Create and Schedule Bulk Email

These instructions are designed for creating and sending an email to all contacts announcing the availability of the latest issue of Bulletin online. However, it would apply for any bulk email

1. Select Search > Find Contacts.
2. In Edit Search Criteria, select Individual.
3. On the right side of the page, select Advanced Search.
   1. Under Contact Type(s), select "Individual". (For most corporations the owner is a contact on CRM.)
   2. Exclude "Do not Email" and "No Bulk Emails."
   3. Click on [Search]
4. Select All Records and in [Actions] select "Email - schedule/send via CiviMail". If the number of records is small, use the "Send Emails" option instead. This will skip the next two steps and will send the email once you have completed preparing the email/Template. However it does not provide the mailing reports. 
5. On the Mailing page
   1. Name the mailing "Bulletin 2017 Summer" (as applicable)
   2. For Unsubscribe Group select Test Mailing List
   3. Check the box [Remove duplicate emails]
   4. Ignore the section for Additional Mailing Recipients and click on [Next]
6. On the Tracking page,
   1. Note the Total Recipients. This will indicate how many times you will need to trigger the mailing.
   2. The boxes should be checked for Track Click-throughs? and Track Opens? But not for Track Replies.
   3. Click on [Next]
7. On the Mailing page
   1. Select the appropriate From Email Address
   2. Select the appropriate Template; use "Bulletin email year-end" for the winter Bulletin and "Bulletin Email" (upper case 'E') for others.
   3. Modify the Subject as required
   4. Choose Compose On-screen
   5. Copy and paste the content of the Bulletin News item into the body and make any required changes
   6. Do a Spell Check
   7. Check the box to Update Template
   8. Confirm that both Mailing Header and Mailing Footer are selected. (All bulk emails must include the standard email Footer with the Party address, email and a link for unsubscribing.)
   9. Click [Next]
8. At this point you have the option of sending a test email (Draft) to yourself. This will allow you to see how the email will look to the recipients and to double check for any errors. Return to this screen. If any corrections are required, click on [Previous], make the corrections, and click on [Next].
9. This page allows you to complete the process and put the bulk emailing in the schedule queue.
   1. Click on "Send Immediately" or enter the date and time if you want to send it later. (Not sure if this 'send later' option will actually send it automatically, especially if there are more than 450 contacts.)
   2. Click on [Submit Mailing].

CRM does not automatically send Bulk Emails; you must 'trigger' them. And it will only send 450 emails at a time so you will need to trigger it more than once.

1. Select <Administer / System Settings / Scheduled Jobs > (or click here.) Scroll down to find "Send Scheduled Mailings" and click on more (on the right side) and Execute Now. You will get a message on CRM in a minute or two indicating the scheduled job has completed successfully.
2. Wait one hour and repeat until all emails are sent.
3. Check "Activities" on you own record. It will specify how many emails were sent.

CRM provides a number of reports about the mailing.

1. Select <Reports - Mailing Reports>. This will show you a list of mailing reports.
   1. Click on "Mailing Summary" for a one line summary of each bulk mailing, starting with the most recent.
   2. For the rest of the reports, you will be presented with a Search form.
   3. Click on [Report Criteria], scroll down to Set Filters.
   4. In "Mailing" select the mailing name from the list.