Outlook Email Address Upload Tutorial

Outlook Email Address Upload

Overview: This program will go thru your Member Master and look for all members that have an Email address. Any members that fall within the parameters you have selected will be added to your Microsoft Outlook address book. The program gives you the ability to use several different folders in Microsoft Outlook.

Setting Parameters

Follow the direction to set parameters.

1. From the Master Menu, select 3 - Reports Menu, 6 - Additional Reports Menu, and A - Outlook Email Address Upload.
   
   
   
   
2. Review Options.
   
   

   Suggested Parameter Settings:
   Sort Key	Control/Account #
   Page Headings	Print Page Headings on Each Page
   Control Breaks	Skip Control Number Breaks
   Option Selected	All Control Groups

   Example: We want to send an Email to all members that have a Share Draft account who are over 18 years old, have over $100.00 in their Share Draft account and have an Email address on file.
   
   

3. Click on the Account Options Page 1 tab.
   
   
   
   Explanation of Options:
   
   When you select Type Exists, you can enter in a Type Range or Multiple Types.
   
   
   
   For example, Type Range 1 to 99 would extract all types in this section. For multiple types, you can specify the types you would like to extract. For example, 1, 3, 5, 9 would extract only accounts with those type numbers. You can set up it like this: 1,3,5-8,10,39,56-58. This would give you types 1, 3, 5 thru 8, 10, 39 and types 56 to 58.
   
   Note: If you enter a value in the Multiple Types field, the program will ignore whatever is defined in the type range fields.
   
   When you select Type Non-Existent, you can enter in a Type Range or Multiple Types.
   
   
   
   Type Non-Existent will provide the upload with email address of people who do not have the types within your range.
   
   For example, if the Type Range is 2 to 3, the emails that will be uploaded will be member without a type 2 or 3. If the member has a Share Type 1, the member does not have a Share Type 2, the email address would be sent to be uploaded. If the member did have a Share Type 2, the email address would not be sent to the upload.
   
   Example Type Range of 2 to 3 would extract member without a Share type of 2 or 3.
   
   Example of Multiple Types of 2,6,8 would extract member without a Share type of 2, 6, or 8.
   
   When you select Skip Types, this account type will not be included in the upload.
   
   

   Parameter Settings for our example:
   Share Option	Skip Share Types
   Club Options	Skip Club Types
   Draft Options	Type Exists with a Type Range 1 to 99

   
   
   
4. Click Account Options Page 2 tab.
   
   
   
   Review Options:
   
   

   Parameter Settings for our example:
   Loan Option	Skip Loan Types
   Certificate Options	Skip Cert Types
   IRA Options	Skip IRA Types

   
   
   
5. Click Account Options Page 3 tab.
   
   
   
   Report Options:
   
   

   Parameter Settings for our example:
   ATM Options	Skip ATM Types
   Debit Options	Skip Debit Types
   Include Aggregate Accounts	Select Draft Aggregate Min Amt: 100.00 Aggregate Max Amt: 9999999.99

   Note: Account Type must be selected to use the Aggregate feature. The program first extracts the data based on type options and then does the math to determine if the member should be added to the Outlook folder.
   
   

6. Click Additional Options tab.
   
   
   
   Report Options:
   
   

   Parameter Settings for our example:
   Head of Household Only	Include All
   Birth Date Range	01/01/1900 to 01/01/1989 For members over 18.
   Print Detail	Print Detail
   Folder Management	Clear All Items in Outlook Folder (Will clear all items in folder and replace with new.) Update Current Contacts if Exist (Updates the Email Addresses if already in folder and adds new contacts) Skip Contact Deletion (Nothing is deleted in the folder - see below for more information)
   Outlook Folder Name	This is the name of the folder in Outlook where the contacts will be uploaded to. See more information below on setting this value.

   This concludes checking the parameters.

Skip Contact Deletion Detail

When you elect to add just one individual to your Outlook Folder, you would select Skip Contact Deletion in the Folder Management parameter. If you choose this option outside of the Individual Control/Account # and Control/Account# Range options, you will be prompted to verify your selection.

Selecting the Outlook Contact Folder

When using the Outlook Email Address Upload program, the email contact information for a member will upload into a defined folder in your Contacts folder in Outlook. In order to run this program, you need to create a subfolder in Outlook for the email addresses to be saved in. Follow these steps to step up a folder to upload the contact information to.

1. Click on the Additional Options tab.
   
   
2. In the Outlook Folder Name frame, click on the Browse (...) button.
   
   
   
   The following screen appears:
   
   
   
   
3. If the folder already exists that you want to save this upload to, select the folder name and click OK.
   
   
4. If you need to create a new folder, click Create Folder.
   
   
   
   
5. Enter the name of the folder you want to create in the Create New Contact Folder field.
   
   
   
   
6. Click the Set New Contact Folder to be upload folder checkbox. This will automatically set the new folder as the Outlook Folder Name in on main form.
   
   
7. Click Create Folder.

Outlook Email Address Upload Report

To process the upload to the selected Outlook folder, follow these steps.

1. Click the Options menu and select Outlook Address Upload.
   
   
   
   Note: The program will process through your accounts. Like any report, you can press the Esc key to stop the program. If you click No, no email addresses will be sent to the upload directory. The actual upload occurs at the end of the process.
   
   
   
   This message appears on the form while the email addresses are being uploaded.
   
   
   
   
2. Click OK when the process is complete and the detail prints.
   
   
   
   If you spooled the report, you can click Yes to automatically view the spooled report.
   
   
   
   If you select not to print detail, click OK on the Address Upload Complete Msgbox.
   
   

You have completed this tutorial.