Toastmasters Europe - Continental Europe :: Toastmasters Europe - Continental Europe :: E-mail to all your members
Author malw Date 12 Feb 13, 00:47 Views 4798
Keywords
Description How to send an e-mail to all your members or to certain status of members
Article scope
easy-Speak information

E-mail to all your members 

Bulk e-mail may be sent by officers of Districts, Divisions, Areas and Clubs within the system.
Please refer to this article for a better description of using the bulk e-mail system at District, Division or Area level: http://www.district59.eu/kb.php?mode=article&k=95

The menu item 'Club E-mail' will be displayed if you are a club officer with system permission to send mass e-mail on behalf of the club.
(More information on the system settings for Club Officers is shown here:)
https://tmclub.eu/kb.php?mode=article&k=28

The Club E-mail screen allows Club Officers to send a single e-mail to: all current Club Officers,
all, or certain status of, club members.
The following fields are shown on the Club E-mail screen:

Recipients: Use this to select either your fellow Club Officers or Club Members.
Members status: If you selected to send an e-mail to club members you have a further choice of which status of club members you wish to address.
You may select one or many status of members for your e-mail.
(Please note that certain status of members may be marked by your club as 'never send e-mail' and this status will not show on on the list)
Subject and Message: Complete these as you would for any e-mail.

The e-mail will be sent when you press the button at the foot of the screen.
All Club E-mail in easy-Speak is sent using the 'admin' address for your club with the addresses in blind CC.

When processing is complete you will be given a list of user names addressed in your e-mail along with a list of any errors in e-mail addresses.
Please be patient and wait for this screen to be displayed.

If you are sending e-mail to a large list it will be split up into smaller pieces to reduce the risk of it being trapped by anti-spam filters.
Your club admin e-mail address will receive a copy of each outgoing message.
At the time of writing (Jan 2013) the system splits bulk e-mail into groups of twenty-five addresses so, if you have 26 members in your e-mail-shot, your admin address will receive two copies of the message.

Note:
The system uses different status of club membership for each club to keep track of who should be included in meeting e-mail, who may speak at a meeting etc.
Some status are obvious - member, past-member, mailing list - and some are more specific and allow members of other local clubs or your Area Governor to take roles or speak at competitions.

(More information on Member Status in easy-Speak is shown here:)
https://tmclub.eu/kb.php?mode=article&k=31