How do I e-mail all my clients?

In addition to e-mail hyperlinks, which let you generate an e-mail message for the address(es) that display in a single field, WebCATS features a mass e-mail generation feature. This feature lets you send an e-mail to a grouping of client or contact records, or to the members of a conference attendee list.

The following set of steps outlines how to send an e-mail to all of your clients, a common scenario, but you can easily extrapolate from these steps to determine how to send an e-mail to any grouping of client records, contact records, or attendee list members.

To e-mail all clients:

  1. Select View|Clients/Pre-clients.
  2. From the Client Views field’s drop-down menu, verify that the view is set correctly (e.g. does your definition of “all clients” include pre-clients, or is it active clients only?).

    If you want to e-mail clients from centers other than the current active center, you’ll need to create a client subset. For more information on subsets, see the FAQ titled How do I create a subset?.

  3. Once the appropriate grouping of client records is displayed, click the E-mail button.
  4. WebCATS prompts you to exclude e-mail addresses that belong to records with the Include on mass e-mailings? option deselected.
  5. In the WebCATS e-mail screen, compose your e-mail message.

    6. You cannot apply any special formatting or include attachments from WebCATS' e-mail screen. If you require that your e-mail message contains special formatting or imported objects, consider copying the e-mail addresses from the Bcc field and pasting them into another e-mail application, as discussed in the FAQ titled How do I e-mail attachments?.

  6. Modify addressing information as needed.

    7. The From field address defaults to the current active center's e-mail address, based on the e-mail address entered in the center record, if present. If an e-mail address is not present for the center record, the From field defaults to the center's Softshare mail account, based on the Softshare Account value entered in the center record. Although you cannot modify the "From" address for your WebCATS-generated e-mails, you can change their reply-to and display addresses, if needed.

  7. When you are finished composing and addressing your e-mail, click the Send button.
 

Want more? Browse our extensive list of WebCATS FAQs.

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