choose. This allows you to send personalised s. You would usually use this option in combination with the To Field and Do not show the . One to a distribution list use this option to send everyone the same . You can use this with the Show the dialog option to write the text in the window instead of in the Content box below

3 Content Type You have 3 options here; Use the report as the Body this is the option to choose if you are using a letter report to send individual s. Also, if you are ing a Donor Strategy report to a list of people you can select this option, e.g. a financial report being sent to a list of your trustees. Use content below and attach report you can choose this option to attach a letter template, or the listing report to the you are sending, and then type in details for the body of the in the content box below. Use the content below only you can type the you wish to send in the content box displayed below. You can also copy and paste text from other applications, e.g. Word documents, but be aware that some formatting will not translate as you may expect. CAUTION: Be sure to choose the right one as you could end up sending your recipients a list of everyone else receiving the Content Format HTML this will send your in HTML format, which means things like bold, italics and underlining will be included in the . Be aware that not everyone has an application that supports this format. Plain Text use this format for basic text only. Most, if not all, applications support this format. If you have a short message to send we would recommend using this format. When sending an for the first time we would recommend you put your offline and then check the format in your Outbox before sending this way you can delete them and start again if the wrong options have been picked.

4 Using a Listing Report There are two places to type in the text you wish to when you send via a listing report, the Donor Strategy Report Content box or the application window displayed after selecting the options in Donor Strategy. Create a listing report with the as the first field on the list. N.b. You may find that Reports > Contacts > 1. Standard Listing > 9. Addresses will do what you need. Copy this report and add the filters you require to extract your list. Add any relevant filters. Select the report and send to . Same message to everyone Choose the following options: The appropriate Distribution List, e.g. Person Address The appropriate Recipient Appears in, e.g. BCC Field The appropriate Type One to a distribution list Where to type the message? You have two options of where to type your message: Select the Type Use the content below only and then type in the content box Select Show the dialog and then type into the application window Attaching a file If you wish to attach a file to an you are sending, click on the Attachments tab and use the Add Attachments button. You can then attach any required file/document. Be aware that some s block some file types such as:.exe.

5 Personalised s To send personalised s the best method is to use a letter report. Using a Letter Report Create the letter template and ensure you have included the field. For example: Hi <<person.firstname>> Welcome to this month s Newsletter. Please keep in touch. Debbie <<person. >> Create a letter report and select your letter template. Apply all the relevant filters to your letter report. Run the letter report to . Choose the following options: The appropriate Distribution List, e.g. Person Address The appropriate Recipient Appears in, e.g. To Field The appropriate Type Do not show the dialog An individual for each Report Format HTML (to ensure any bold, italics or other formatting is included) We would always recommend that if you are using a letter report you send the to yourself first to see that it has formatted correctly. If you have copied text from a Word document the results can sometimes be different as the formatting codes are interpreted differently. You can do this by selecting the Use own distribution list option. Delete everyone else from the list and type your own (or a colleague s) address instead and then just send that one. For further advice please contact the Support Team on or [email protected]. Thank you.