You can use the Mailing option to send emails to multiple people at once, manage recipients, send emails by a third-party provider and track results.
📌 Note: There's no limit to the number of recipient lists on a mailing, however, we don't recommend having very large mailings.
Create a mailing
To do this, follow the steps below.
Click CRM, then Mailing.
Click New, then New Email Mailing.
Complete the following fields:
Title: The name of the mailing.
Mailing ID: You can change the ID to something unique to the mailing.
Method: This is set to Email but you can change it if necessary.
Source: This is greyed out, as this field determines the form which the data is merged from.
Exclude Ref: To exclude contacts included in a previous mailing, select the ID.
Purpose: Specify the purpose for the mailing (for example, Events).
Preference: Specify the type of mailing (for example, Newsletter).
Mailing is for DM: Specify whether the mailing is for direct marketing.
Click Save.
Once the mailing is created you will go through the stages below.
Create list
In this workflow stage, you can use the following options:
Load: Select the appropriate method to load the contacts. If you're loading a group, you need to create the list from either the Contact or Groups form.
Exclude: Exclude the relevant contacts from the mailing.
Too Many Mailings Protected: Set a limit for the number of mailings a person or organisation receives.
Set Purpose/Preferences: Set the mailing preferences for the contacts in the mailing.
Reload: Remove any contacts that you've previously loaded into the mailing and reload the selections.
📌 Note: You can't load contacts to a mailing from a different area of the system than you created the mailing, for example, you can't load contacts from the Contact module into a mailing from the Event module.
Recipients
When you load the contacts, the results of how many people have a do not contact preference or have missing contact information show in the Summary area of the Details tab.
To view information about contacts included in a mailing, on the toolbar, click Recipients. This opens the Recipients form where you can override the do not contact status for the current mailing. You can also amend the address details along with the preferred method for the mailing.
When you create the mailing list, click Configure workflow stage.
Configure
The following options now appear on the toolbar to help put together the mailing:
Fragment: Sort the mailings into groups.
Dedupe: Enables the de-duplication check on households, addresses and mobile numbers. You can also merge records together.
Mail Blocks: This action clears the Do Not Mail field for all individuals in the mailing, so you can mail them.
Once you've configured the mailing list, click Send workflow stage.
Send
To send emails with Microsoft Outlook, follow the steps below.
📌 Note: You need to install the correct Microsoft addins before you can do this.
Click Create Email and select Send with Outlook.
Tick the relevant mailing method boxes, then click Select.
Enter any text you want to include in the body of the email then add any attachments as required.
In Microsoft Outlook, click the Access Charity CRM Add-in button.
If not already logged in, you'll be asked to log into Access Evo via the addins.
For any contacts that are not already within Charity CRM, Click Add Contact to create a new record if needed.
Click Log Email, then Next.
Fill out any extra details of the mailing that is required.
Click Log Email to send the record to Charity CRM.
Click Recipients to check that the contacts have received the letter.
On the Mailings form, contacts will be marked as Mailing Sent.
Click the Details tab to check the total number of recipients.
Additional options at the Send stage
Export: Export the email to CSV, PDF or Excel format.
Reset: The options available on the drop-down are:
Reset Sent Contacts: This clears the Mailing Sent check box for all recipients of the mailing, enabling you to merge them again.
Reset Templates: This resets all the templates you previously allocated for the mailing and enables you to select new templates.
Create Source: Create a source code for the mailing. For example, a mailing might send out a specific appeal or campaign for which donations are expected. Setting up a source code enables you to associate the payments with the mailing.
Once you send the mailing, click Complete workflow stage.