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 -