How to Group Email

When you need to send an email to more than one recipient, you can use the Group Email/Fax function on the Utilities menu in SAMS.  The screen looks similar to that of the regular email function, but allows you to send the email to a file.  You can create the body of the email first and then attach the file later if you like.

You must create the text file by choosing the report button on the top toolbar.  At the top of the Report Designer Window, if you have a choice of Report Types, choose Crystal.

Choose the individual standard module on the left side of the window, then choose grpemail from the list of reports on the right side and select the START CRYSTAL button in the top left corner.   Make sure the filter is set to serve your needs - this is accomplished through Crystal Report Writer.  Once you are confident the selection criteria meets your needs, preview the report and then export to a text file.  (For directions, see How to modify group email reports.)

*You only need to open Crystal if you plan to make changes to the original report selection criteria.  If you want to run the report as is, simply double click on the report in the list and run it from SAMS.  Proceed to export the report by following the steps below.*

Choose the export file button

Select the character-separated values (CHR) format with a disk file for the destination.


Use the same number and date format as in the report.


Accept the default separator and delimiter values.


Save the text file to Q:\dapps\memb\data\out directory.

Go back into SAMS.

From the top toolbar, select Utilities and then Group email/fax., Send

In the To File field, locate the export file in Q:\dapps\memb\data\out (or wherever you saved it) by using the button.

Complete the remaining fields, and then send.  If you are not using Blind CC and want to send a separate message to each individual, then you have the option of including a salutation of not. 

Please note:  To send email in HTML please place a checkmark in the "Use HTML Format?" box.  You must cut and paste the actual HTML source code for the message from an application that creates HTML documents.  To include a graphic image, the HTML page must include the image source code to insert it (graphic image must reside on your internet web site).  An example of this source code is:
<img src="" alt="Tennessee Restaurant Association" height="110" width="750" />

FYI, if you have a signature listed in your User record under Utilities (Email Signature tab), it will be included at the bottom of your HTML email.  Be sure to remove the information from your record in Users before sending a Group Email by HTML if you already included it in your source code message.


Should you receive the following window:

There is an option set in Outlook (Express) that asks you to verify sending an email any time some program other then Outlook (Express) tries to send an email. Go to Outlook (Express) Tools> Options > Security.

Uncheck the "Warn me" box if you don't want to receive this message.

If using HydraFax, it will create a file which you will then have to send to HydraFax.  Please refer to the HydraFax user's guide.