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.

Choose the individual standard module on the left side of the window, then choose Groupemail from the list of reports on the right side and Right Click to Edit Report.  Make sure the search criteria is set to serve your needs - this is accomplished through SAMS Report Writer.  Once you are confident the selection criteria meets your needs, preview the report and then export to a text file.  

*You only need to edit in Report Designer 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.*

While on the Design tab, select FILE on the menu bar and choose PRINT TO FILE SETUP.

Select the file type as comma delimited.  Click on File if you want to rename the email list.

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


While still on the Design tab, select FILE on the menu bar and choose PRINT.  Click on the box for Print to File to turn this feature on.  It should display the path and name for the text file.


Go back into SAMS.

From the top toolbar, select utilities and then group email/fax.

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.