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Tips and Tricks - Address Book

 

 

How to Email a Group using Address Book:

Step 1:  Create a Distribution List Report from Address Book

  • From the Address Book button, select Address Book Report, and the desired report format.

  • Create and Save the Report.  (For sites using Document Management, the Report should be saved outside the document management system.  Local Save As)

Optional: If an Address Book Report does not meet your needs you may also do the following:

  • Create a New Blank Document

  • From the Address Book button, select Insert Address Book Records(s)

  • From the dialog click the Address Book button, search and select the recipients desired.

  • From the Format Data tab, add the Fields you desire and also include the Email Address field.

  • Select Table Format, and click OK.

  • Save the Report.  (For sites using Document Management, the Report should be saved outside the document management system.  Local Save As)

                Note the path and location of the Report for use in Step 3.

Step 2:  Create your e-mail message

  • Create a New Blank Document, and type the text of your e-mail message.

  • On the View menu, select Toolbars, and check Mail Merge.

  • From the Mail Merge toolbar, click the first toolbar icon Main Document Setup

  • Select E-mail messages as the Document Type and click OK.

Step 3:  Hook your e-mail message to the Distribution list

  • From the Mail Merge toolbar, click the second toolbar icon Open Data Source.

  • From the Select Data Sources dialog, navigate to, and select the report saved in Step 1 (above), and click Open.

  • From the Mail Merge toolbar, click the third toolbar icon Mail Merge Recipients and review the list.  Verify each name includes an email address in the Email column.  Uncheck any recipients who do not have an email address in the email column and click OK.

Step 4:  Send your e-mail message

  • From the Mail Merge toolbar, click the next to the last toolbar icon Merge to E-mail

  • From the Merge to E-mail dialog, enter the desired options.

WARNING:  When you press OK to the Merge to E-mail dialog, your message will be sent to all recipients.  Press Cancel to make any modification to your distribution list or email message.  Only press OK when you wish to execute the send of the e-mail messages.