Email Letters to Contacts

Contacts that you plan to email must have an email address entered in PDS.

You can send letters by email instead of regular mail.

  1. For each contact, enter the email address if you haven't already.
  2. Select a report to print.
  3. When selecting the contacts to include, on the Selection Information tab, select Email the Letter If There is an Email Address.
  4. Click Preview. The program builds a list of those who should receive regular mail and those who should receive email.
  5. When the build is complete, click OK to display the first letter or statement to be printed. Review the first few records for accuracy before you continue.
    Note: This is only a preview, and the actual output can differ. Email previews don't display.
  6. Click Next, or close the preview window. The Sending the Email dialog box displays.
  7. Complete the information on the Email Message tab and the Email Server Setup tab. For more information on these tabs, see "Email Message and Server Setup Field Information".
  8. To begin transmitting your email messages, click Start Email. If there's an error connecting or with any single transmission, you can print the record and create a letter or statement for regular mail.
Note: When printing mailing labels or envelopes to match a letter or statement, exclude those letters or statements that were sent by email. To do this, on the Selection Information tab for the label report, select Skip the Label/Envelope if Email.

Email Message and Server Setup Field Information

The Sending the Emails dialog box is divided into two tabs. Enter the necessary information in order to send emails from PDS.

Email Message

This tab contains your message information.

From

Defaults to the name of your organization from the License window, but you can edit this field if needed.

From Email Address and Reply Email Address

Both fields default to the email address entered in the License window. If it's not listed in your License window, you can enter it here.

The From Email Address is the one that displays as where the email is being sent from. If you want replies to the email to be directed to a different address, make sure to enter a Reply Email Address. The Reply Email Address is the one that replies will be sent to. This may be different than the From Email Address.

For example, Father Jacob wants to send an email to parishioners, but he wants all replies to go to his assistant. In that case, you would enter Father Jacob's email as the From Email Address and the assistant's email as the Reply Email Address.

Subject Line

Defaults to "Letter from <your organization name>" as entered in the License window, but you can edit this field if needed.

Other File Attachments

Click Add File and browse to the location of any file you want to send with the email.

Type of Email
You can send the following types of email. Select an option based on your needs and preferences.
  • Email as images—Send the text as an HTML email. This works with most email programs and keeps most of the format of the printed letters or statements. It doesn't require the recipient to have Adobe® Reader to view the image.
  • Email as Text—Send the text of the letter without using an attachment. The formatting of this email doesn't look exactly like the letters or statements you send out in the mail. Most notably, it doesn't include pictures or bitmaps, which means digital letterheads, logos, and signatures don't display. While this option can be received by most email programs, it produces a visually simple email.
  • Email as HTML—Send as an HTML email. This works with most email programs, but may look different on certain devices like phones. It doesn't require the recipient to have Adobe® Reader.
  • Email as PDF document attachment—Send a brief note in an email with an attachment that can be viewed and printed with Adobe® Reader. This produces an email attachment that looks exactly like the letters or statements you printed. However, the recipient must have Adobe® Reader to view it.
    • If you select to email the statement or letter as an attachment, click the Graphics Resolution drop-down list to select the resolution. The resolution only affects images contained within the PDF. With a higher resolution, the images are clearer. However, the file size increases and takes more time and bandwidth to email.
    • The Email Body field defaults to a message indicating your organization name and explains that the attachment should be viewed with Adobe® Reader. It also includes a link to download the reader if the person does not already have it. You can edit this message.
Preview

View the letter to be emailed. The email itself might look different depending on your email format settings.

Start Email

Email the letters to all the selected contacts.

Email Server Setup

This tab has technical information for connecting to your email server. Obtain these settings from your system administrator or Internet provider.

Email Server (SMTP)

SMTP stands for Simple Mail Transfer Protocol. Obtain these settings from your Internet provider's website or system administrator.

Email Server Port

The default setting is 25. Obtain this setting from your Internet provider or system administrator.

Server Requires Authentication
Some servers require authentication. Enter your email account name and password. Select Use TLS (GMail) or Use SSL (AT&T) if you use one of those.
Note: If you're using a Gmail account, you must set up an App Password. For steps, see Set Up an App Password for Emailing.
Server Limits Emails

Select if your server restricts the number or size of incoming and outgoing email messages.

If an Error Occurs, Delay 30 Seconds and Retry Once

If your email server experiences an error, you can request that the PDS program try to resend after a 30-second delay.

Disconnect and Reconnect After Every Email

Select if you want your server to disconnect and reconnect after sending each email.

Preview

View the letter to be emailed. The email itself might look different depending on your email format settings.

Start Email

Email the letters to all the selected contacts.