need to send a group email to just a section of your membership and the
Group Email Report in SAMS needs to be tweaked a bit, so you don't send
the email to the wrong people.
you’re in SAMS, go to reports by clicking on the printer button. Start
opening an existing report, map out to Q:\dapps\memb\reports\grpemail
and open it.
is currently formatted to send to all individuals who have an email address,
so you will need to narrow down the criteria based on whom you will be
sending your message to. You
can define your list based on any field in the individual table. In
this example, I am going to use the Mail Code.
the Selection Expert . Click
the field you want from the list.
the formula you plan to use. For
example, if you are using one criterion for the list, choose “is equal
you’re using more than one, choose “is one of”. These
formulas are easy to choose because they are written in sentence form.
the two-digit code you will be using. These
codes are defined in the Look up codes section of SAMS. Be
sure to use ALL CAPITAL LETTERS or the formula will not pull the data.
also need to capitalize the first letter of any other fields that you
want to base the report on since Crystal Reports is case-sensitive.
When you are
through selecting your data, refresh your report by clicking on the lightning
bolt button. Make
sure your report looks correct.
it is time to export your data to a text file so you can send your email.
export button . Select
Character-separated values (.CHR) as the format. The
destination is Disk File. Click
OK on the next screen. Check
both boxes on the next screen and click OK.
Use the SAVE AS function
to save your report. Make
sure you change the name to reflect what list you are creating. THIS
IS VERY IMPORTANT because you do not want to overwrite the standard Group
Email report! Your
report name can be up to thirty characters in length.
now ready to send a group
Utilities>Group Email/Fax. Select
the file you just saved. Create
your message and click send.