Emailing customers

You can send an email message to a customer if the following applies:

  • An email address exists for the customer in the E-mail field of Customer > Manage customers
  • You have Internet access
  • You have an email client system that is MAPI compliant (such as Microsoft Outlook)

Sending an email to an individual customer will generate an activity record for that customer if you have created the EMAIL activity type.

To email a customer from the Manage customers window

  1. From Customers, select Manage customers.
  2. Find the customer's record.
  3. Select the E-mail icon on the E-mail field. The email message window opens for the email client system that you have.
  4. Enter text for the email.

    5. Note: If you use Outlook 98 as your email client, the autosignature will not work when you use the E-mail icon on the Manage customers window. This is a MAPI limitation in Omnis. As a workaround, manually insert the signature at the end of the email message.

To send a broadcast email from Microsoft Word using an email merge

  1. Make sure the Name.EMAIL field has been added to the iMIS export file.
  2. Set up a Mail Merge in Microsoft Word by selecting Tools > Mail Merge.
  3. When you are ready to Merge the data with the document (Step 3 in the Mail Merge process), select Merge.
  4. Select the drop-down menu and select Merge to Electronic Mail.
  5. Select Setup and choose the Email field as the Data field with Mail/Fax Address.
  6. Select whether to send the document as an attachment.
  7. Click OK in the Setup window.
  8. Select Merge. The email will automatically send to all records included in your merge.

To view a customer's email activity record

  1. From Customers, select Manage customers.
  2. Find the customer's record.
  3. Select the Activities-All tab.
  4. Select Email from the drop-down list.
  5. Select an email activity to open the Activity Detail window. The text that displays in the Email Text field is dependent upon how the email was sent:
    • If the email was sent using the Email option on the Letters tab, the Email Text field displays the text of the email.
    • If the email was sent using the Email option on the Manage customers window, the Email Text field displays the location from where the email was sent.