There are two ways to send out e-mails to a list of people all at once: Bulk E-mail, and using Mailing Lists. The Bulk E-mail feature is written up here, and is intended for us with large lists; in particular lists that might change more frequently, like marketing lists and distributor notifications.
The Mailing Lists feature is intended to be a shortcut for more commonly used, and shorter distribution lists that do not change as often. The Mailing Lists feature is in System Administration, so it can only be set up by the company's designated system administrator. However, any user can send to the list in MRSware.
To set up a Mailing List, open System Administration under the Go To menu. In System Administration, click on Mailing Lists. Create a New Mailing List by pressing the New button.
The Mailing Lists feature is intended to be a shortcut for more commonly used, and shorter distribution lists that do not change as often. The Mailing Lists feature is in System Administration, so it can only be set up by the company's designated system administrator. However, any user can send to the list in MRSware.
To set up a Mailing List, open System Administration under the Go To menu. In System Administration, click on Mailing Lists. Create a New Mailing List by pressing the New button.
Enter the Name of the list: the Name is going to be the e-mail address at your domain, so just enter a proper name without any domain name. For example, "allsalesreps" is a valid e-mail address; "all sales rep" is not valid since it contains spaces.
Leaving the default Domain as "All" will make your list available at all domains assigned to your system.
Enter any Description you desire for the list. The description is for your reference only and does not effect the list in any way.
The Public checkbox indicates whether the e-mail list can be used by people outside your company. It is recommended in the case of a distribution list to leave this unchecked, meaning that only users in MRSware (your company) can send to the list. The other case for this is when you want to create an alias (one e-mail address that forwards to another) instead of a Mailbox in the system -- you would check this box so that e-mail from outside could be sent to the new address.
The last step is to add e-mail addresses to the distribution list. Double-click on a blank row to enter an e-mail address; double-click on an already filled in row to edit an address.
Valid entries for this box are properly formed e-mail addresses. Valid examples include:
[email protected]
<[email protected]>
"Robert Smith" <[email protected]>
When you are done entering all of the addresses, press Save and your mailing list is ready to use. Send e-mails to your distribution list by addressing the e-mails to Name@yourdomain. In the above example, the distribution list is [email protected].
There is one additional, optional step you can take as well to make the list more convenient to use: create a new contact and put your mailing list name ([email protected]) as the business address. This will let user type the name of the contact, using auto-complete to fill in the name of the list, to send the e-mail to everyone.
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