Table of Contents. Communication Basics... 1. Email Sending Options...2. Quick Guide to Sending an Email... 3. Send a Mass Email...

Table of Contents Table of Contents Basics... 1 Email Sending Options...2 Quick Guide to Sending an Email... 3 Send a Mass Email... 4 Schedule an Email... 4 Send by Delivery Preference... 6 Selecting Recipients...7 Composing a Letter...9 Composing an Email Message... 9 Composing Fax Output... 11 Send Based on Custom Report Criteria... 11 Creating a Letter... 12 Create Mass Mailing Labels...14 Settings for label output... 16 Adobe Reader v. 8.0...16 Adobe Reader v. 7.0...17 Adobe Reader v. 6.0...18 Create/Send Fax Output... 19 Editor menu selections... 20 Email Disclaimer... 23 Adding an attachment...23 Sending an email with a link that will display the attachment... 24 Turn on email links... 27 Possible error displayed when trying to open a link in Microsoft Outlook 2003... 27 To turn on email links temporarily for this email (using Microsoft Outlook 2003)...28 To turn on email links for all emails (Microsoft Outlook 2003)...28 Possible error displayed when trying to open a link in Microsoft Outlook 2007... 30 To turn on email links temporarily for this email (using Microsoft Outlook 2007)...30 Table of Contents- i

Table of Contents To turn on email links for all emails (Microsoft Outlook 2007)...31 Viewing and Recording History... 33 View history for each member... 33 View history for entire membership... 34 Quick Application (QCA)... 35 Install Quick Application (QCA)... 35 Recording a Entry using the QCA... 36 Sample New History entry using QCA... 37 Inserting a graphic... 37 Insert a graphic within communication...38 Modify an existing graphic (graphic size, borders, alternative text)...40 Remove an existing graphic (from the editor screen)...40 Remove a graphic (from the Chambermaster server)... 41 Documents and templates... 42 Saving a document...43 Saving changes to an existing document... 43 Saving a Template... 44 Using a template... 45 Using Pre-defined Templates...46 Inserting a database field within communication... 48 Inserting a database field...48 How to insert a member login name and password...50 To create and print individual letters that include the member login name and password... 50 Remove unwanted headers & footers...56 Remove unwanted headers & footers from reports & correspondence...56 Header and Footer Codes... 56 Creating a signature block...57 Creating a Signature block...57 Using a Signature Block...59 Communicating using Groups & Mailing Lists... 60 ii - Table of Contents

Table of Contents Creating a group or mailing list...61 Selections for adding group members...62 Add representatives by type/status... 62 Add representatives by member... 63 Add representatives by category... 64 Add representatives from other groups... 64 Add individual representatives...65 Add specific reps by member name...65 Maintaining the group/mailing list...66 Add new members to a mailing list periodically... 66 Add new members to a mailing list immediately... 69 Remove representatives from a group manually...70 Remove representatives from a group when dropping or suspending a member...72 Disable a rep within a group... 74 Allow members to join group... 75 Other suggestions for creating groups...76 Mailing list groups... 77 Advisory groups...77 Committee groups... 78 Community groups... 78 Program groups...78 New member groups...79 Unsubscribe Option... 79 ereferral...84 Send an ereferral... 85 Storing Documents... 86 Storing a personal document for use later... 87 Storing a document to share with other staff... 88 Storing files for members to access... 88 Reasons emails don t get to members... 89 Table of Contents- iii

Table of Contents Ideas for Developing Content...91 Create and format your own output in the ChamberMaster editor... 91 Copy and paste from Microsoft Word... 92 Insert link to PDF file (or other file type)... 96 Save Microsoft Publisher files as a graphic file and insert into editor... 100 Save PDF file as a graphic file and insert into editor...101 Copy and paste output from another HTML program (like Constant Contact)... 102 Using Constant Contact with ChamberMaster... 102 Setup an account with Constant Contact... 103 Connecting Constant Contact with ChamberMaster... 104 Enable Constant Contact Synchronization...105 Export ChamberMaster Contact Information...106 Importing ChamberMaster contacts into Constant Contact... 107 Sample concept of using manual export from ChamberMaster into Constant Contact... 107 Notes... 108 Disadvantages...108 Sample Automatic Emails Sent Out by ChamberMaster... 108 Received by chamber members... 109 1 - Email from a consumer visiting member web page...109 2 - Email from the chamber that invites member to an event... 109 3 Email from the chamber that informs of consumer leads... 110 Received by the chamber... 110 1 - Email from a consumer visiting the chamber web site... 110 Received by consumers... 111 1 Email from the chamber sending requested information...111 2 Email generated by ChamberMaster sending a Hot Deal...112 3 Email generated by ChamberMaster sending a job posting... 113 iv - Table of Contents

is a pivotal tool used every day in your chamber to foster and maintain successful and efficient relationships. While ChamberMaster offers ability to communicate via fax and print letters/labels, more and more, we rely on electronic communication - email. This section contains information on the following concepts: Sending communication Add attachment Insert graphics View and record communication history Documents and templates Using groups and mailing lists ereferral Storing documents Using Constant Contact with ChamberMaster And more Basics Letters and labels, faxes, and emails may be created and sent from ChamberMaster. Letters and faxes are created by selecting Form Letters in the module, which is used to create mass mailings, send faxes, or send communication out by preferred method of delivery. Emails may be sent from many places in ChamberMaster any place that you find access to the email editor. The most common selection used to send mass emails ( email blast ) is New Email to Multiple Members from the module. Find access to email the member in other places: Members module General tab* Reps tab* tab* email icon on the toolbar - 1

module New Email to Multiple Members* Email a Member Form Letters Events module Sponsors tab Guest List tab *Also gives access to your own email program using a selection titled Email with Outlook or Edit with Outlook See Email Sending Options for more information. Email Sending Options While ChamberMaster has options to send email using ChamberMaster tools, there is also a selection to send email using your own email program ( Email/Edit with Outlook ). This selection will take the addresses of those currently selected in ChamberMaster and list them as recipients in your own email program where you will be able to complete the email using familiar selections. Figure 1-1 Two options for sending email from ChamberMaster Depending on your needs, you may choose to send some email from ChamberMaster and some from your own program. Email with ChamberMaster: Sending from ChamberMaster will be desirable for these reasons: If already in the program easy access Gives access to current addresses Ability to create mail merge emails Ability to embed attachments as links Ability to use ChamberMaster templates Ability to schedule the email at a later date and time* *Available only for those with ChamberMaster Plus Email with Outlook: Send from your own email for these and other reasons: 2 -

Access to additional email addresses not in ChamberMaster May add additional CCs and BCCs Familiarity Either way of sending, emails are recorded in ChamberMaster for history purposes. See Recording History for more information. Another option: Record emails in ChamberMaster without access to ChamberMaster In Outlook (or whatever email program you use), include your chambers unique archive address as a BCC. ChamberMaster will look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses ChamberMaster does not recognize will be archived and can be viewed and manually associated with a member using the selection ->Manage Unmatched Archive Emails. Figure 1-2 Example of including archive address when sending email Find your chamber s domain address under the Email Server Settings section under Setup->General Options and Settings.* *Must be logged in with Administrator permissions Figure 1-3 Look up your domain name Note: Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in ->Unmatched Archive Emails. Previously these emails were recorded on the History of the first match found. Quick Guide to Sending an Email Send an email from ChamberMaster - 3

1. Locate one of the screens mentioned in Basics above and click the email selection. 2. If applicable, select Email with ChamberMaster. 3. If sending from the module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first. 4. Create the email and click Send Email Now or Send Email Later*. 5. ChamberMaster will send the email immediately or at the scheduled time and record it on the tab of the member s record. Note: All emails sent from ChamberMaster are sent BCC to the recipients. *Available only for those with ChamberMaster Plus Send an email from your own program using ChamberMaster 1. Locate one of the screens mentioned in Basics above that is marked with an * (asterisk) and click the email selection. 2. Select Email with Outlook. 3. If sending from the module using New Email to Multiple Members, you will need to select the desired recipients first. 4. Create the email using features and selections from your own email program and send the email. 5. ChamberMaster will automatically record it on the tab of the member s record. Emails sent in this manner will be sent to the ChamberMaster-selected recipients as BCC recipients. You may add your own personal CCs or BCCs as desired. This email will be recorded on the members communication history. Initial replies from the recipients will also be. Check out the reasons for sending from ChamberMaster vs. your own program. Send a Mass Email 1. 2. 3. 4. Click in the left-hand menu. Click New Email to Multiple Members. Select desired recipients. Click remove next to those identified as having no contact info, duplicate emails, or invalid emails. 5. Click Edit with ChamberMaster.* 6. Compose the email message. 7. Click Send Email Now or Send Email Later.** *If desiring to send this email using your own email program, click Edit with Outlook. Check out the reasons for sending from ChamberMaster vs. your own program. **Available only for those with ChamberMaster Plus Schedule an Email Available only for those with ChamberMaster Plus 1. Locate one of the screens mentioned in Basics and click the email selection. 2. If applicable, select Email with ChamberMaster. 3. If sending from the module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first. 4. Create the email and click Send Email Later. 5. Select the desired date and time for the email to be sent. 4 -

6. Click Schedule. 7. Click OK. 8. ChamberMaster will send the email at the scheduled time and record it on the tab of the member s record. 9. To view the scheduled email to edit or delete, click and click Manage Scheduled Email Messages. Edit the content or change time of scheduled email 1. Click. 2. Click Manage Scheduled Email Messages. 3. Click Edit to edit the content or change the delivery time. Delete a scheduled email 1. Click. 2. Click Manage Scheduled Email Messages. 3. Click Delete to remove the email from the delivery schedule. If the email scheduler is not successful in sending the email to the email server, you will see a message next to the failed message Scheduled delivery failed, please reschedule. If you have taken care of sending the email through another means, click Delete. If you wish to schedule or send - 5

the email now, click Edit. Make desired changes and either Send Email Now or Send Email Later. If the error message continues to appear after attempting to re-send, contact support@micronetonline.com Send by Delivery Preference A single communication piece may be sent out to members by their preference of delivery: mail,fax, or email. When using the Preferred communication type selection under ->Form Letters the appropriate output will be developed for each recipient based on the member s database fields. If addressees are selected as individual reps (by choosing the selections in the Add Representatives section) the preference as specified on their Reps tab in the Contact Preference field will be used. If addressees are selected as member companies (by choosing the selections in the Add Members section) the preference will be determined automatically according to the information specified on their General tab. If an email address exists, this will be the automatic first preference. If no email address exists, a complete mailing address would qualify as the next preference. Fax would be the last automatic preference. 1. 2. 3. 4. 5. Click in the left-hand menu. Click Form Letters. Select desired recipients. Select Preferred Type as the way to Distribute By: If applicable, click remove next to those identified under Preferred Type as having no contact info, duplicate, or invalid info. 6. Click Continue. 7. Compose the letter. 8. Click Print Letters, complete the Print Options selections and click Continue. Figure 1-4 Print Options selections 9. Preview the letters on-screen. Select Print Preview if desired to view the formatted output and remove unwanted headers and footers if applicable. 10. Close the letter-printing windows and return to the letter composition window. 6 -

11. Click Print Labels, complete the Mailing Label Options selections and click Continue. Figure 1-5 Mailing Label Options 12. Preview the labels on-screen and then select to print. Ensure that your print selections are set with Page Scaling set to None. 13. Close the label-printing windows and return to the letter composition window. 14. Click Continue>>Faxes. 15. Make any modifications to the fax output. 16. Click Print Fax Content and/or Download Fax List. Read more information on fax output options. 17. Click Continue>>Emails. 18. Make any modifications to the email output. Make sure to type a subject line. Add attachments and links as desired. 19. Click Send Email. Selecting Recipients - 7

Figure 1-6 Screen one when using Communicaton->Form Letters This screen displays when selecting multiple recipients. The specific example in Figure 1-3 is when using ->Form Letters. The description below also describes the selection screen when using ->New Email to Multiple Members except that no delivery method may be selected; email is assumed. General explanation: Addressees selected under the Add Members heading will use the contact information found on the General tab of the member s record. Addressees selected under the Add Representatives heading will use the contact information found on the Reps tab of the selected individual rep. When using ->Form Letters selection: ChamberMaster allows you to create a single communication piece but choose to send it in multiple ways - - by email, fax, or mail. Selection of delivery method also includes a Preferred communication type selection which generates the appropriate delivery method for each recipient based on the member s database fields. 8 -

When Preferred Type is selected, addressees selected as individual reps will use the preference as specified on their Reps tab. Preferred method for addressees selected by member name will be determined automatically according to the information specified on their General tab. If an email address exists, this will be the automatic first preference. If no email address exists, a complete mailing address would qualify as the next preference. Fax would be the last automatic preference. Composing a Letter Figure 1-7 Composing a letter Composing an Email Message - 9

Figure 1-8 Composing an Email message Due to email size limitations imposed by many ISPs in battling spam, the email editor displays an email content size indicator that updates as you type. It also displays the maximum email size left available. Since email addresses also use some available byte size, ChamberMaster determines this maximum remaining email size after addressees have been selected. If a large attachment is also desired, select to upload the attachment to the ChamberMaster server instead of the traditional method of attachment. See Adding an Attachment. Note that ChamberMaster limits both the individual attachment size and the total communication size for email messages sent via the communication module. The total communication size is calculated as: number of recipients x (message size + attachment size) = total communication size The primary factor in staying under the size limits is the number of recipients to whom you are sending the message. This means that "in a pinch", dividing the recipient list into two or more groups should sufficiently reduce the size of the total communication package such that it will be sent. 10 -

The recommended method of sending documents to your members is by linking to them within the body of the email rather than by appending them to your email message. ChamberMaster provides unlimited storage space for any documents which you would like to upload and link to in your email messages. See Adding an Attachment. Composing Fax Output Figure 1-9 Composing Fax output Fax communication is not faxed directly from within ChamberMaster. Instead, ChamberMaster produces the output that may either be printed and inserted into your own fax machine or downloaded and saved to a file that may be imported into popular fax software programs like WinFax Pro. ChamberMaster also supports a number of Internet Fax services. Contact support@chambermaster.com to see if your provider is supported. Send Based on Custom Report Criteria may be sent to selected reps based on custom criteria that you specify as you create a custom report. - 11

For instance, your custom criteria might display those in a certain zip code area, or those that employ over 100 full-time employees. After displaying the results of your custom criteria selections, select Create a Group, type a Group Name, and select Submit. The next screen will give the option to Contact Members. Figure 1-9a Create a group from Custom Report criteria See Create a Group from Custom Criteria in the Reports and Downloads section for complete instructions on specifying your custom criteria and creating the group. Creating a Letter 1. 2. 3. 4. 5. Click in the left-hand menu. Click Form Letters. Select the desired recipients. Select Mail Only as the way to Distribute By: If applicable, click remove next to those identified under Mail Only as having no contact info, duplicate addresses, or invalid addresses. 6. Click Continue. 7. Compose the letter. 8. Click Print Letters, complete the Print Options selections and click Continue. Make sure to check the box to Save letter to communication log and type the desired communication log title. In Figure 1-10 the entry will be saved as Welcome to the Chamber. 12 -

Figure 1-10 Print Options selections 9. Preview the letters on-screen. Select Print Preview if desired to view the formatted output and remove unwanted headers and footers if applicable. 10. Close the letter-printing windows and return to the letter composition window. 11. Click Print Labels, complete the Mailing Label Options selections and click Continue. Figure 1-11 Mailing Label Options 12. Preview the labels on-screen and then select to print. In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see Proper settings for label output below. 13. Close the label-printing windows and return to the letter composition window. 14. Click Close. - 13

Create Mass Mailing Labels Single labels for a particular member are available in the Members module on the General tab, the Reps tab, and the tab. Selections for printing mailing labels for multiple members are found in the module (Form Letters) and the Reports module (Mailing Labels). The Reports module selection gives additional options specific to mailing labels that are not available when printing labels in the module, such as a selection to download the labels and view a postal code summary. Print labels from the Reports module 1. Click Reports in the left-hand menu. 2. Click Mailing Labels in the Common Reports area. 3. Add those that should have a label printed using one or more methods in the Settings area. See Figure 1-12. 4. Select other desired mailing label settings. Figure 1-12 Mailing label options in Reports module 5. Click View/Print Mailing Labels. 6. The selected labels will display. 7. Insert the labels into your printer and click Print from the File menu or other desired method within your browser window. 8. In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see Proper settings for label output. 9. After selecting the desired local printer, click Print. 10. Click Close 14 - to close the displayed labels.

Print labels from the module 1. Click in the left-hand menu. 2. Click Form Letters in the Correspondence area. 3. Select the desired addressees from the selections in the designated blue area. See Figure 1-13 below. Figure 1-13 Choose contacts 4. 5. 6. 7. Select Mail Only in the Distribute By area. Click Continue. Click Print Mailing Labels. Select the desired mailing label options. Figure 10-3 Mailing label options in module 8. Click Continue. - 15

9. The selected labels will display. 10. Insert the labels into your printer and click Print from the File menu or other desired method within your browser window. 11. In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see Settings for label output. 12. After selecting the desired local printer, click Print. 13. Click Close window. on each window that displays the labels, mailing label options, and the member correspondence Settings for label output Labels printed through ChamberMaster will first display on your screen in Adobe Reader, allowing you to preview the resulting labels before sending to the printer. However, one selection in the print dialog box must be changed from the default to allow ChamberMaster full control of label placement. This selection looks different based on the version of Adobe Reader that is installed on your own computer. Page Scaling should always be set to None. When Page Scaling is set to anything other than None, your labels may print off the labels or slide down the page as they print. Your Adobe Reader version will determine what this setting will look like. Adobe Reader v. 8.0 Adobe Reader v. 7.0 Adobe Reader v. 6.0 Adobe Reader v. 8.0 16 -

Adobe Reader v. 7.0-17

Adobe Reader v. 6.0 18 -

Create/Send Fax Output Send fax output using your fax machine or to download fax output 1. Click in the left-hand menu. 2. Click Form Letters. 3. Select desired recipients. 4. Select Fax Only as the way to Distribute By: 5. If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #. 6. Click Edit with ChamberMaster. 7. Create the fax output. 8. Click Print Fax Content and/or Download Fax List. Read more information on fax output options. Send fax output to an Internet Fax service This requires a separate subscription with one of many well-known internet fax service. See Internet Fax Service in the Administrator Tasks section of online help for more information. - 19

1. 2. 3. 4. Click in the left-hand menu. Click Form Letters. Select desired recipients. Select Fax Only as the way to Distribute By: Preferred Type may be selected instead to select to send faxes only to those that have Fax selected as their preference. 5. If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #. 6. Click Edit with ChamberMaster. 7. click Add/Remove Attachment. 8. Select Append your file to the email directly. Figure 10-3a 9. 10. 11. 12. Click Continue. Click Browse to locate the desired fax attachment file. Click Attach. Click Return. Figure 10-3b Selecting the desired fax attachment 13. Click Send Faxes via... Figure 10-3c - Sample of the Send Faxes button when using efax Some email fax services may accept the cover page or the main content of the fax in the editor area instead of attaching the content and cover page as an attachment. Check with your email fax service or contact ChamberMaster for more information. Editor menu selections ChamberMaster uses an editor when creating letters, emails, and faxes that includes many enhanced features. Features include: 20 -

HTML preview screen Templates Search and Replace Undo and Redo Strikethrough text Superscript and subscript Insertion of tables, divider lines, symbols, special characters, and emoticons Paste text with or without formatting The editor comes integrated with a spell checking solution that provides spell checking while you type. Words not recognized will be underlined in red. Right click on the word to be presented with suggestions, an option to Ignore, or add the word to your dictionary. The following table describes the basic functions of the editor - 21

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Table 1-1 Editor icons Email Disclaimer Email Disclaimers appear at the bottom of certain emails generated by our software. To edit the disclaimer 1. Click Setup in the left-hand menu. 2. Click General Options and Settings. 3. Open the Email Server Settings area. 4. Edit the desired disclaimer 5. Click Save. Internal Email Disclaimer: appear on emails sent from inside the database, typically emails sent from you to your members. Disclaimers do not appear on the bottom of emails sent using the Send with Outlook selection Public Email Disclaimer: appear on emails that are generated by visitors that access your public website and click links that send emails to you or your members. For instance the Request Info link found on the members public information page. Adding an attachment - 23

Increasingly when users send email attachments, ISP spam filters are identifying these innocent but potentially large attachments as spam. Consequently these emails and attachments never make it to their intended recipient. Selecting the option to upload your attachment to a server will eliminate this frustrating problem. Once the file has been uploaded to the ChamberMaster server and selected, a link is generated and automatically placed inside your email allowing the recipient to click to receive their attachment. There are three options available when selecting Add/Remove Attachment: Figure 2-1 Three attachment options # Upload your attachment file to the ChamberMaster server and include a link to that file in your email. - produces an email that reduces the size by including a link to the file instead of actually sending the file. Recipients of the email will retrieve the attachment from the secure ChamberMaster server by clicking the designated link within the email. This selection is the same as the Add an Attachment icon ( ) on the editor tool bar. # Include a link within the email to a file hosted on your chamber website. - - allows the sender to create a hyperlink to documents or URLs located on other servers. A custom email link may also be generated using this selection. This selection is the same as the Insert/Edit Link icon ( ) on the editor tool bar. # Append your file to the email directly. - - the traditional way of sending attachments. This selection will send the document with the email Explained below are the steps for option #, which is the recommended selection to reduce problems when sending through your ISP. Sending an email with a link that will display the attachment This selection is the same as the Add an Attachment icon ( ) on the editor tool bar. 1. Any time while creating the desired email, click Add/Remove Attachments ( ) 2. Click Upload your attachment file to the ChamberMaster server and include a link to that file in your email. See Figure 2-2 below. 24 -

Figure 2-2 Add Email Attachments 3. Click Continue. 4. Type the desired text in the Text for Attachment Link field. Then click Browse Server. See Figure 2-3 below. Figure 2-3 Add File Attachments 5. Browse to the desired file and click it to select. See Figure 2-4 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. See Figure 2-5 below. Then you may click the desired file to select it. See Figure 2-4 again. - 25

Figure 2-4 Browse to desired file 26 -

Figure 2-5 Uploading your file 6. Click OK. See Figure 2-6 below. Figure 2-6 The last step Turn on email links When receiving an email that contains embedded hyperlinks (links), the recipient may have trouble accessing the links due to settings prohibiting these links within their own email program. Many email programs disable access to these links by default in an attempt to alleviate phishing threats from untrusted sources. To successfully open an embedded email link, the recipient needs to turn on the access to email links, either temporarily for a single email or globally for all emails. The instructions below are when using Microsoft Outlook 2003 or 2007 but other email programs may contain similar selections. Contact your email software provider for specifics related to your particular email program. Possible error displayed when trying to open a link in Microsoft Outlook 2003-27

Figure 2-7 Error in Microsoft Outlook 2003 To turn on email links temporarily for this email (using Microsoft Outlook 2003) 1. After clicking the disabled link in the email, click Click here to turn on links in the Information bar above. See Figure 2 below. Figure 2-8 Turn on links temporarily 2. Click Turn on Links (not recommended). 3. Click the link within the email again. To turn on email links for all emails (Microsoft Outlook 2003) Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site. 1. Before opening the email that has the links, click Options from the Tools menu. 28 -

Figure 2-9 Tools, Options 2. Click Junk Mail on the Preferences tab. Figure 2-10 Preferences tab 3. On the Options tab, click to clear the check box Don t turn on links in messages... - 29

Figure 2-11 Take check off 4. Click OK. 5. Click OK. 6. Open the desired email and try clicking the links again. Possible error displayed when trying to open a link in Microsoft Outlook 2007 Figure 2-12 Error in Microsoft Outlook 2007 To turn on email links temporarily for this email (using Microsoft Outlook 2007) 1. After clicking the disabled link in the email, click This might be a phishing message... (not recommend) in the Information bar above. See Figure 7 below. 30 -

Figure 2-13 Turn on links temporarily 2. Click Enable Links and other functionality (not recommended). 3. Click the link within the email again. To turn on email links for all emails (Microsoft Outlook 2007) Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site. 1. Before opening the email that has the links, click Options from the Tools menu. 2. Click Junk Mail on the Preferences tab. - 31

Figure 2-14 Preferences tab 3. On the Options tab, click to clear the check box Disable links and other functionality in phishing message. 32 -

Figure 2-14 Take check off 4. Click OK. 5. Click OK. 6. Open the desired email and try clicking the links again. Viewing and Recording History history is automatically saved for each member as you send emails and print letters from ChamberMaster. A face-to-face meeting or phone call can be recorded manually by selecting Log a Call or Note on the Member s tab. For users of ChamberMaster Plus, communication can also be viewed and recorded when not logged into ChamberMaster when the Quick Application is running. See the steps to install this Windows only program. View history for each member The history for each member is available in the member s record on the tab. - 33

Figure 3-1 Viewing member communication history View history for entire membership The history for the entire membership may also be searched globally by selecting Member Contact Report in the module. 34 -

Figure 3-2 Contact Report Listing Quick Application (QCA) For users of ChamberMaster Plus, communication can also be viewed and recorded when not logged into ChamberMaster when the Quick Application is running. See the steps below to install this Windows-only program. Install Quick Application (QCA) Requirements: ChamberMaster Plus users only. The QCA also requires Microsoft Windows and is not available on the Mac at this time. 1. 2. 3. 4. Login to ChamberMaster with administrator privileges. Click Setup in the left-hand menu. Click Install Quick Application. Click Install. - 35

Figure 3-3Screen during installation of Quick Application 5. Type the ChamberMaster login name and password of the individual that will be recording the history. Figure 3-4Login credentials screen during installation of Quick Application 6. Click Save. 7. Wait and then the QCA (Quick Application) icon will appear in the system tray (down by your clock). 8. Right click the icon to quickly record a communication entry, ereferral, or Info Request. Recording a Entry using the QCA (ChamberMaster Plus users only) 1. Make sure the QCA is installed and running in your system tray. You will see the icon displaying. After installation, the QCA may need to be loaded after restarting Windows. Click the Windows Start button ->All Programs>ChamberMaster->Quick Application. 2. Right-click the QCA icon. 3. Make the desired selection: New, New ereferral, New Info Request. 36 -

Figure 3-4Quick Application selections 4. Complete the onscreen entries which will be recorded in ChamberMaster. Sample New History entry using QCA Inserting a graphic Adding graphics to your correspondence is a simple process that requires initially uploading the graphic to the secure ChamberMaster server. Once uploaded by a chamber staff member, it is available to all chamber staff for inclusion within correspondence. - 37

Most graphic file types may be uploaded including.jpg,.bmp,.gif,.png and.wmf. The editor can be accessed from multiple places within ChamberMaster. For one example, click New Email to Multiple Members in the module. After selecting the desired recipients, the correspondence editor will display. Graphics may also be included in your signature block. Perform the same steps shown here but save it within your signature block. Insert a graphic within communication 1. When your cursor is positioned where the graphic is desired within the editor, click Insert/Edit Image 2. Click Browse Server.. Figure 4-1 Browse server 3. Browse to the desired file and click it to select. See Figure 4-2 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired filename to select it. 38 -

Figure 4-2 Insert graphic If you choose to upload a new file to the secure ChamberMaster server, this file is also available to all chamber staff for inclusion in their documents. 4. Make any desired changes on the Image Properties screen and then click Continue. See Figure 4-3. - 39

Figure 4-3 Image Properties Modify an existing graphic (graphic size, borders, alternative text) 1. Locate the graphic that you desire to edit on the editor screen. 2. 3. 4. 5. Right-click the graphic. Click Image Properties. Make desired changes. See Figure 4-3 in the previous section Inserting a Graphic within. Click OK. Remove an existing graphic (from the editor screen) 1. Locate the graphic that you desire to edit on the editor screen. 40 -

2. Right-click the graphic. 3. Click Cut. Figure 4-4 Allow access 1. Click Allow access if necessary. Remove a graphic (from the Chambermaster server) 1. Within the editor, click Insert/Edit Image. 2. Click Browse Server. 3. Click the X at the end of the desired graphic to be removed from the ChamberMaster server. See Figure 4-5. - 41

Figure 4-5 Remove graphic from the server 4. Click OK. Figure 4-6 Delete confirmation question 5. Click Close. Documents and templates created may be saved for future use in one of two ways - - as a document or a template. 42 -

Saving a document allows you to name and save the communication piece to be retrieved at a later time, modified, and saved again. Saving a template allows you to save the communication piece to be retrieved at a later time but will not allow any modifications to be made to the original, thus maintaining the integrity of that communication piece. Accessing and Using Templates Saving a document 1. Open the editor and create the desired communication piece. 2. Click Save ( ). 3. Complete the Save Name and Description fields in the Save window ensuring that Save the text as a new document is selected. See Figure 5-1 below. Figure 5-1 Save window 4. Click OK. Saving changes to an existing document 1. Open the existing document and make desired changes. 2. Click Save ( ). 3. Click the Update an existing document button. 4. Click the Update an existing document arrow to select the desired document to update. - 43

Figure 5-2 Update existing document 5. Click OK. Saving a Template 1. Open the editor and create the desired communication piece or open an existing document and make any desired changes. 2. Click Save ( ). 3. Complete the Save Name and Description fields in the Save window ensuring that Save the text as a new template is selected. See Figure 5-3 below. 44 -

Figure 5-3 Saving a template 4. Click OK. Using a template 1. Open the editor. 2. Click Choose a Template ( ). 3. Click the template title to select the desired template. - 45

Figure 5-4 Choose a template Using Pre-defined Templates ChamberMaster provides a number of pre-defined templates that may be selected and brought onto your own list of templates. You may use these templates as is or choose to modify and then resave with your own name. Accessing and Using Templates 1. Open the editor. 2. Click Choose a Template ( ). 3. Click Pre-Defined Templates. 46 -

Figure 5-5Selecting Pre-defined Templates 4. Click the template title to select the desired pre-defined template. Note: Free vs. Fees may apply in the title of templates refer only to the wording within the template whether the Chamber charges for these features that are being described within the template. - 47

Figure 5-6Sample of pre-defined templates 5. Click OK to select another template right now or click Cancel to return to your own list of templates. 6. Once on your list of templates, click to select the desired template. 7. All fields with [ ] will auto-fill with the data from the member s record or from your chamber contact information where appropriate. Inserting a database field within communication Similar to performing a Mail Merge in Microsoft Word, ChamberMaster maintains the ability to insert a ChamberMaster database field within the context of your communication piece, creating personalized, unique communication output. Inserting Database Fields into Inserting a database field Inserting Database Fields into 1. Open the editor window and type any text that will be consistent for all recipients. Example: 48 -

Figure 6-1 Example letter that will contain Database fields 2. When you desire to insert a database field, click the Add Database Field icon. ( ). 3. Click the plus sign ( ) to expand the desired section and display available database field selections. Figure 6-2 Add Database Field window - 49

4. Click to select the desired database field. The selected field will display in the editor window within brackets. e.g. [Company Name] As you continue and actually generate the communication output, the field name will be replaced with the appropriate matching data for that member. 5. Proceed with standard steps to complete this communication. All fields displayed in brackets will be filled with data from the member s record. Figure 6-3Sample letter with Database Field inserted How to insert a member login name and password Your members will need to know their login name and password in order to access the Members Only web site (http:// www.chamberlogin.com) where they can view and update their membership information and business directory web page, view and add Hot Deals, view and submit events, and view and add job postings. Instead of personally, manually typing the list of login names and passwords for each member in a letter, you can use ChamberMaster to generate this communication piece and automatically include the member s current login name and password. ChamberMaster provides a number of pre-defined templates that are ready to send out that already include the login name and password for your member. See Using Pre-Defined Templates. Or feel free to use any of these or use the steps below to create one of your own. Follow the next steps to create and print individual letters to each of your members that include login information. Sending passwords via mail may be more secure for sending passwords since most email is unencrypted. If you desire to send the login information via email, follow the same general steps below except you will select New Email to Multiple Members for Step #2. To create and print individual letters that include the member login name and password 1. Click in the ChamberMaster left-hand navigation bar.. 2. Click Form Letters. (or select New Email to Multiple Members if desiring to send an email.) 3. Click Add Members by membership status in the Add Members area. Optional: You may select other members at this time if desired using other methods if needed. See the sidebar information to the left. 50 -

Click Add members by name to select only specific members. If you have created a group that contains your new members, you could also click Add representatives by group to select only these new members. Figure 6-4 Selecting members 4. Click to select the desired members by status (Active is selected already by default). Figure 6-5 Selecting Active members 5. Click Continue. 6. Click Continue. (Mail Only is already selected. You may wish to send passwords via mail which is more secure for sending passwords since most email is unencrypted.) See Figure 6-4 above. 7. Type the desired letter to your members. At the location where the login name and password (or other desired ChamberMaster database fields) are required, click the Add Database Field icon( ). - 51

8. Click the plus sign ( selections. ) in front of Web-Page Information to expand and display the available database field Figure 6-6 Inserting database field 9. Click Login Name or Login Password. 52 -

Figure 6-7 Selecting Login Name or Login Password 10. Continue typing or editing as desired, repeating steps #7-9 until all ChamberMaster database fields have been inserted into your communication piece. The communication piece will show brackets at this time but will show the real data when the communication is printed or previewed. See Figure 6-8 below. - 53

Figure 6-8 Sample letter You may wish to save this document for future use. Click the Save icon in the menu bar. 11. Click Print Letter. (or click Send Email to finish the process if sending emails) 12. Complete the Print Options fields. Figure 6-9 Print Options 54 -

13. Click Continue. Before printing, you may want to check Page Setup selections to ensure that an unwanted header and footer will not be printing on your letters. See Chapter 7 in the Correspondence Quick Guide for more details if needed. 14. View the output on the screen to ensure satisfactory output. If satisfactory, click Print from your internet browser window menu. If unsatisfactory, click Close and make desired changes. 15. Click Close. 16. Click Close.. 17. Click Print Labels. 18. Complete the Mailing Label Options fields. Figure 6-10 Mailing Label Options 19. Click Continue. Before selecting the final Print selection, make sure that Page Scaling is set to None in the Print dialog box. Refer to Settings for label output. 20. View the output on the screen to ensure satisfactory output. If satisfactory, click Print from your internet browser window menus. If unsatisfactory, click Close and make desired changes. 21. Click Close. 22. Click Close.. 23. If desired, click the Save ( ) icon in the menu bar and follow prompts to save this letter for future use. 24. Click Close to end this task. - 55

Remove unwanted headers & footers When creating reports and correspondence in ChamberMaster, the preview window is displayed in a browser window (i.e. Internet Explorer). Internet Explorer has a default header and footer that are wonderful when printing pages from the web, but when printing out your formal ChamberMaster reports or letters it is not usually desirable. Remove unwanted headers & footers from reports & correspondence 1. From the File menu, click Page Setup. (for Internet Explorer v. 6) or from the Printer icon drop-down arrow, click Page Setup. (for Internet Explorer v. 7) Figure 7-1 Page Setup 2. Remove the text from the Header and Footer fields. 3. Click OK. If you desire to have the page number, date and web URL print again on your printed output, simply save the Header and Footer field information back in those fields again as displayed above. Header and Footer Codes 56 -

The codes with the & (ampersand symbol) represent certain elements within the Internet Explorer header and footer. Use these to customize your own header or footer! Code &w &u &d &D &t &T &p &P && &b &b&b Element the code represents Window title Page address (URL) Date in short format specified by Regional Settings in Control Panel Date in long format specified by Regional Settings in Control Panel Time in the format specified by Regional Settings in Control Panel Time in 24-hour format Current page number Total number of pages A single ampersand (&) The text immediately following these characters as centered The text immediately following the first "&b" as centered, and the text following the second "&b" as right-justified Table 7-1 Header & Footer options Creating a signature block Saving your signature block as a template may save time when creating correspondence. Design your signature block with any included text and graphics. You may also include items that would belong in the header such as your logo. Save it as a template. When ready to create your correspondence, first retrieve the signature block using the Choose a Template selection. Then type your correspondence above your signature block. Creating a Signature block 1. Click in the left-hand navigation bar. 2. Click Email a member. 3. When the editor displays, create the desired signature block. See sample below in Figure 8-1. Hint: You might want to start the signature block with two blank lines before your actual signature lines. - 57

Figure 8-1 Creating signature block 4. Click Save ( ). 5. Complete the Save Name and Description fields in the Save window ensuring that Save the text as a new template is selected. See Figure 8-2 below. After creating the signature block, it may be used at any time when sending emails or letters. See Using a Signature Block. 58 -

Figure 8-2 Saving a template 6. Click OK. Using a Signature Block 1. Open the editor by selecting one of the many ways to send an email or create letters in ChamberMaster. 2. Click Choose a Template ( ). 3. Click the template title to select the desired template. - 59

Figure 8-2 Choose a template 4. Your signature block will appear. Type the desired communication. Your signature block will move down the page as you type the communication. Communicating using Groups & Mailing Lists Sending communication via email and letters may be simplified by creating self-defined groups in the ChamberMaster Groups module. For instance, if you frequently send emails to your Budget Committee.. instead of selecting the 12 members of that committee each time you send an email, you first create a group in the Groups module called the Budget Committee. Add each of the 12 members to that group. Then when you go to send the email, you simply select the Budget committee as the recipient of the email with one simple click. 60 -

Of if you send a monthly newsletter, the Groups module is where you will create and maintain this mailing list group. This group may then be selected at the appropriate time throughout ChamberMaster when you desire to send them email or print mailing labels and letters for them. Figure 9-1 the Groups module Creating a group or mailing list 1. 2. Click Groups in the left-hand menu. Click Create a Group on the Home tab. See Figure 9-2 below. Figure 9-2 Create a group 3. Complete the Create a New Group fields for this new group. See Figure 9-3. Figure 9-3 Create a new group fields Tabbed view 4. 5. 6. Click Save. Click the Group Name of the new group on the Home tab. Click the General tab. Make sure the settings are correct. - 61

1 - When selected, this group will display on your website in the Groups public module available at http:// yoursubdomain.yourdomain.com/groups. Public module version 2.0 or 3.0 is required. 2 When selected, this roster list will be shown as a group/interest that may be searched by members in the Member Information Center version 3. 3 When selected, members will have opportunity to join/leave this group/interest on their own in the Member Information Center version 3. The selection of Group Participant list or Rep Interest list determines where the selection will take place under Groups or under Interests. Interests. 4 When selected, this group will appear on your public website at the suggested URL where the public may add themselves to the group. Often used for consumers to subscribe to (join) your mailing lists. 5 When selected, this group will automatically sync to Constant Contact. 7. 8. Click the Roster tab. Click one or more of the Add Group Members selections to add members to your group. See Selections for adding group members explained below. Figure 9-4 Add group members 9. Continue adding representatives to your group using the Add Group Members selections until your group is complete. Selections for adding group members Examples of the various ways to add group members follows. Add representatives by type/status 62 -

Figure 9-5 Selecting reps by type/status Community Member Reps are those individuals specified on the Reps tab in the Members module for the record titled [Community Member]. These individuals are not associated with a particular company/member but may still be selected as group members. Add representatives by member Figure 9-6 Selecting reps by member When selecting to add reps by member, all reps from that selected member will be added to the roster list. Then, if desired, you may remove all Inactive reps by clicking Remove Inactive Reps at the bottom of the roster. All inactive reps from all members would be removed from the group at that time. - 63

More than one member may be selected by pressing Ctrl-click on each desired member. Then click the >> arrow. Add representatives by category Figure 9-7 Selecting reps by category In this example, the Automotive Parts & Service category has only one active member but also one member that may be courtesy, prospective, non-member or dropped. With settings currently displayed, only the one member s reps will be added to the group. Only one category may be selected at a time. Add representatives from other groups Figure 9-8 Selecting reps from other groups 64 -

Only one group may be selected at a time. Use this selection to create a new group based on membership from a previous group or to merge reps from another group into this new group. No reps are removed from the source groups just copied. Add individual representatives Figure 9-9 Adding individual representatives More than one rep may be selected by pressing Ctrl-click on each desired rep. Then click the >> arrow. Add specific reps by member name - 65

Figure 9-10Adding reps from specific members Maintaining the group/mailing list Contact information (i.e. email addresses, phone numbers, addresses etc.) are updated automatically when changes are made in the Members module. Group membership must be maintained through manual selection or removal of names. Adding new member names to the groups could be done at any time, however, two detailed concepts are provided below that may assist in providing a consistent procedure at your chamber. The two examples are adding new members to the mailing list either periodically or immediately. Removing representatives from mailing lists or groups may be done at any time manually or may be completed during the process of changing a member status to Dropped/Inactive. Add new members to a mailing list periodically Group membership must be maintained through manual selection or removal of names. To keep your initial mailing list up-to-date, you might consider running a monthly report to add new members to your mailing list. 1. Click Membership Report Multiple Members in the Reports module. Figure 9-11 Membership Reports 2. Click Member Join Report. Figure 9-11 Member join report 3. Type the desired date range in the Join Date fields. 4. Click View/Print Summary Listing. 66 -

Figure 9-13 Selecting report criteria 5. View or print the desired list of new members and then click Close. 6. With this list in hand, click Groups in the left-hand navigation bar. 7. Click the Home tab. 8. Click the Group Name of the mailing list to be modified. Figure 9-14 Selecting the group 9. 10. 11. 12. Click the Roster tab. Click add representatives by member in the Add Group Members area. Locate the desired member in the Choose Members list and click to select. Click the >> arrow to display the record on the Selected Members list. - 67

13. Click Continue. Figure 9-15 Selecting a record 14. All reps from the selected member will be added to the mailing list. If you desire to remove any of these reps from the list, complete steps #15-17 below. 15. Click the column title Company Name to sort by company name.) 16. If desired, display all records by selecting All from the Display results per page. Find this selection in the information at the top of the roster. Figure 9-16 Information at the top of the roster All records displayed in order by business name 17. Scroll through your mailing list to find any that should be removed from those that were added. If a rep does not belong on the mailing list, click to select the check box at the end of the row of the desired rep to be removed. 18. Click Remove Selected Contacts at the bottom of the list. Multiple reps may be removed at one time by selecting as many check boxes as desired and then click remove. 68 -

Figure 9-17 Remove desired reps Add new members to a mailing list immediately Group membership must be maintained through manual selection or removal of names. To keep your initial mailing list up-to-date, you might consider adding new members to the appropriate mailing lists immediately after creating the new member record. Following is one example of how this might happen. 1. Immediately after a new member has been added to the ChamberMaster database and with the new member record selected in the Members module, click the Reps tab. 2. Ensure that all desired reps for this new member have been added. If not, add reps at this time by clicking Add a New Rep. 3. Click the name of one of the reps in the List of Representatives area. 4. Scroll to the Group Participation area at the bottom of the screen and click Join a Group. Figure 9-18 Group Participation area 5. Click the desired group to join. - 69

6. Click the 7. Click Continue. arrow to move the desired group to the Selected Groups list box. Figure 9-19 Join a group 8. If this representative should belong to more groups, complete steps #4-7 again until they belong to all desired groups. 9. If other representatives should belong to groups as well, perform steps #3-7 above and select the next desired representative. Remove representatives from a group manually Representatives are removed from groups manually or during the process of changing a member status to Dropped/ Inactive. 1. Click Groups in the left-hand navigation bar. 2. Click the Home tab. 3. Click the Group Name of the mailing list to be modified. 70 -

Figure 9-20 Select the desired group 4. Click the Roster tab. 5. Click to select the check box at the end of the row of the desired rep to be removed. Finding a rep may be done multiple ways. If the business name is known, sort the roster by Business Name as shown in Figure 9-25. If the individual rep name is known, sort the roster by Rep Last Name or use the magnifying glass which displays when displaying a limited number of records on the page. to search for rep by last name - 71

Figure 9-21 Remove a rep 6. Click Remove representatives from a group when dropping or suspending a member The selection to change a member status is found on the General tab of the member s record in the Members module. Select Dropped/ Inactive when clicking the Membership Status arrow in the Additional Information area. 1. When changing the status of a member to Dropped/Inactive, the Member Drop Options screen will appear. In addition to the member status, each rep has a status of either Active or Inactive which is displayed for each rep on the Reps tab. 72 -

Figure 9-22 Member Drop Options 2. Complete the Member Drop Options screen as desired. Note the Representatives area selections as detailed on Figure 9-23 below. Rep Status Active status is appropriate for representatives of members that are currently active. Inactive status is appropriate for a rep who is no longer acting as a representative for the member. The rep s information and history will be retained but there is a separate distinction given to them in reports and lists. Deleting a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed. Group Status - 73

Disabled reps within a group are not visible in the group list on a regular basis and will not be included when selecting to contact these group members. Disabling a rep also preserves the history of their participation in this group. Deleting a rep from a group, removes all record of their participation in the group. Figure 9-23 Representative options Note: Both active and inactive reps may be set as disabled in a group. Inactive reps, that are not disabled, are still included in emails sent to the group Note: Representatives that have a status of inactive will NOT automatically be returned to active status if a member is reinstated. Individual reps must be returned to active status on the Reps tab. 3. Click Save & Exit. Disable a rep within a group How to disable a rep within a group ChamberMaster allows you to disable a rep within a group. These members are not visible on a regular basis and will not be included if you select to contact these group members. View them at anytime by clicking Show Disabled group members. The history of their participation in this group may be preserved this way. 1. 2. 3. 4. Click Groups in the left-hand menu. Click the Roster tab of the desired group Click to select the member or members that should be disabled. Click Disable Selected members. 74 -

Figure 9-23a Disabled reps may be viewed when selecting Show disabled group members Note: You can also view their group participation on the Reps tab of the member record. Make changes to the reps status from the Reps tab by clicking the Group name. Note: Both active and inactive reps may be set as disabled. Inactive reps, that are not disabled, are still included in emails sent to the group. Allow members to join group Members may choose to join or remove themselves from groups that have been designated by Chamber staff. When a member logs into the Member Information Center, they are able to select the desired groups. Figure 9-24 Member is able to select to belong to group Designate Group as Member self-select 1. Click Groups in the left-hand menu. 2. Select the title of the desired Group. 3. Click the General tab. 4. Click the checkbox Allow members to join/leave this group through their Member Information Center login. 5. Click Save Changes. - 75

Figure 9-25 Allowing members to join/leave this group Steps for Member to Join/Leave Group 1. Member accesses www.chamberlogin.com and logs in to the Member Information Center. 2. Click Employees/Reps in the Member Info section of the left-hand menu. 3. Click to select the checkbox in front of the desire group to join (or click to deselect the desired group to leave). Figure 9-26 Member selects desired groups Other suggestions for creating groups Many tasks in ChamberMaster are made simple when groups are defined. For instance, communication may easily be targeted to a pre-defined group and the database may be queried for a particular group. The suggestions below may trigger some of your own ideas on how to create and use groups. Remember, these are simply some ideas - - use your own creativity in naming and organizing potential groups. As you create groups, a Group Type designation will help to keep them organized. Create your own group types by selecting Define Group Types in the Setup module You may edit group types when on the General tab of any group by clicking Type: (see Figure 9-24 in the Mailing list groups below) 76 -

Mailing list groups Figure 9-24 General tab when in the tabbed view Advisory groups - 77

Figure 9-25 Advisory groups Committee groups Figure 9-26 Committee groups Community groups Figure 9-27 Community groups Program groups 78 -

Figure 9-28 Program groups New member groups Figure 9-29 New member groups Unsubscribe Option Selecting the new link at the bottom of ChamberMaster-generated emails will give members an option to 'Unsubscribe'. Figure 1 - Sample of unsubscribe text at the bottom of email If the email was generated through a ChamberMaster group, the unsubscribe button will unsubscribe the email address from that particular group only. The group name the member belongs to will remain anonymous during the unsubscribe process. The members will also have a smaller, less-noticeable option to unsubscribe from all mass mailings if desired. See Figure 2 below - 79

Figure 2 Sample unsubscribe page when member is emailed through a Group If the email was generated through other staff selections (such as selecting the member individually or by using a selection such as All Reps), the selection to unsubscribe will unsubscribe the member from all mass mailings. See Figure 3. Figure 3 Sample unsubscribe page when the member email is not generated from a group Unsubscribe Guidelines & Tips Place your logo on the unsubscribe page by selecting Setup->Business Information->Upload your Business Logo. If a member selects to unsubscribe from all email communications, they will not be included in any mass communication (i.e. emails addressed to more than a single email). Members may always be contacted through single emails to the member, regardless of their subscription status. Members will not have an option to re-subscribe; staff members will have the ability to re-subscribe a member using ->Manage Unsubscribed Emails. When a staff re-subscribes a member, the date and name of staff are recorded. Re-subscribed emails and the name and date of their re-subscription may be viewed at any time. See Figure 4. 80 -

Figure 4 Sample where staff may re-subscribe a member When an address is unsubscribed, an icon indicating this appears in multiple places. On a Group Roster: Staff will still see the unsubscribed member name in the group but it will be identified as an "unsubscribed" email by a grey mail icon. Unsubscribed members will not be included in mass emails to that group. See Figure 5. Figure 5 Sample group roster showing an unsubscribed email On the Reps tab: Those unsubscribed from a group will be identified with a grey mail icon next to the group name in the Group Participation list. See Figure 6. - 81

Figure 6 Sample Group Participation list showing unsubscribed email in tow different groups On a mass email recipient list: Those unsubscribed from all emails or from a particular group (if selected) will be identified on the recipient list with a grey mail icon next to their email address. The unsubscribed recipients will not receive the email even if they are not removed from the recipient list. See Figure 7. 82 -

Figure 7 Sample recipient list displaying unsubscribed emails When sending a single email: If a member has unsubscribed from all mass emails, even when sending a single email, the ChamberMaster email editor will remind you that they have unsubscribed from mass emails. However, the email will be sent. See Figure 8. - 83

Figure 8 Sample of sending single email to member that is unsubscribed from all mass emails ereferral ereferral was designed to accomplish two tasks with a single entry - - getting desired member information to a consumer while letting the member know that they ve been referred. Pertinent consumer information is entered and then used to generate an email message or printout that includes the selected member(s) contact information in referral format. 84 -

Through a separate email message, the member is informed that their business information was passed on to an interested consumer. Take for example, a consumer that calls and asks for a list of restaurants in your area. You enter their contact information in the ereferral screen. After selecting the Restaurant category members as your designated recipients, you click one button to email the detailed restaurant list with addresses, phone numbers, and web site address to the consumer. Then you click one additional button to send an email to the restaurant members with a message indicating that they have been referred. All these steps are handled under one screen. Default text and subject lines for these email messages can be customized by your chamber as desired. Send an ereferral 1. Click to add an ereferral using the desired selection found within the Members (Add ereferral), Events (Add ereferral), (Send an ereferral), or Info Request (Add an ereferral) modules. 2. Edit the Contact Information area using the consumer information. See Figure 11-1 below. 3. Edit the Email Options area with desired email subject line, return email address, and text that the member will receive. Note: to change the default selections, click setup options. 4. Use the Add Recipients box to include additional members in the referral. 5. Click Detailed Recipient List. Figure 11-1 ereferral window To change the default consumer email subject line and text, select setup options on the previous screen. 6. On the next screen, click Print List and then click Print. (see Figure 11-2) - 85

or Click Email List and then click Send Email. Note: When selecting Email List, the displayed email address is from the Contact Information area on the previous screen. Figure 11-2 Detailed Recipient List This ereferral is recorded by default in the member s communication history. To change this default, under ereferral Settings/Options in the Setup module click to designate if ereferrals should log automatically. 7. Click Close Window. 8. Click Send Referral to send the referral email to the selected recipients (the members). (see Figure 11-1) Storing Documents Store your documents in the Cloud Drive, a selection in the left-hand menu of your software*, to access them anytime from any computer that has a connection to the internet and access to the database. Upload files to My Documents for your personal use or into Shared Documents to make them available for your entire staff. In addition, files uploaded to the special folder titled Member_Only_Files in the Shared Documents tab are available to your members in the Member Information Center (version 3 only). *Note: These document storage folders are only available for those with Plus edition. 86 -

Storing a document for personal use later Storing a document to share with other staff Storing files for members to access Locate these two tabs by clicking Cloud Drive in the left-hand menu or by selecting the desired folder from the Common Tasks tab in the Dashboard module. Figure 11-2a Document storage on the Cloud Drive Storing a personal document for use later 1. Click Cloud Drive in the left-hand menu. 2. Click My Documents. - 87

Figure 11-2b Sample Cloud Drive window 3. 4. 5. 6. 7. 8. (Optional) Click New folder to create a folder to organize your files or double-click on the desired folder. Click Browse. Locate the desired file to upload and click Open. Click Upload. The selected file will be uploaded into your document storage. Access this document anytime by clicking My Documents in the Cloud Drive or on the Common Tasks tab in the Dashboard. Storing a document to share with other staff 1. Click Cloud Drive in the left-hand menu. 2. Click Shared Documents. Figure 11-2c Sample Cloud Drive window 3. 4. 5. 6. 7. 8. (Optional) Click New folder to create a folder to organize your files or double-click on the desired folder. Click Browse. Locate the desired file to upload and click Open. Click Upload. The selected file will be uploaded into your document storage. Other staff members may now access this document by clicking Shared Documents in the Cloud Drive or on the Common Tasks tab in the Dashboard. Note: a new non-removable Members Only folder appears under the CloudDrive Shared folders area. This folder was placed there by our programmers in preparation for a future release that will provide a location for staff to place member-only files and folders. Placing files in this folder will not hurt but will not do anything for you or your members at this time. Stay tuned! Storing files for members to access Members may access files that have been uploaded by you when logged into the Member Information Center (version 3 only). 1. Click Cloud Drive in the left-hand menu. 2. Click the Shared Documents tab. 88 -

3. 4. 5. 6. 7. Click the Member_Only_Files folder in the left-hand window. Click Browse. Locate the desired file to upload and click Open. Click Upload. The selected file will be uploaded into your document storage for member only. Other members may now access this file by clicking Resources/Files under the Benefits menu when logged into the Member Information Center (version 3 only). Reasons emails don t get to members Why do some members say they don t receive email messages that I send through ChamberMaster? Why do some messages bounce when I know the email address is valid? Why can some members receive messages from me when I send through Outlook but not when I send out of ChamberMaster? What can I do to make sure my members get the email messages I am sending through ChamberMaster? Trying to figure out why an email didn t get to one (or a bunch!) of your members is usually confusing and frustrating. If you have ever asked one of the questions above read on. While there are many reasons why email messages don t make it to your members, there are several reasons that seem most common to our ChamberMaster customers. The top three are listed below. * Note: If you don t do anything else, read Reason #1 it may change your life. Okay, maybe it won t be that exciting, but it could make a big difference in how many email messages get through to your members. Reason #1: Your chamber s Sender Policy Framework (SPF) Record may be incomplete or missing - 89

Because of Spam, many ISP's (Internet Service Providers - i.e. Charter, RoadRunner, AOL, Yahoo, etc ) have begun performing a newer type of SPAM check called a reverse domain lookup (also called an SPF lookup ) to verify that the sending IP address of a mail server is authorized to send email from your domain. In plain language the member s email provider is asking, Is this email message coming from the right place? If the answer is no they will either reject it or filter it to your member s SPAM folder. *This is important for ChamberMaster users because when you send email to your members from within the software we list your email address as the sender but route the message through our Strongmail email servers. These servers are specifically designed to help ensure the highest possible email delivery rate, but if a member s email provider performs an SPF lookup and your chamber s record does not list ChamberMaster as an approved sender, the message will most likely not get to the member. Solution: The good news is that there is a quick and easy fix for this have the company who manages your Domain Name Servers (usually your web hosting company) add ChamberMaster's email servers to your SPF Record. Free test to see if your SPF records are setup! You can easily check to see if your domain is already setup by following these 4 steps 1. 2. 3. 4. Click on this link - http://www.mxtoolbox.com/spf.aspx Type the domain of your email address in the box (the part after the @ ) and click SPF Record Lookup Compare the SPF record on file with the following example: "v=spf1 mx a:smtp01.chambermaster.com a:smtp02.chambermaster.com a:smtp03.chambermaster.com mx:yourdomain.com ~all" 5. If your SPF record is missing or does not contain the chambermaster.com listings, contact your web guy(or gal) and have them update the record to include the ChamberMaster mail servers Reason #2: Issues with the recipient s mailbox Your member s email message box may be full, the email address may be incorrect, or it may not even exist any more. Solution: Contact the specific recipient to verify the email address or let them know that their email doesn t seem to be working properly they may not be aware of it and you could be the hero who helped them not miss that important business deal because their inbox was full! Reason #3: Your domain may be blacklisted To fight spam, many ISPs limit the number of emails coming from one sender in a given time period. If you exceed this limit your domain may be blacklisted and you will have a difficult time getting messages through to anybody. Solution: Contact any ISP s which have blacklisted your domain and request that they add you to their list of safe senders or white list. Free test to see if your domain is Blacklisted Use the tool at the link below to determine if the domain you use for email is blacklisted by any of the major email servers (and don t worry, it is normal for some of them to return a timed out message it doesn t mean anything bad) http://www.mxtoolbox.com/blacklists.aspx Final thought: Unfortunately, even if you have everything setup properly, not every email you send will get through to every member. That s why we recommend using all the tools at your disposal to get important information to your members email messages, website updates & banner ads, RSS feeds, snail mail, phone calls and personal visits are all part of an effective communication plan to make sure that your members know what is happening at the chamber. The good news is that many of those tools are already available to you as ChamberMaster users! 90 -

Ideas for Developing Content When sending communication from ChamberMaster, you will find various ways to create the content of the communication whether email or printed letter. Spontaneous, individual and small group emails are often created on-the-fly by creating the message right at that moment in the ChamberMaster editor screen. Other communication may take more preparation or commonly be created with software other than ChamberMaster. Sometimes these pieces of communication have already been prepared in other software using a template or even created by an outside company and then provided to you by the publisher. Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces. In many of these cases, the development of the communication piece may be done outside of the ChamberMaster editor screen and then copied into the editor or included as a link or graphic within the email. If you are comfortable with the HTML programming language, you may wish to create your own HTML code in the ChamberMaster editor. Copying and pasting HTML code is also an option. Click the Source icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code. Common methods of inclusion will be shown below. Mix and match these methods as desired to accomplish regular communication to your members. Create and format your own output in the ChamberMaster editor Copy and paste from Word Insert link to PDF file (or other file type) Save Microsoft Publisher files as a graphic file and insert into editor Save PDF file as a graphic file and insert into editor Copy and paste output from another HTML program (like Constant Contact) Many chambers desire to send a regular email indicating the events for the week. Step-by-step instructions for generating this email are included for reference at the end of this document. Generate and email a list of events Some chambers are interested in creating their own e-newsletter using templates that are professionally provided by our partner, Constant Contact. Find more information on this option by clicking Newsletters/Email Campaigns in the Reports module or by visiting www.constantcontact.com. ChamberMaster provides an export or automatic synchronization to Constant Contact for your convenience. Create and format your own output in the ChamberMaster editor Access the editor and type your own communication using the features available within the ChamberMaster editor. - 91

Copy and paste from Microsoft Word If your communication content is already created in Microsoft Word, you may be able to copy and paste the content directly into the ChamberMaster editor screen. Content that works well include character formatting styles of bold, underline, and font changes. Content that does not copy well include columns, graphics, and tables. Documents with these items should either be recreated directly in ChamberMaster by editing the HTML source code by clicking the Source icon or included as a link. (see Insert link to PDF file ). Why do columns, graphics, and tables not copy well from Microsoft Word into ChamberMaster? Most internet based applications such as ChamberMaster base their functions on a programming language called HTML. Transferring data directly from programs that are not programmed in HTML may not always be successful. If you know the HTML language, editing is allowed by clicking the Source icon in the ChamberMaster editor window. 1. In Microsoft Word, open the desired content to be copied. 2. In another window, open the ChamberMaster editor screen where you desire to copy the content. Figure 12-1 Open Microsoft Word and ChamberMaster windows 3. In Microsoft Word, highlight the desired copy and press Ctrl-C (to copy the highlighted text.) You may click also click Copy from the Edit menu instead of pressing Ctrl-C 92 -

Figure 12-2 Highlighted Microsoft Word content 4. In the ChamberMaster window, click where you desire the content to appear. 5. Click the Paste from Word icon ( ) in the menu bar. Copying and pasting HTML code is also an option. Click the Source icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code. Since many users are familiar with pressing Ctrl-v to copy, you may still access the Paste from Word dialog box using this keystroke. However, you may be asked to allow access to the clipboard. Click Allow. Then you may be asked if you wish to clean it before pasting? Click OK. Then you will be brought to the Paste from Word dialog box and may continue with the steps starting with #6. - 93

Figure 12-3 Paste from Word icon highlighted 6. Click inside the Paste from Word dialog box. 7. Press Ctrl-v to paste your text. 8. Clear the checkboxes from Ignore Font Face definitions and Remove Style definitions in order to carry the fonts and styles from Microsoft Word into ChamberMaster. 94 -

Figure 12-4 Paste from Word dialog box 9. Click OK. - 95

Figure 12-5 Click OK 10. Your formatted text will appear in the editor window. Complete the email as desired. Figure 12-6 Completed email Insert link to PDF file (or other file type) Many pieces of communication are already prepared in other software using a template or even created by an outside company and then provided to you by the publisher. Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces. In many cases, a PDF version of the output may be provided to you by the third party or may be easily created by you. This type of file may be included as a link within your email and opened by the recipient retaining all formatting features. In fact, the PDF version may provide advantages over an embedded version (i.e. the copy and paste method) that may be appealing. Links may be included to access a Microsoft Word document, Excel spreadsheet, or any type of file that would traditionally be sent as an attachment. However, keep in mind that the recipient of the email must be able to open the file on their end. If they do not have the program themselves or have a different version of your software, they may not be able to view the file you have referenced within the communication. Sending a PDF version of the file eliminates that issue of compatibility. PDF (Portable Document Format) is a universal file format developed by Adobe that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. You will find PDF a very common format which is widely used on the internet due to its platform independence. 96 -

Some cited benefits of including a link to a PDF version are that 1) the email size is kept small since the PDF file is not calculated as part of the email total and 2) the recipient may save and print the PDF separately from the traditional email printout creating nicer looking output on the recipients end. To view PDF files you need Adobe Acrobat Reader which is downloaded free from here and is commonly loaded on most computers that access the Internet. Many software programs, both for purchase and those at no charge, are available to create PDF versions from output of your most common applications. Newsletters or brochures created in Microsoft Word, Microsoft Publisher or other popular applications may all be saved in a PDF version using these PDF creation programs. Once your output is in the PDF format or you have the desired attachment prepared, follow the steps below to include the document as a link within your email. 1. Open the ChamberMaster editor and begin to create the desired communication piece. 2. Click where you desire to insert the link to your document. 3. Click Add/Remove Attachments ( ) Figure 12-7 ChamberMaster editor ready to add attachment link - 97

4. Click Upload your attachment file to the ChamberMaster server and include a link to that file in your email. See Figure 12-8 below. Figure 12-8 Add Email Attachments 5. Click Continue. 6. Type the desired text in the Text for Attachment Link field. Then click Browse Server. See Figure 12-9 below. Figure 12-9 Add File Attachments 7. Browse to the desired file and click it to select. See Figure 12-10 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired file to select it. 98 -

Figure 12-10 Browse to desired file 8. Click OK. See Figure 12-11 below. - 99

Figure 12-11 The last step 9. The link will automatically be inserted in your document. Figure 12-12 Completed communication piece Save Microsoft Publisher files as a graphic file and insert into editor If you d like to display the content of a Microsoft Publisher file in the body of your email instead of using a link to a copy of it, there is a way to do that might be helpful to know. Inserting a Publisher doc into an Email In general the steps will be 1) save your PUB file as a GIF file in your Microsoft Publisher program and then 2) insert this GIF file using the Insert/Edit Image selection. 1. Open your Microsoft Publisher file. 2. Select File, Save As. 3. Change the file type to GIF and click Save. If your publisher document contains multiple pages, you will need to save each page as a separate GIF file. Make sure you have selected one-sided printing by selecting that in the newsletter options. Then as you view each page, click File, Save As and select GIF. 4. Then in ChamberMaster, position your cursor where the Publisher file should be displayed. (Place a couple of blank lines at the top of the document in case you want to add text at the top later on.) 5. Click Insert/Edit Image. 100 -

6. 7. 8. 9. 10. Browse Server. Click Browse. Find the file and click Upload. If you had a multiple page publisher document, you would need to upload each GIF in this same manner. After selecting this image, it will be displayed in the body of your email. Hint: If adding text below this image, click the image once to select it, then press the right arrow once to move past the image, then press Enter. This will allow you to begin typing new text below the image instead of accidentally deleting the image by typing your new text. Since this image may not be as clear as the original, you may also want to include a link to a PDF version of this attachment. Sending a test email to yourself is also recommended. Watch a short video of these instructions: http://www.chambermaster.com/directory/include/help/videos/comm/pubembed/pubembed.html Save PDF file as a graphic file and insert into editor If you d like to display the content of your PDF file in the body of your email instead of using a link to the PDF file as shown here, there is a way to do that might be helpful to know. Inserting a PDF file as graphic In general the steps will be 1) save your PDF file as a JPG file in your own PDF program and then 2) insert this JPG file using the Insert/Edit Image selection. 1. Open your PDF file in your own PDF program. (Adobe Acrobat Standard not Reader) 2. Select File, Save As. 3. Change the file type to JPG and click Save. If your PDF contains multiple pages, you may need to save each page as a separate JPG file. However, Adobe Acrobat version 8 creates a separate JPG automatically for each page. 4. Then in ChamberMaster, position your cursor where the PDF should be displayed. (Place a couple of blank lines at the top of the document in case you want to add text at the top later on.) 5. Click Insert/Edit Image. 6. Browse Server. 7. Click Browse. 8. Find the file and click Upload. 9. If you had a multiple page PDF, you would need to upload each JPG in this same manner. 10. After selecting this image, it will be displayed in the body of your email. Hint: If adding text below this image, click the image once to select it, then press the right arrow once to move past the image, then press Enter. This will allow you to begin typing new text below the image instead of accidentally deleting the image by typing your new text. Since this image may not be as clear as the original, you may also want to include a link to the PDF file using add attachment. Sending a test email to yourself is also recommended. Watch a short video of these instructions: http://www.chambermaster.com/directory/include/help/videos/comm/pdfembed/ pdfembed.html - 101

Copy and paste output from another HTML program (like Constant Contact) Being an HTML editor, ChamberMaster s editor allows copy and paste of HTML content. Therefore it is possible to produce your communication piece in other programs, like Constant Contact, and simply copy and paste the final version into the ChamberMaster editor. Care should always be taken that the content is coming over properly but we have found it to be quite successful. Please send yourself a copy of the email first to verify that the content and appropriate links are maintained. Here is an example using Constant Contact. 1. Create the desired content in Constant Contact. 2. 3. 4. 5. 6. 7. In Constant Contact, click Preview. When the preview window displays, highlight the final version that displays on the screen. Right-click and select Copy. Open a ChamberMaster editor screen with the desired recipients selected. Right-click and select Paste. The content will display in the ChamberMaster editor. Some content may not appear to be displaying properly while in the editor but will display correctly when received in the editor. Please send a sample copy to yourself to test it out first. No guarantees or support is available for this method from ChamberMaster but it has worked successfully for a number of chambers. Using Constant Contact with ChamberMaster ChamberMaster has partnered with Constant Contact, an online email marketing software company, to allow connection to a newsletter/email campaign solution for those that already subscribe to this service or those desiring to add this solution. You may choose to become a new subscriber to Constant Contact through the links in ChamberMaster or by contacting Constant Contact directly. An account with Constant Contact must be setup in order to use their newsletter solutions. After setting up the account, your Constant Contact login name and password may be recorded in ChamberMaster so that you can seamlessly access Constant Contact through the ChamberMaster menu selections. ChamberMaster provides two options for updating Constant Contact with ChamberMaster information. 102 -

export contact information in a format that is readable by Constant Contact. Except for manual updates, contact information is only updated in Constant Contact when a new ChamberMaster export is imported to Constant Contact. enable automatic synchronization which passes all or selected ChamberMaster Group updates and additions to an associated Constant Contact List. Constant Contact lists are also automatically created from ChamberMaster Membership Type assignments (if applicable) and for all active reps of active and courtesy members. Note: the list in Constant Contact is deleted and re-created each night. Do not manually add any addresses to this list in Constant Contact or they will be removed each night. Either method requires an account with Constant Contact. Connecting Constant Contact with ChamberMaster so that the menu selections open directly into Constant Contact may also be preferred. Setup an account with Constant Contact You may choose to become a new subscriber to Constant Contact through the links in ChamberMaster or by contacting Constant Contact directly. 1. 2. 3. 4. Login to ChamberMaster. Click in the left-hand menu. Click Newsletters/Email Campaigns. Click I am a Constant Contact Subscriber. Figure 13-1 Connecting to Constant Contact for the first time 5. Click Open Constant Contact. - 103

Figure 13-2 Accessing Constant Contact 6. Click to sign-up for a new account and follow the instructions on the Constant Contact website. Make sure to check out the pricing available for non-profit organizations. 7. Be sure to record your Constant Contact login name and password. You will enter this in ChamberMaster to complete the setup. See Connecting Constant Contact with ChamberMaster. Connecting Constant Contact with ChamberMaster If you have an existing Constant Contact account or have recently set one up, record the Constant Contact login name and password in ChamberMaster so that the ChamberMaster menu selections can seamlessly access Constant Contact. Synching ChamberMaster with Constant Contact 1. 2. 3. 4. Login to ChamberMaster with administrator privileges. Click Setup in the left-hand menu. Click General Options and Settings in the Chamber Information area. Type your Constant Contact login name and password in the Constant Contact section of Add-On Manager area. 5. Optional: Select Automatically synchronize membership types daily,automatically synchronize groups daily, and/or Automatically sync all active reps for active and courtesy members to allow ChamberMaster to pass all ChamberMaster Membership Types, active reps and/or Group updates and additions nightly to your Constant Contact account. To select only specific groups, click the Synch tab in the Groups module. 104 -

Figure 13-3 Adding Constant Contact login name and password to ChamberMaster 6. Click Save. Enable Constant Contact Synchronization To enable the Constant Contact Synchronization, see the online help section titled Customizing ChamberMaster in the Administrator Tasks section. Synching ChamberMaster with Constant Contact Once the selection is enabled and appropriate login credentials are supplied, "Automatically synchronize membership types daily", Automatically synchronize groups daily and Automatically synch all active reps for active and courtesy members will push all active ChamberMaster groups and upload each of your membership types, and active reps as a list in Constant Contact. New contact information for these individuals will be uploaded to the associated Constant Contact account on a nightly basis. No need to maintain two separate mailing lists, simply update your ChamberMaster groups/ types and a matching Constant Contact list will be updated with the same changes. If you d rather select only certain groups to be synched, then you ll need to deselect all others on the Synch tab in the Groups module. Synch tab in the Groups module To select only certain groups 1. Click Groups in the left-hand menu 2. Click the Synch tab where currently synched Groups will display. 3. Uncheck the box "Display groups set to synch only". Depending on how many groups you need to deselect, you may want to check the box to deselect all. - 105

4. Then select the checkbox in front of the groups that should be synched. 5. Click Save. If you want, click Synch Now to perform a synch with Constant Contact right now. All marked groups will synchronize nightly but you can do this anytime when an immediate update is needed. Constant Contact processes these synch requests in the order received, usually within a few minutes. Check Constant Contact's Activity report to view statistics on your update. Even when the activity report says complete, give Constant Contact a few minutes to update the displayed list with your changes. And remember, subscribers who have opted out of your Constant Contact list(s) will not be imported. Going forward, make any additions to this list or changes to contact information in ChamberMaster. Each time a synch takes place, the Constant Contact list is zeroed out and refreshed with new information from ChamberMaster. For best results, manage all additions and updates in ChamberMaster only. Export ChamberMaster Contact Information If automatic synchronization is not being used, or if manual exporting/updating is desired, use the steps here to export ChamberMaster information so that it may be directly imported by Constant Contact. 1. Click in the left-hand menu. 2. Click Newsletters / Email Campaigns. 3. Click the desired Add selection to mark names to be exported. Figure 13-4 Selecting information to be exported 106 -

4. A summary of your selections will appear in the blue box at the bottom of the screen. Click view mailing list to see your results. Figure 13-5 Summary of selections 5. Remove any recipients that are not desired by clicking the checkbox in front of their name. Then click Remove Selected Items. Figure 13-6Removing un-desired recipients 6. 7. 8. 9. Click Continue. Add any more desired recipients using Add selections. (See Figure 13-4 above) Click Create Mailing List when all names have been selected. ChamberMaster will allow you to download and save these names in a file that may be imported into Constant Contact. Follow instructions on the screen to save the file with your desired name and location. Remember this name and location for importing into Constant Contact. Importing ChamberMaster contacts into Constant Contact For the most up-to-date instructions, check with Constant Contact on how to import data. Follow instructions to Add/ Import Contacts into a List. Either create a new list each time, empty an existing list and import into that list each time, or update an existing list. Sample concept of using manual export from ChamberMaster into Constant Contact There are multiple ways of using ChamberMaster and Constant Contact to maintain and keep contact information current. Below is one method that may work for you. Evaluate your own needs and contact Constant Contact for details on using their software. 1. Create a mailing list in Constant Contact that will contain the names of contacts that are NOT already in ChamberMaster. This will also contain the names of those that Join your mailing list using the Join selection provided by Constant Contact (used when the Subscribe button is selected within the emails). Add any desired contacts to this list already now (excluding ChamberMaster contacts) and update whenever desired. Example mailing list title: Standard Mailing List 2. Create another mailing list in Constant Contact that will contain the imported ChamberMaster contacts. Do not add any names to this list yet you will be importing names into this list. Example mailing list title: ChamberMaster Contacts List 3. Each time you are ready to perform a mailing, follow instructions above to export your entire set of contacts from ChamberMaster. - 107

4. In Constant Contact remove all contacts from the current ChamberMaster Contacts List. Then import the new ChamberMaster export into this list. 5. When sending the email, select both the Standard Mailing List and the ChamberMaster Contacts List as recipients of the email. Notes Make sure to keep the email addresses for your contacts up-to-date in ChamberMaster which will followthrough into Constant Contact and end up in the ChamberMaster Contacts List. Updates to those contacts not in ChamberMaster may be done in Constant Contact on the Standard Mailing List. Clearing the ChamberMaster Contacts List: in Constant Contact each time will not eliminate the Opt Out list. Those that have opted out of your mailings (Do Not Mail) will be retained. Constant Contact keeps a list of these addresses internally. If a ChamberMaster contact manually tells you they would like to opt out of your mailings, you need to select the Do Not Mail selection in Constant Contact. Then when they are imported from ChamberMaster, Constant Contact will not allow the import since they are listed as Do Not Mail. If a ChamberMaster contact manually tells you they need their email address updated, you would need to change it in ChamberMaster so that it will be imported correctly next time. If a ChamberMaster contact manually tells you they need a new address added to the mailing list, either add their email address as a New Rep in ChamberMaster or add them as a contact in Constant Contact in the Standard Mailing List. Disadvantages The Constant Contact Email History and Bounce History may not be retained since the ChamberMaster Contacts List will be cleared each time. Constant Contact only keeps history for 90 days anyway. When importing the contacts from ChamberMaster, all of the Constant Contact fields are updated with the information from ChamberMaster. If custom fields or other contact information fields have manually been updated in Constant Contact, they would be overwritten by the information coming from ChamberMaster each time. If these additional fields are not being used by you in Constant Contact, then this will not affect you. Sample Automatic Emails Sent Out by ChamberMaster To help you identify email that comes from ChamberMaster, find the email sample below that matches your email message. These email samples are legitimate emails generated from ChamberMaster features based on activity by consumers and chamber staff. Match these samples with your email check the subject of the email to see if it matches check the disclaimer at the bottom of the email 108 -

or compare the content and format of the email If you have further questions or concerns, please don t hesitate to contact ChamberMaster Customer support. 1-800-825-9171. Received by chamber members 1. Email from consumer visiting the member web page 2. Email from the chamber that invites member to an event 3. Email from the chamber that informs of consumer leads 1 - Email from a consumer visiting member web page Where the message comes from: This email message is received by members whenever a consumer visits their member information page (web page) and chooses one these button below: Content of the message: The comments of the message will vary based on what is written by consumers visiting the web site. Extra notes: Please note that the member s email address may not be viewed by the consumer. The email is sent using a ChamberMaster form filled in by the consumer visiting the web site; the email address of the member is not displayed. Some consumers have chosen to abuse this feature on the web site that was originally designed to ask questions of the member. If this is a concern or problem, the ability to contact the members may be removed from the web site. Simply remove the email address in the Web Contact Information area on the Web tab of the member s record. 2 - Email from the chamber that invites member to an event - 109

Where the message comes from: This email message is received by a member when chamber staff send an invitation from the Events module. Invitation content may be modified as desired, including the subject line, using the Add Invitations button on the Guest List tab in Events. The included links are determined by selections made within the Events module. Content of the message: The content and subject line of the message varies based on the desires of the chamber staff. When creating an event invitation, a sample invitation is automatically generated but may be modified as desired. 3 Email from the chamber that informs of consumer leads Where the message comes from: This email message is received by a member when chamber staff select Distribute General Leads within the Lead Management screen in the Info Request module. Content of the message: The content of the message varies based on the lead information recorded in Info Request. The consumer information may either be recorded by a chamber staff person through Enter Information Request or may have been input by a consumer if using the Info Request selection on the chamber s public web site. The subject line is a field that may be modified by chamber staff right before sending the leads. Received by the chamber 1. Email from a consumer visiting the chamber web site 1 - Email from a consumer visiting the chamber web site 110 -

Where the message comes from: This email message is received by the chamber when a consumer clicks Contact Us on the chamber s public web site. This link is a module that is available as a link on your chamber s public web site. Content of the message: The comments of the message will vary based on what is written by consumers visiting the web site. Extra notes: The email is sent using a ChamberMaster form filled in by the consumer visiting the web site; the email address of the chamber is not displayed. Received by consumers 1. Email from the chamber sending requested information 2. Email generated by ChamberMaster sending a Hot 3. Email generated by ChamberMaster sending a job posting 1 Email from the chamber sending requested information - 111

Where the message comes from: This email message is received by a consumer when chamber staff complete an Info Request form and select that an email version of a publication or brochure be sent to the consumer. Consumers may also generate this same result when selecting to receive an email version of a publication using the Info Request module on the chamber s public web site. Content of the message: The content of the message remains basically the same but the attached documents vary based on the selections made on the Info Request form. 2 Email generated by ChamberMaster sending a Hot Deal Where the message comes from: This email message is received by a consumer when another consumer selects to email a Hot Deal to another consumer. 112 -

Content of the message: The content of this message remains basically the same but the name of the Hot Deal will vary. 3 Email generated by ChamberMaster sending a job posting Where the message comes from: This email message is received by a consumer when another consumer selects to email a job posting to another consumer. Content of the message: The content of this message remains basically the same but the name of the job title will vary. - 113

Index Index A Archive email address C Cloud Drive create graphic file types graphics ideas Quick Application See Quick Application history entire membership member Constant Contact 102, 102 D Database field insert Document storage E Editor save document menu selections save template where to find Email attachment adding embed as a link Emails archive address samples send send by preference send mass email sending options 2, 2 size limitation trouble sending ereferral description send F Faxing create and send cxiv - Index

Index Internet Fax Services G Groups allow members to join disable a rep maintain suggestions Groups module using for mailing list H Headers and footers optional codes remove L Letter create M Mail merge in ChamberMaster editor Mailing labels create settings Mailing list create Microsoft Outlook email options Microsoft Publisher Microsoft Word copy from P PDF in email embed as graphic inserting as a link Preferred communication type description 6, 8 Q Quick Application install - CM Plus users using - CM Plus users R Reps disable S Index- cxv

Index Share a document with other staff Signature block create T Templates create your own using pre-defined using your own U Unsubscribe W WinFax Pro cxvi - Index