Select the appropriate mailing option to send your email. There are 3 primary options available:
| 1. | Email to current contact. When the generate button is pressed, a single email is generated to the current contact in the lookup.
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| 2. | Broadcast to lookup. Send a single email to all the contacts in the lookup.
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| A Broadcast is to send the same email to the contacts in the lookup. ACT-To-Outlook Email breaks broadcasts into small groups of BCC (blind copy) and generates multiple emails for the lookup. Using this strategy, if your BCC limit is 30, you can reach 3000 recipients by sending only 100 emails.
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| You must limit the number of users in the BCC line because ISP's reject emails with large number of BCC recipients. ACT-To-Outlook Email also provides you with the capability to randomize each HTML email i.e. no single email is the same. Although the email looks the same to the viewer, it is actually different from a structural standpoint. This reduces the possibility of being rejected for spamming.
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| The preview option, when checked, displays a list of the emails that you want to send out before actually sending them.
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| Due to the nature of Broadcasting, no one-to-one field substitutions are performed on the email.
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| 3. | Mail Merge To Lookup. This option allows you to create a one-to-one mail merge with the current lookup. Each email is customized for each recipient.
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| As in BCC, you also have the capability of randomization of HTML as well as the Subject line.
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| Mail Merge send rate is controlled in the settings menu. ACT-To-Outlook Email provides you with parameters where you can control the number of emails that you want to send at one time and the time interval between sends. This is done by the spooler and you do not have to worry about it. We do not recommend that you send hundreds of emails in one sitting because the ISP may not allow you to do it.
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| Direct or Preview?
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| Broadcasts and Mail Merges can either be sent directly to the contact or through the preview panel. If you haven't sent the template email before, it is recommended that you use the preview panel. To send email first to the preview panel you must have the Preview Checkbox checked.
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| The preview panel allows you to see the results of the email before it gets sent. By double clicking on the preview panel you open the email for viewing under Outlook.
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| Preview Panel Commands
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| · | Send All – Send all the email in the preview panel list
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| · | Open – Open the selected email
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| · | Remove – Remove the selected email.
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| · | Remove All. Removes all the email in the preview panel list
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| · | Pause/Go Button. When pressed, this button will pause the broadcast/mail merge or instruct the mail merge to continue.
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| · | Stop. This stops the mail merge and no further records are merged. It does not, however, remove the emails so you can still send the emails that are listed. To remove the emails, simply Close the preview or click on the remove all button.
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Recording Options
| · | Record: Check this option if you want to record the sent email in the ACT! contact history. When unchecked, the email is not recorded in the ACT! contact history.
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| · | Confirmation: If you want to receive a confirmation email that the user has read your email, check this option.
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| · | Auto Update: When set, all updates on the templates are saved automatically
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| · | Fax: This option will insert a MAPI-Compliant fax number instead of the email address. Use it if you have Outlook setup to send MAPI faxes via the mail system.
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| · | HTML Flag: If you are running on an Exchange Network, this instructs the exchange server to consider this email and HTML Email.
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