With sending a mailing, a mailing letter can be sent to a selected group of contacts.

 

With help of an earlier composed selection, the desired contacts (customers, suppliers) can be selected. This makes it simple to send an offer to a group of trading companies in a certain region (or zipcode area). For this, it is important that the attributes structure is correctly built-up.

 

Via Communication -> Send mailing a selection window will open. In this window there are all available selections. By placing a tick, that selection will be chosen. It is also possible to include multiple selections in the mailing.

 

If the desired selection is selected then with [Next] there is gone to the next window in the wizard.

 

In this window, the mailing letter is chosen. The letter can be altered here (see example).

 

The archiving of the letter makes it that for every contact an attribute is saved with a link to the used mailing letter.

 

Insert at 'Attribute' an attribute that can easily be found back in the archive. This also applies to the remark.

Example: The new week offers have to be sent to an amount of nurseries. The letter already has the standard format. Now the offer has to be put in the letter. Create a stocklist for this. Put the desired offer lines in the stocklist and export the lines to Excel.

 

Copy the lines from Excel into the mailing letter.

 

Below an example of a formatted mailing letter. The letter header is present in the letter.

 

 

After editing the letter, save it with the button [Back to Office Manager].

 

By clicking on [Next] the window becomes visible where a subject and message can be typed. This information is only used when letters are sent by e-mail.

 

It is possible to send extra attachments. This is only applicable to e-mail messages.

 

On the next window can be seen what contacts are selected. It is possible here to add or delete contacts.

In the following window an attribute can be altered for all contacts that are included in the selection.

 

In the dropdown listbox are all attributes with values visible. An attribute can be turned on or off and an existing attribute can be changed to another attribute (value).

 

With this a (big) group of contacts can easily be provided with a certain attribute.

 

 

The following window is the last window of the mailing. The output is shown on screen:

 

There are five options:

• Everything thru post; all mailing letters are printed on the selected printer.

• First fax, next post; the mailing to contacts with an entered faxnumber are sent via the modem (ActiveFax), for the remaining contacts the mailing will be printed.

• First e-mail then post; the mailing to contacts with an entered e-mail address are sent by e-mail, for the remaining contacts the mailing will be printed.

• First e-mail, then fax, next post; the mailing to contacts with an entered e-mail address are sent by e-mail, then there is checked on the availability of a faxnumber for the remaining contacts, the mailing is then sent via the modem. For the remaining contacts the mailing letter will be printed.

• Create extended merge file; With this option an export to Excel is made of the contacts with all available information. So no letter is sent. Address information, customer information etc. are exported in the Excel-file.

 

There can be indicated on what day and time the mailing letters have to be sent via fax. With the button [Complete] the mailing will be sent. An information window will then pop-up with in it the used document, the amount of selected contacts and under which attribute it will be archived. Choose for 'Yes' and the information will be taken from WinTree Office Manager and Microsoft Word (or RTF) and combined to then be emailed, faxed and printed.