Sending Email

Professional Version Only


Table of Contents   Previous Page  Next Page    

With MemberTies Professional you can send email to members, groups, and attendees of activities using your Internet account.  When you open the email window, it will automatically populate itself with email addresses based on where you were when you opened the window, as described below.

When email is sent, there are various ways to address the message(s). You can choose to put email addresses in the "To", "CC", or "BCC" fields of the message (i.e., the old-fashioned way), or you can have MemberTies generate separate, individually addressed messages, one for each person on your address list (i.e., the more modern way).  The second, more modern method is normally preferred, because it looks more professional and prevents others from seeing the email addresses of your other members.

Warning: SPAM email (also known as unsolicited commercial email) is a growing problem on the Internet today.   If we determine that you are using MemberTies Professional to send SPAM, we will terminate your license and report you to the appropriate authorities. Using MemberTies Professional to send unsolicited email (SPAM), or to transmit illegal content is expressly forbidden.

Note: You must have your own Internet connection in order to send email.

Sending Email

1All email activity is performed on the Send Email window. There are several different ways to open this window, depending on what you want to do. If you want to send email to:
The contact email addresses for one or more groups - select the desired group(s) on the Group List, then click the Email toolbar button or choose Actions > Send Email.  When prompted to send to either the group or the groups members, choose "Group Only". The contact email address for each selected group will appear in the Addresses tab.
The associated members of one or more groups - select the desired group(s) on the Group List, then click the Email toolbar button or choose Actions > Send Email.  When prompted to send to either the group or the groups members, choose "Group Members". The contact email address for all membership records associated with each selected group will appear in the Addresses tab.
One or more membership records - select the desired member(s) on the Membership List,  then click the Email toolbar button or choose Actions > Send Email.  The email address for all selected records will appear in the Addresses tab.
The attendees of one or more activities - select the desired activity(s) on the Activity List, then click the Email toolbar button or choose Actions > Send Email.  The email address for all attendance records associated with each selected activity will appear in the Addresses tab.        

 There are also various places in the system where an email address is displayed as a data-entry field. When an Email icon appears next to a field, you can click the icon to open the Send Email window with the current address displayed.  In addition, the Email toolbar button is always available even when no list is open. This enables you to open the Send Email window and enter your own addresses, i.e., without bring in any existing email addresses.

2Once the Send Email window opens, there are several tabs available that affect or control the sending of the message:

 Message Tab - This tab is used to define the email message text, add attachments, and select the email Profile that will be used to send the message.

 

 Pasting In Message Text

 While it is possible to cut/paste an email message from another source, such as a word processing document, another email client, etc., you should be sure to send a test message to see how it converts.  There are hundreds of character sets, fonts, and formatting tools out there, and their output may not convert neatly to HTML email.  For things like bulleted and numbered lists, put the mouse cursor on a bulleted line and see if the Bullet toolbar button activates.  If it doesn't, then it isn't "really" a bullet and may not substitute neatly.  Reformat the pasted text as necessary.

 Message Options

 Options on this tab that apply to creating the email message:

To save the email message for later reuse (including all text and attachment links) click the Save button located to the right of the Subject line. (Messages are stored in the database, so they are available to all users.)
To load a previously saved email message, click the Load button located to the right of the Subject line. (See Loading Email Messages for details about the Load Message window.)
To Insert database fields in the email message so that MemberTies will use the appropriate data for the current member, click  the Fields button to display the list of fields. Note that database fields can only be used if you are using the Multiple Messages addressing method (see Addresses Tab below). This restriction exists because if you are using the Single Message method to send one message with everyone listed in the To/CC/BCC fields, MemberTies will not know which recipient's record to use for the data.
 
See Using Database Fields for more information.
To add an attachment, click the Open File icon located to the right of the Attachment List.
To remove an attachment, select the unwanted attachment in the Attachment list, then click click the Delete icon located to the right of the Attachment List.
To send an HTML formatted email, you must set the Format option to, "Send as HTML."  This will cause the email engine to reformat the convert the message to HTML before sending.  The formatting toolbar will also only display when this option is set to send as HTML. Please also see the note above about pasting in text!
Additional options are available by right-clicking the message itself:
Insert Image - enables you to choose an image to be embedded into the message. Note that some older email clients (software that reads email) will filter out embedded images.
Insert Table - enables you to create a table
Insert Link - enables you to enter a URL or Email hyperlink:
 

Address - The actual URL or email address

 

Link Text - Typically identical to the Address, but can be different, such as "Click Here". Note that any recipient who displays the email as text instead of HTML will not be able to determine what the address would have been, as they will only see the Link Text.

 

Format Bullets and Numbering - opens the standard bullets and numbering dialog
Format Font - opens the standard font dialog

 Options on this tab that apply to sending the email message:

To select an existing Email Profile, which determines what the return email address will be, as well as the server through which the email will be sent, use the Email Profile dropdown.
To open the list of Email Profiles so you can create a new profile or manage existing profiles, click the Open icon located to the right of the Email Profile dropdown. See Working with Email Profiles for more information.
To change the priority with which the email will be sent (this may or may not be respected by all email servers), use the Email Priority dropdown.
To cause MemberTies to open a read-only email preview window for each message before it is sent, select the Preview checkbox (this option is only available when using the Multiple Messages addressing method (see Addresses Tab below).

 Addresses Tab - This tab is used to identify the email addresses to which the email message will be sent.

 

 The most important setting on this tab is the Addressing Method. There are two methods available:

Multiple Messages - Selecting this option causes MemberTies to format a separate message for each person in the address list.  Only one address is used per email. When this option is selected, the list of database fields on the Message tab is available. This is normally the preferred option.  This is the preferred option, because each person gets a uniquely addressed email, and never sees the addresses of any other recipient.
Single Message - Selecting this option enables you to choose which field (TO/CC/BCC) to use for each address. The "TO" field is normally used for the primary recipient(s) of the message; the "CC" field is normally used for people of secondary importance (i.e., people being "copied" on the message); the "BCC" field is used for people who need to see the message but whose addresses should be invisible to all other recipients (i.e., people being "blind copied" on the message).  Note that this method is often faster when sending an attachment, because only the attachment only has to be processed one time, rather than once per recipient.
 
Note that you can use the "BCC All" button that displays when you choose this option to automatically move the entire list of addresses to the BCC field.

 After the Addressing Method is selected there are several icons below the Recipients list that control additional options:

To prevent the member name from being displayed with the email address (i.e., to show "jsmith@myisp.com" instead of "John Smith <jsmith@myisp.com>", clear the "Show Name with Address" checkbox.
To search for one or more membership records and automatically add their email address(es) to the list, click the Search icon.
To manually add a new recipient to the list, click the Add icon. You will be prompted for the name and email address.
To change a recipient, select it and click the Open icon.
To delete one or more recipients, select the ones you want to remove and click the Delete icon.
To save the recipient list for future reuse (including the designations for the TO/CC/BCC fields if appropriate), click the Save icon. Enter a file name when prompted.
To reload a saved recipient list, click the Open File icon. Note that reloading a save list causes all addresses to be appended to the existing list. This enables you to open several saved lists to create a combined list.
If the Recipients list contains duplicate addresses, you can clear them automatically by choosing Remove Duplicates from the right-click menu.

 Settings Tab - This tab is used to control miscellaneous mail sending options.

 

 Enable Log - To generate a log of all communication with the email server (useful for tracking down problems), select the Enable Log checkbox. The current log file may be viewed by clicking the Open File icon to the right of the Enable Log checkbox. Note: Your password may appear in the log in plain text.

 Include Timestamp in Log File Name - Select this option to cause the log file name to include the current timestamp, for example, "mtemail071405183025.log" for a log generated July 14, 2013 at 18:30:25.

 Validate Address List(s) before Sending - Select this option to have the system check each email address for technical accuracy, i.e., the format of the address will be verified to conform to the requirements of a valid email address. This does not insure that the address itself is valid or that the mail will be delivered, only that the address is formatted correctly.  If this option is used, the check will occur just before beginning the sending process. If any problems are found, the offending address(es) will be highlighted in red italic text for easy identification, and you will be given the opportunity to stop the process to correct them.

 Transmission Control - If your ISP limits the number of messages you can send per minute, or per connection, typically to try to prevent mass unsolicited email distribution, you can enter the appropriate settings here to comply.

 Select the "Restrict the number of messages sent" checkbox, then enter the maximum number of messages that can be sent in a minute, or in a given connection (email session). If you select "per minute", the system will pause for 60 seconds between batches. If you select "per connection", the connection with the server will be broken and restarted for each batch.

 Note: If you are sending in Single Message mode with a number of addresses in the TO, CC, or BCC fields, "one" message can contain an unlimited number of recipients, unless limited by the "Max Recipients" setting (see below).

 Max Recipients - This option only applies when sending in "Single Message" mode. If your ISP limits the number of recipients that can be in a single email message, set the value here. If you enter 10 for example, the system will process the message several times, adding recipients from the To list, then the CC list, then the BCC list, until the maximum number is reached. Then the message will be sent, and it will start a new message and select new people from each list in turn, repeating the process until all addresses in the TO, CC, and BCC lists have been accounted for.

 Control Address - If you would like the system to send a final email to a specific address (as a check to verify that all messages were processed) enter that address here.  The email will be addressed to a person called, "Control Address" at the address you specify.  Note that if you are using the "Single Message" addressing option, this address will be added to the BCC list.

 Save Messages to Sent Mail - Select this option to save a copy of the mail message to the Sent Mail list. Note that it is important to understand that a message will be saved to the Sent Mail list regardless of whether it is successfully delivered. All the system knows is that the message was sent to the specified mail server for delivery. It does not know whether the server ever delivered it, whether it bounced back, or whether or not it was read.

 Request Read Receipt - Select this option to send a request that the receiving email program notifies you when the message is opened/viewed. Note that this is NOT fool-proof, and does NOT guarantee in any way that a message has or has not been received.  Many people turn off read-receipts because automatically returning receipts is guaranteed to increase the amount of junk email you receive (because that automatic reply tells the spammer that your address is a real or "live" one, and therefore a good candidate for even more junk mail). But if the recipient has their email software configured to allow receipts, this option will request one.

3The final tab is the Sent Mail Tab. This tab displays copies of email messages that were sent while the "Save Messages to Sent Mail" setting was selected. See Viewing Sent Mail for complete information about this tabpage.

 

 You can filter the list to only messages containing specific text. Enter the text to be found in the Find Text field, and choose the field (or all) to be searched. Click Search to filter the list, or Reset to clear the filter and show all messages again.