ZLC Ministry Scheduler -- Emailing the Schedule

The current (502) versions of our system have some special features built in to assist with emailing schedules to your ministers.  The first consideration here is which ministers have email addresses and which do not.  Then there is the question of how to best utilize emailing versus printing, posting, distributing schedules.

So we first added some functions to assist you in maintaining the email addresses.  First, we have moved the email address box onto the PEOPLE -- LIST OF MINISTERS screen so you can sort by email box, and thus get all of the blank ones at the top of the list.  This allows you to easily see and count the empty ones, and possibly to "mark" them using the "MAIL?" checkbox, if desired -- to facilitate generating email labels for only those who do not have email addresses, for example.  You sort the list by clicking in the desired box (the Email Address, in this case) for any person, then go to the pull-down menus at the top of the ACCESS screen and use RECORDS--QUICKSORT.  You will probably later want to re-sort on the NAME box, to get them back into Name order.

Once you have the email addresses entered, you will note that when you select people for the people reports that you get a new box (at the upper left of the SELECTED PEOPLE screen) that holds all of the email addresses for the selected people, separated by semicolons.  Next to that box are counts of how many of the selected have email addresses in that box, and how many selected people had no email address.  This tells you how the email address maintenance is doing, and it gives you an easy way to copy-and-paste all of the selected emails into the CC box of any email software you are using (or the BCC box if you want blind CCs).

This allows you to email just about any message or attachment to any set of selected people: just create your email, complete with text and desired attachments, then select your set of people and paste their emails into the CC box of your email message.  The attachments can be a schedule from PRINT, previewed and sent to WORD, or any other file you want to send to some or all of your ministers.

There is also an equivalent email address box generated for the PRINT--SELECTED SERVICES screen, which contains all of the available email addresses of just those people included on the specified schedule.  Thus you can preview the schedule and send it to WORD document, then create an email (in your email software) with that document as an attachment, and paste the email-addresses into the CC box…  We also recommend that you make the main (none CC) address of the email that of your church, so that you receive a copy just the way the others receive it.

In our DELUXE edition we have built in even more email functionality.  You can compose your email right within our system and send it from there straight to your email software.  This is accessed from the SELECTED PEOPLE screen using the GO TO EMAIL button.

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