Sending Correspondence to Committee Members

You can Send Correspondence to committee members from the List Committee Participant page.

1. Navigate to the Committee Profile.

2. On the Committee Profile, hover over the profile menu action icon and select List Active Members or List Inactive Members from the drop-down menu. The steps to send correspondence to a committee member e-mail list are the same regardless of whether active or inactive members are chosen.

Alternatively, you may also click the List Active Members or List Inactive Members action icon on the Committee Profile.

3. The List—Committee Participant page appears. In the upper right corner, click the E-Mail to this List icon.

4. The Send Correspondence form will appear. Note that the number of recipients from the List - Committee Participant list appears next to the Send Correspondence title.

5. In the Send Correspondence form, select the correspondence Category (required). Selecting a category removes individuals from the mailing list who have opted not to receive the selected category of e-mail.
6. Enter a Description for the correspondence.
7. Select a Template from the drop-down list (required).

Note:  Templates in the Template drop-down list are available based on the Recipient Type set up for the template when it was created. For example, if you are creating correspondence for a List of Event Committee Members, only templates that have been set up for Recipient Types = Committee Participant will show in the list. If you are creating correspondence for a List of Individuals, a different set of templates will display in the template list (Recipient Type = Individual). (See Creating a Correspondence Template for more information.)

8. Select Available Fields from the drop-down list. Use these fields to insert data merge tags into the text of your correspondence. When the correspondence is sent, the tags will automatically be populated with the appropriate data. Click the Copy icon next to the tag to be copied and right-click to paste it in the desired location in the e-mail.
9. The Subject field is automatically populated based on the Template you selected. You may add or remove information from the Subject field, but it must not be blank.
10. The text of the Template you selected appears in the Plain Text Template text box. You may add or edit information in this box, but it cannot be blank.
11. To send a test message and view the correspondence before sending it to the list of committee members, enter an e-mail address in the Send test message to field and click the Send Test Message button.
12. To send the message to the list of committee members, click the Send Message(s) Now button.