Broadcast a Newsletter

Use these instructions if you want to broadcast a Newsletter.  This function will automatically build the content of the email with the Newsletter content.  You can add text to the message as well.

To broadcast a newsletter:

1. If the Communications Center main menu page is not displayed,
   click the Features List link at the top of the current page, and then
   click the Communications Center Link in the Features list on the Home page.
   The Communications Center main menu page will be displayed.

2. Click the From Existing Newsletter link in the Create column of the main menu page.
   The Select newsletter page will be displayed so that you can choose the newsletter that you want to broadcast.

3. If you need to change the organization at this point, choose the organization from the Select Organization drop-down list at the top of the page.

4. Select a newsletter from the list and click the OK button at the bottom of the page.
   The system will ask that you identify the email format that you want to send, Plain Text, Rich Text, or both.

5. Choose the message format by clicking on the format description link:
   
   If you want to ensure that all recipients can read an HTML formatted email, choose Both Plain Text and Rich Text (HTML) Message Formats.  Choose this if you need to manipulate the text, insert graphics or links, or need to analyze the email later. 
   
   If you want to ensure that all recipients can read the email and you do not need to use the Rich Text formatting options, choose the Plain Text Message option.  This option will not allow you to use the Rich Text editing features or analyze the email at a later date.
   
   If you want to use the Rich Text formatting features and do not want to create the email in Plain Text as well, choose the Rich Text (HTML) Message option.  Most recipients will be able to read the HTML format, but there may be some that cannot.
   The respective email page will be displayed with the newsletter content included in the body.
    

6. Enter a subject for the email in the Subject text box.
   This field is required and must be entered before you add the Email addresses.

7. Click the Add Email Addresses button to set up the recipient list for the email.
   Click here for those instructions.

8. If you are using the Rich Text format, make sure the On radio button next to Rich Text Editing is selected, and then
   click here for instructions in using the Rich Text formatting tools.

9. If you are not using Both Plain Text and HTML, skip to step #12.

10. If you selected Both Plain Text and Rich Text (HTML) Message option, and have completed the content in the Rich Text portion of the page, click the Copy Rich Text Content to Plain Text Area button.
    The system will ask you to verify that you want to copy the text.

11. Click the OK button on the verify copy message box.
    The system will copy the content of the Rich Text message to the Plain Text box and will remove any special formatting options, etc.

12. If you want to add an attachment to the email, click the Add Attachment button and then
    click here for those instructions.

13. If you want to save the email as a Draft version so that you can edit it and/or send it later, click the Save as Draft button at the bottom of the page.
    The system will save your email and store it as a draft.  You can edit the email later by clicking Draft Messages under the Edit column of the main menu page.

14. When you are through creating the email, click the Send/Schedule Delivery button at the bottom of the page.
    The Send Message page will be displayed.  The page will display how the Send from and the Reply to Address information.  If using Pro, you will be able to choose to send the email immediately (default) or schedule it for delivery later (Lite will automatically send the email immediately).

15. If you are using Pro and need to change the Sent from or Reply to information, enter the information in the respective text box.

16. If you are using Lite or using Pro and want to send the email immediately, click the Send button.  Otherwise skip to the next instruction.
    The email will be scheduled to be sent within the next few minutes to the recipients on the Address List.  Skip to step #22.

17. If you want to schedule the email to be sent at a later date/time, click the Specify Date and Time radio button.
    The system will redisplay the Send Message page with the Date and Time option fields.

18. Enter the date in the Send Date text box, or use the Pop up Calendar to choose the date.

19. Choose the hour from the first Send Time drop-down list.

20. Choose the quarter-hour (minutes) from the second drop-down list.

21. Choose AM or PM from the third drop-down list.

22. Click the Send button.
    The system will schedule the email for delivery on the date and time specified.  The Send Message completion page will be displayed.

23. Click the OK button on the Send Message page to return to the Communications Center main menu page.
    The main menu page will be displayed. 
    A link in the Edit column (A message scheduled for delivery (n), where (n) is the number of messages scheduled) will be displayed.  These are the messages that are scheduled for delivery either in the next few minutes or at the scheduled date and time you selected.