Mass Emailing from Partner XE and Outlook

1
Mass Emailing from Partner XE and Outlook

• John C Heinsz, CIC
• President, NASPA

2
Create your list in XE

• Go to the
• Client
• Navigation
• Screen.
• Click the
• Magnifying
• Glass, next
• to Search

3
Advanced Client Search

• In the Phone/Email
• field, put an _at_ sign.
• Then choose Client
• Status or Client Type,
• or both if desired
• (Such as Active Clients and/or Personal)
• You can further narrow
• the list by using any of
• the other Options in
• these fields
• Then click OK

_at_
4
Exporting List

• Once have the list you want to use, just place
  your cursor anywhere in the list and right click
  your mouse. Choose Export.
• You will have to name the list and save it to a
  folder Desktop or My Documents.
• This will be saved in an Excel format and document

• REFINING SEARCH
• List will show all emails in your client base.
  If you wish to further refine the search, use the
  binoculars. You can choose a specific Producer,
  CSR, etc.

5
Moving List to Outlook

• In Outlook, click on File (in upper left
  corner) and go to New and choose Folder
• As shown on the right, name the folder and in
  Folder contains choose Contact Items. Then
  choose where you want to keep the folder in your
  Outlook folder list and click OK.
• Outlook will ask if you want a Shortcut on your
  Outlook Shortcuts Barif opt NO, then it can be
  accessed by going to View and Folder List

6
Importing

• Click File, Import
• Choose Import from another program or file
• Then choose Comma Separated Values (Windows)

7
On to the Next Screen

• Youll choose the file to import. Click
  Browse and choose the file you saved from XE.
• Decide which Options you want and click Next
• Choose which folder you want to save the contacts
  in and click Next

8
Map Custom Fields
Choose the Import box on the next Screen and
then click on Map Custom Fields

• You will need to move a Value from the left
  side to a Mapped Value on the right by clicking
  on the Value and dragging it to the Field on
  the right. Client Name and Email/Web are the
  minimums that should be transferred.
• Click OK

9
Final Steps

• When returned to the Import file screen, just
  click on Finish
• THATS IT!
• Now open an email, decide if you want to put
• your message in the body of the email or
• add as an attachment and then send to your
• Contact List you have created!

10
TIPS

• If you dont want your clients emails to be
  shown or open to everyone, add these in the Bcc
  or Blind Copy line, this way no one can copy or
  use as a mailing list.
• Use your email address or a CSRs as the Send
  To address. This will show you as the main
  recipient, so your client will see the name and
  not think it is Spam!
• If want to send based on CSR or Producer,
  remember you will need to email from that
  persons Outlook Email Account. This will put
  your name as the sender, again hopefully avoiding
  the Spam filters.
• This will not automatically save a copy in XE.
  If you use the Blind Copy technique, you can save
  the Sent copy in a folder for your records.
  This will show what was sent, to whom and when.
• If you routinely get responses or Read notices
  when you send an email, be ready to get a lot of
  them! Either turn this off for this email or be
  ready to process them.