Globally Add Records

Note: You must use a MAPI- (Messaging Application Program Interface) compliant email program, such as Microsoft Outlook, to globally send email. Review our system requirements for information regarding supported email clients.

  1. Add email addresses to constituent records with the appropriate phone type selected.
  2. In Administration, click Globally Add Record.
  3. On the Global Add screen in the Add drop-down, select Email.
  4. Click Include and select All Constituents or Selected Constituents (based on a query). If using Selected Constituents, browse for and select the appropriate query.
  5. For the Send email message line, select the appropriate option:
    • To each constituent: This option creates an individual email message for each recipient. Only the individual constituent's name appears in the To line, preventing the email recipient from seeing the list of other recipients. This is equivalent to using the BCC field in an email message.
    • To group: This option sends one email message to the whole group and allows each recipient to see the names of all the other recipients in the To line. You may want to use this option when you email your board members.
  6. If appropriate, mark the Create Control Report and Create exception query checkboxes (recommended)
  7. Click Enter Email Now
  8. Click Yes when this prompt appears: Are you sure you want to add this email to all of the selected records? This prompt is to warn you that you will send an email to each record selected under the Include button
  9. Enter the subject and compose the email message
  10. Click Send Now
  11. If the prompt "A program is trying to access email addresses you have stored in Outlook. Do you want to allow this? If this is unexpected, it may be a virus and you should choose No." appears, click Yes until all the messages are sent. For more information, refer to BB29989.
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Microsoft Outlook using an exported data file

You can send emails to your constituents using an export file. Advantages of this method include exporting multiple email addresses for the same constituent and using an email address other than the one stored on the Bio 1 tab.

  1. Export the constituents' email addresses. We recommend exporting to Excel. 
  2. Open the export file
  3. Select a column containing email addresses
  4. Copy the data in the column into the To or BCC line of the email message.
    • Use the To line if you want each recipient to view other recipients' email addresses.
    • Use the BCC (blind carbon copy) line to prevent a recipient from viewing other recipients' email addresses.
  5. If using Microsoft Outlook or Outlook Express, press Alt + K to automatically format the email addresses and separate them with a semicolon
  6. Repeat steps 3 through 5 for each column containing email addresses in the export file
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Microsoft Word using a mail merge

  1. Export the constituents' email addresses and any additional fields to include in the email. Select the Microsoft Word Merge File format and mark the Include Header Record checkbox.
  2. Open a new document in Microsoft Word. Locate the merge steps for your version of Microsoft Word below. Please note your version of Microsoft Outlook and Microsoft Word must be the same in order to perform the merge.

Microsoft Outlook 2007, 2010, or 2013 and Microsoft Word 2007, 2010, or 2013

  1. Select Start Mail Merge, Email Messages from the Mailings menu
  2. Choose Select Recipients, Use Existing List. Browse to the folder where you saved the export file from Raiser's Edge. Change Files of type to all files as the file has a DAT extension. Double-click on the file to select it
  3. Create the email using the formatting options within Microsoft Word. Locate the merge fields from Raiser's Edge in the Insert Merge Field dropbox
  4. Click Finish & Merge, Send Email Messages
  5. On the Merge to Email window, enter the subject line and select the phone number field in the To dropbox. This tells Microsoft Word which field is the email address. If you have multiple phone number fields, process the merge once for each instance of the field. Or, open the export file in Microsoft Excel and combine the emails into one column
  6. Click OK to process the merge

Note: The From address for the email will be the email account you have open on your machine.

Microsoft Outlook 2003 and Microsoft Word 2003

  1. Select Tools, Letters and Mailings, Mail Merge from the menu bar
  2. On step 1, mark Email messages as the  Document Type and click Next
  3. On step 2, mark Use current document and click Next
  4. On step 3, mark Use an existing list and click Browse. Navigate to the location where you saved the export file from Raiser's Edge. Change Files of type to all files as the file has a DAT extension. Double-click on the file to select it
  5. On the Mail Merge Recipients window, verify all of the rows are checked, click OK, and click Next
  6. On step 4, create the email using the formatting options within Microsoft Word. Locate the merge fields from Raiser's Edge in the More Items link. Click Next once the email is completed
  7. On step 5, click Next: Complete the merge
  8. On step 6. click Electronic Mail
  9. On the Merge to Email window, enter the subject line and select the phone number field in the To dropbox. This tells Microsoft Word which field is the email address. If you have multiple phone number fields, process the merge once for each instance of the field. Or, open the export file in Microsoft Excel and combine the emails into one column
  10. Click OK to process the merge

Note: The From address for the email will be the email account you have open on your machine.

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Using Online Express

Please refer to the following Knowledgebase solution for this process:
How to send an email in Online Express (includes video demos)


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