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Email Letters

Depending on each minister's preference, you may want to send letters by email instead of regular mail.

  1. For each minister, enter the email address in the Contact Information section, and select Pref.
  2. Select a report to print.
  3. When selecting the ministers to include, on the Selection Information tab, select Email the Letter if, and select either Preferred is Checked or Has an Email Addr. To send the letter to all email addresses associated with the minister, select Send to Multiple Emails.
    • If you select Has an Email Addr, the program sends the email even if Pref. is not selected for the minister.
    • The Email the Letter if checkbox is saved per report.
  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 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 for regular mail.

When printing mailing labels or envelopes to match a letter, exclude those letters 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.

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.
    • To allow recipients the option to view the email without having to open attachments, select Include a Plain Text version of the letter in the Email Body.
      Note: This feature is only available in PDS Version 11. For more on upgrading, see Upgrade to the Latest Version.
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.
Note: If you use Gmail to send emails from PDS: Google limits the number of messages and the number of recipients per message you can send through the Gmail SMTP servers. See this Gmail article for details. If you exceed the limit, you may see an error in PDS when attempting to send the emails, such as "Transmission Failed. Error: 4.3.0 Temporary System Problem". If this happens, you can try sending emails in smaller batches over multiple days, as permitted by your Google settings.
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.
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.