ACS Version Send

Transcription

1 ACS Version Send

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3 Table Of Contents 1. Send Deleting a Saved About Sender Authentication... 2 Finding Your SMTP Address... 2 Opening A Saved Saving An Sending An Adding a Constant Contact Account to ACS... 6 Creating a Constant Contact List... 6 Build Recipients List... 7 Sending Mass Using Your Local Client... 7 Spelling and Thesaurus... 8 Checking Spelling in an Using a Thesaurus for an Adding a Custom Dictionary Editing a Custom Dictionary Delete a Custom Dictionary Index iii

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5 Send Deleting a Saved Use the Delete option to remove a saved . To delete a saved 1. Do one of the following: Under Manage Records, click the Communication tab. Select Reservations Mass from the drown-down list and click Go. 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 you want to delete. Under Searches and Reports, click Searches. Note You must have completed and processed search results to access the option in Searches. 2. Click Send On the Editor window, click Open Saved Document. 4. Select the you want to delete on the Open dialog box and click Delete. 5. Click Yes on the confirmation box. 1

6 ACS Version Send About Sender Authentication The Authenticate option is used to verify that the address from which you are sending an is recognized as valid by your server. Using this option decreases the possibility that an will be blocked by a firewall or other security settings. To authenticate the sender, you must enter a valid 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 As a descriptive location, such as popserver Each 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 program, contact your 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 account that you use to send 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

7 Send 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 instead of Click Cancel. Opening A Saved Use this option to open a saved . Then you can make changes and send, or save and send, the changed . You can also send the again without making any changes. To open a saved 1. Do one of the following: Under Manage Records, click the Communication tab. Select Reservations Mass from the drop-down list and click Go. Select the correct Activity that you want to open a saved 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 you want to open in the Special Mailing Groups drop-down list. Under Searches and Reports, click Searches. Note You must have completed and processed search results to access the option in Searches. 2. Click Send On the Editor window, click Open Saved Document. 4. Select the you want to open from the Open dialog box and click OK. 5. Make any necessary changes to the . 3

8 ACS Version Send Saving An Use the Save option to save an . For example, if you want to send monthly meeting reminders by to the Christian Book Club Special Mailings group, you can create a reminder 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 each month. To save an 1. After you have composed an , click Save In the Save Message dialog box, enter the name you want to save the under in the Title field. 3. Click Save. CAUTION The Save option will overwrite any previously saved 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 message. 4. Optional: Click Save As. 5. Click OK. Sending An Use the Send option to send an message to a group. To send an 1. Do one of the following: Under Manage Records, click the Communication tab. Select Reservations Mass 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 click Go. Select the group you want to write or open a saved to. Under Searches and Reports, click Searches. Note You must have completed and processed search results to access the Mass option in Searches. 4

9 Send 2. Click Mass The first time you use Mass 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 address from which you are sending an is recognized as valid by your server. For more information, see About Sender Authentication. Select Verify Password on Send to require a password before sending an . 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 Recipients List dialog box displays. Select your Method. If you accessed Mass from Special Mailings, you will not see this dialog box. 5. Optional: To open a saved , click OK, then click Open Saved Document. 6. Enter the address of the sender in the From field, then enter the subject of the in the Subject field. 7. Enter the message. 8. Attachments: To attach a document or graphic file to the , 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 . 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. 9. Click Send to send the . A Send progress window displays, indicating the status of each phase of the process. 10. Click Close. An information message displays indicating that all s have been sent. 11. Click OK. 5

10 ACS Version Send 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 lists. To add a Constant Contact account 1. Under Manage Records, click the Communication tab. 2. In the drop-down list, select Mass and click Go. 3. Click Mass Under 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 List When you create a new list, all addresses from your search results are added to the list. Constant Contact will remove any addresses that have previously opted out of receiving s 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 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 addresses that have previously opted out of receiving e- mails from you. All addresses for the individuals found in the search are pulled unless the Preferred Only option is selected. After you create a Constant Contact list, log in to Constant Contact where you can compose your , select the list, and send the . To create a Constant Contact list 1. Perform a search. 2. In the Searches window, click Mass . 6

11 Send 3. Under 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 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 Recipients List You have the following options on the Build Recipients List menu: 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 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 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 , such as Outlook. This option can be helpful when you want to send a quick to a group of people, such as a youth worker sending an to a group of youth. When you use this method, the 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 Only Click to use only the Preferred address for the selected recipients. Include Unlisted Addresses Select to include addresses of members who do not want their addresses made public. Sending Mass Using Your Local Client When you want to send a quick to a group, the Copy to local client option may be the best method to use. When you use this method, the comes from your address and is stored in your Sent items. 7

12 ACS Version Send If the number of addresses in your search results exceed the number of addresses allowed by your 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 using your local client 1. Perform a search. 2. In the Searches window, click Mass Under Method, select Copy to local client. 4. Click OK. A blank opens with the addresses in the Bcc field. 5. Enter your message in the body of the and send the message. Spelling and Thesaurus Checking Spelling in an You can use the Spell check option to perform a spelling check on all of the text, or only the selected text, in an message based upon the options selected on the Spelling Options window. To check spelling for only the selected text in an 1. After you have composed an , 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: Click Ignore to ignore the replacement terms and suggestions for the current word and continue with the spelling check. 8

13 Send 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 Optional: Click Yes then repeat step 3 to continue checking the remainder of the , 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 1. After you have composed an , 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 e- mail 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. 9

14 ACS Version Send Click Change All to change all occurrences of the misspelled word in the 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 You can use the Thesaurus to look up synonyms and antonyms for the currently selected word in an message. To use the Thesaurus 1. After you have composed an , 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: 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. 10

15 Send 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 message. To add a custom dictionary 1. On the Editor window, click Spell check Setup. The Spelling Options window displays. 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 message. To edit a custom dictionary 1. On the Editor window, click Spell check Setup. The Spelling Options window displays. 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. 11

16 ACS Version Send 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 message. To delete a custom dictionary 1. On the Editor window, click Spell check Setup. The Spelling Options window displays. 2. Click Dictionaries, then select the dictionary that you want to delete. 3. Click Delete. A confirmation message displays. 4. Click Yes. 12

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18 A Adding constant contact account... 6 Custom Dictionary Adding C constant contact adding an account... 6 creating an list... 6 constant contact... 7 creating a constant contact list... 6 Custom Dictionaries... 12, 13 D Dictionaries... 12, 13 E Sender Authentication... 1 L local client... 8 S Save Deleting... 1 Opening... 3 Save Save Save Saving Saving... 3 Sending mass through local client 8 Sending... 4 SMTP finding... 2 SMTP... 2 Spellcheck... 9 T Thesaurus