Performing a mail out

1. To perform a mail out to contact or group of contacts, highlight Mail from the main menu and click Perform mail out.
    

2. Select the type of mailing you want to create by clicking the Letter, Envelope, Label, or Postcard icon.
    

3. Use the drop-down list box to select a template category.
   
   NOTE: Click Communication library if you want to switch to the Communication library.
    

4. Select a template from the list and then, either:
    

   • Click Next.
      

   • Click Change template for this mailing only to customize the template for this mailing only. If you edit the template and then change your mind, click Restore original template. Click Next.

5. Select one of the tabs on the Perform mail out - search contacts page, depending on which type of contact search you want to perform:
    

• Quick search - select this tab to perform a search by selecting one of the options: Last name, First name, Contact type, Search templates, Street name, City name, State name, Company, Phone numbers, or Email address. Type the corresponding information in the Search for text box, then click Start search from the control menu.

NOTE: To display all contacts, leave the Search for text box empty and click Start search.
 

• Advanced search - select this tab to perform a more detailed search. Click the Search category drop-down list and choose an option: Contact Information, Property Statistics, Present/Future Home, Listings/Closings, or Other. The Search criteria grid displays the available search criteria within the selected category. Build your search query, then click Start search. For more information on performing an advanced search, click here.

NOTE: You can save your advanced search query by clicking the Save Search link. Similarly, you can use your previously saved search templates to perform the advanced search by clicking the Search templates link in the bottom left corner of the page. For more information on using saved search templates, click here.
 

6. When the search results are displayed in the Available contacts grid of the Perform mail out - select contacts page, highlight the contact(s) to whom you want to send the mailing and click Add. The selected contacts appear in the Selected contacts grid.

• each list has a Total count link located at the bottom of the page. Click the link to get an instant tally of how many records appear in each list.

7. Click Next.

8. The Perform mail out - view or edit [mail type] page opens, enabling you to view and edit the mailing for each recipient. For multiple contacts, use the <Previous contact and Next contact> links to toggle between contacts.   

9. To change the mailing information for a contact (name, address etc.), click the Change mailing info link at the top right of the page. Update the information in the Change mailing info dialog box and click OK. The contact record and correspondence will be updated.
   
   NOTE: If you need to change a contact's mailing information AND edit their correspondence, you must edit the mailing information first.

10. Click the Show contact list link to expand the view to display all of your selected recipients. The link changes to Hide contact list to return to the original view.

• Click the Sort mail by drop-down list to sort the contacts by Last name, Street name, or Zip code.

• Highlight a specific contact to customize the mailout. Make changes in the editing area, using the links at the bottom of the page to insert picture merge codes, text merge codes, and marketing links. Click Save after editing each recipient's mailing.
   

• Click Reset to revert the template to its original state.
   

• Click Delete to remove the selected contact from the mailing.
   

11. If your mail out is still in the editing stage and you need to print it several times for review, click the Print icon from the toolbar. This ensures that the mailing remains in the Perform mail out wizard and is NOT marked done.

12. When your mailing is ready:
     

    • Click Print now from the control menu to print the entire mailing now. Once done, the mailing activity is considered complete and is automatically stored in the contact history section of each contact record.
       

    • Click Print later to schedule the mailing for printing at a later date. When the Print later dialog is displayed, enter a personal Description of the mailing, the Date you want to print it on, and the user to assign it to. The mailing will appear in Today's business on the scheduled date. Click OK.