You can send an email message to a customer if the following applies:
■ An email address exists for the customer in the E-mail field of Customer > Manage customers
■ You have Internet access
■ You have an email client system that is MAPI compliant (such as Microsoft Outlook)
Sending an email to an individual customer will generate an activity record for that customer if you have created the EMAIL activity type.
To email a customer from the Manage customers window
1. From Customers, select Manage customers.
2. Find the customer's record.
3. Select the E-mail icon on the E-mail field. The email message window opens for the email client system that you have.
4. Enter text for the email.
Note: If you use Outlook 98 as your email client, the autosignature will not work when you use the E-mail icon on the Manage customers window. This is a MAPI limitation in Omnis. As a workaround, manually insert the signature at the end of the email message.
To email a letter to a customer using QuickLetter
1. From Customers, select Manage customers.
2. Find the customer's record.
3. Select the Letters tab.
4. Click New Letter to open the Membership Standard Letters window.
5. Select Standard Letter to open the Letter Find window and select a standard letter to modify.
6. Enter text for the letter.
7. Click E-mail on the Letter Text window to open your email client system's message window.
8. Select Send.
To email a letter to multiple customers using QuickLetter
1. From Customers, select Generate reports to open the Generate reports window.
2. Select Letters from the Report Types field.
3. Select a letter in the Available Reports field to open the Member/Contact Selections window. Only certain letters will generate an email.
4. Click Run.
5. Select the customers you want the letter to be emailed to by selecting the appropriate options on the Member/Contact Selections window.
6. Click OK on the Member/Contact Selections window to send the email and open the View E-Mail Results window.
iMIS generates a detailed email Results list of the selected customers. The letter is emailed only to those customers that have an email address listed in the E-mail column. Those customers that are not sent the email are listed in the Error column of the list. The error “Email Address is Blank,” indicates that the E-mail field of the customer's record does not have an email address listed.
7. Click Print on the View E-Mail Results window to print the results.
8. Click Close to close the Member/Contact Selections window.
To send a broadcast email from Microsoft Word using an email merge
1. Make sure the Name.EMAIL field has been added to the iMIS export file.
2. Set up a Mail Merge in Microsoft Word by selecting Tools> Mail Merge.
3. When you are ready to Merge the data with the document (Step 3 in the Mail Merge process), select Merge.
4. Select the drop-down menu and select Merge to Electronic Mail.
5. Select Setup and choose the Email field as the Data field with Mail/Fax Address.
6. Select whether to send the document as an attachment.
7. Click OK in the Setup window.
8. Select Merge. The email will automatically send to all records included in your merge.
To view a customer's email activity record
1. From Customers, select Manage customers.
2. Find the customer's record.
3. Select the Activities-All tab.
4. Select Email from the drop-down list.
5. Select an email activity to open the Activity Detail window. The text that displays in the Email Text field is dependent upon how the email was sent:
□ If the email was sent using the Email option on the Letters tab, the Email Text field displays the text of the email.
□ If the email was sent using the Email option on the Manage customers window, the Email Text field displays the location from where the email was sent.