Email Newsletter
Summary:
The information detailed in this document should be used when sending out mass newsletter mailings via Email. ABELDent's Report Generator scan will be used to produce a list of all patient files which contain an email address* entry in the patients 'Personal tab'. This information is then exported into Microsoft word and uses the 'send email' function through word.
*This field should only be used for email entries. Do not enter note information (for example) into this field. This report cannot distinguish note entries from email addresses and will attempt to send an email to any patient with an entry in that field.
The example provided is quite simplistic. Contact support if you require assistance in using more patient file information for the export to word.
Steps:
1. Open ABELDent.
2. Select Reports, then Generator from the menu.
3. At menu, select Table Selection, click OK.
4. Select table:
Patients
Extra Information
5. Click OK.
6. At menu, select Field Layout, click OK.
7. At "Patients" file field parameters enter the following field values: leave all others at their default:
PID o 0 Y
Last Name o 0 Y
First Name o 0 Y
Mr/Mrs/Ms o 0 Y
8. Click OK
9. At "Extra Information" file field parameters enter the following field values: leave all others at their default:
Email Address 0 Y
10. Click OK
11. At menu, select Criteria Entry, click OK
12. At "Selection of Records", enter the fields as indicated:
Email Address: a
To: z
13. Leave all other fields at their default. Click OK.
14. At menu, select Generate Report, click OK
15. After scanning for records that meet the criteria entered, the Report Generation screen will display.
16. Click OK
17. At Report Generation Print Report?, select Preview (You are not required to print this list, but you can review it on the screen to confirm its content).
18. Click Close button to close the preview window.
19. At menu, select Export Results, click OK
20. At Create Merge File, enter a Merge format of M
21. At Output File, enter a name such as: email.doc (NOTE: the name 'email' can be edited to whatever name you prefer, but the .doc extension must be used)
22. Click OK
23. Click YES at "Touch 'Y' to create merge file.
24. This will return you to the Report Generator Menu
25. Click Save As and click OK
26. At Filename, enter EMAIL and click SAVE
27. This will return you to the Report Generator Menu
28. Click Cancel and No
Using Exported Report Generator .doc Merge into Microsoft Word to send email
1. Minimize or close ABELDent program.
2. Open the Microsoft Word.
3. From the toolbar, select Tools, then Letters and Mailings and select Mail Merge
4. At Select document type, select the option: E-mail Messages
5. At Step 1 of 6, click on Next: Starting Document
6. At Select Starting Document, select the option: Use the Current Document
7. At Step 2 of 6, click on Next: Select Recipients
8. At Select Recipients, select the option: Use an Existing List
9. At Use an Existing List, click on BROWSE button
10. The Select Data Source window will display. At "Look In", click on the drop down list to navigate to the location of your ABELDent directory on this computer. Generally this will be found on either your C or D Drive. You will be locating the exported report generator document, which in this example was called 'email.doc'. Double click on email.doc.
11. The File Conversion window appears. Click OK.
12. The Mail Merge Recipients window appears. (This is a detailed list of all recipients who are about to receive this email. You can review the list and exclude names from receiving this email by 'unchecking' their box).
13. Click OK when your review is complete.
14. At Step 3 of 6, click Next: Write Your E-mail Message
15. Setup your email message.
You will be using the "Insert Merge Field" option to insert the commands for the patients name. This will personalize** each email. **As was indicated at the beginning of this document, this merge is very simplistic in that it only details how to merge patient name information in this email.
If you require more information to be merged such as patient address, contact information, appointment information, financial information, this is possible. Contact Dental Support for further assistance.
16. Position your cursor at the point where the patient name should be inserted. (Generally after the word "Dear" plus one space)
17. At Write Your Letter, click on More Items
18. The Insert Merge Field window displays
19. Select First Name from the list, click Insert then click Cancel
20. The merge field will appear in the template as <<FirstName>>
21. Add a comma. As an example, the resulting merged file will look like this: Dear Jenny,
22. At Step 4 of 6, click Next: Preview Your E-mail Message.
23. At Step 5 of 6, click Next: Complete the Merge
24. At Complete the Merge, click on Electronic Mail
25. The Merge to Email window appears.
26. At To: field, click on the drop down list and select E-mail-address
27. At Subject Line: enter an appropriate subject, (this will appear in all emails) for example: Patient News from Dr. Smith
28. At Mail Format, leave at default of HTML or reselect your preference.
29. Click OK, this will send all email messages.
30. Close Microsoft word.
Product (s): ABELDent version 6.01 B02. Microsoft Word Version 2002
Category: Email
Classification: Public
Date Created:
Created by: KaM