NOTE: To use this function, you must utilize the Outlook Plug-In within Partner XE.

Transcription

1 Generating an Marketing List NOTE: To use this function, you must utilize the Outlook Plug-In within Partner XE. You can items, such as a newsletter, to all of your clients that have a stored address within Partner XE. All clients and s will need to be imported into an Outlook Contacts Folder to be available for mass s. Step 1 Create your list in Partner XE a. Click Clients on the left navigation list b. Click on the magnifying glass in the upper right corner of the screen to do an Advanced Search c. Place in the Phone/ field d. Choose Client Status or Client Type or both if desired (such as Active Clients and/or Personal) e. Click OK Using the example criteria above, this would provide a listing of all Active Personal Clients that have an address. You can further refine the list by using any of the options on the Advanced Client Search screen.

2 Step 2 Export and Save the List a. Within the grid of the report items, right click your mouse and choose Export. b. Select the location where you wish to save the file. Choose the Save as Type of Comma-separated value files (*.csv) and type name of file in the File Name field. c. Click Save Step 3 Create Contact Folder in Outlook a. Open Outlook b. In the upper left corner, click File / New / Folder (Note: If you have Outlook 2010, click Folder (top toolbar) and then New Folder.) c. Type in a name for the new folder (i.e. Active Personal Clients) d. Click the Folder contains drop down and select Contact Items e. Highlight the Contacts folder in the bottom list of folders f. Click OK and it will create a new Sub Folder within Contacts

3 Step 4 Import Names & Addresses into Outlook a. Click File / Import and Export (Note: If you have Outlook 2010, click File / Open / Import. ) The Import and Export Wizard box will appear.

4 b. Choose Import from another program or file (about midway on the list) c. Click Next d. Choose Comma Separated Values (Windows) e. Click Next f. The next screen requires you choose the file you want to import. Click Browse and choose the file saved from XE. Click OK. g. Decide what Options you want regarding duplicates. Click Next. h. Choose which folder you want to save the contacts in. Click Next. i. Click the check box next to the Import item on the Import a File screen

5 j. Click the Map Custom Fields button k. This is where you will decide how much information you want transferred to Outlook. You will have to move a Value from the left side to a Mapped Value on the right by clicking on the Value and dragging to the Field you want it to flood to. Client Name and /Web are minimums that should be transferred but any other information can be dragged and flooded.

6 l. When finished, click OK. m. This will take you back to the Import a File screen. Click Finish. The clients and addresses will now be imported into the Contacts area of Outlook and will be available for use. Step 4 Sending Mass from Outlook a. Click File / New / Mail Message (Note: If are using Outlook 2010, click Home / New ) b. Click the Bcc: button* c. Click Show Names from the: drop down list. Select the Folder Name created in Step 3 d. To select all addresses within the folder, ensure the first name is highlighted then press your Shift key on your keyboard while selecting the last name on the list. All names should then be highlighted. e. Click the Bcc: button* f. Click OK

7 g. All addresses should now appear in the Bcc: field h. Type the Subject of the i. Type the Contents of the and attach any necessary files j. Click Send *If Bcc: isn t an option, open message options and click Bcc. Please note: This will not put a copy of the sent in your Documents or Client File within Partner XE but, if you use your own address as the To: and the mass contacts as a blind copy ( Bcc: ), then your clients will not see everyone else s address and you can save a copy in your Agency file in Partner XE.