Address Listing with Labels and Email Report

Address Listing with Labels and Email Report

This report lists all Profiles along with their address, phone numbers, and e-mail addresses (including their spouse’s e-mail address, if one exists). You can also create labels and send e-mail messages directly from this report.

NOTE: You can create Contacts or add Affiliation codes to each unique Profile ID code included in this report, directly from the FIMS viewer. Refer to either Creating Contacts from Reports and/or Exports in the Introduction or Adding Affiliations from Reports and/or Exports in the Profile Management module for more information.

NOTE: You can access this report from anywhere in FIMS by selecting Reports > Profiles > Address Listing w/ Labels and Email.

Address Listing Report

Address Listing Fields

Creating Labels from the Address Listing Report

1. In the FIMS Viewer, select Labels > Options. The Label Options window opens.

Label Options Window

2. Verify the label format and the printer options, and then click OK to return to the FIMS Viewer. 

3. Select Labels > Preview to see what the labels will look like when they are printed.

Example: Label Preview

4. Once you verify the page layout, close the preview window. 

5. Select Labels > Print to print the labels.

 Sending E-mail Messages from the Address Listing Report

1. In the FIMS Viewer, select Send Message > Options. The Send Message Options window opens.

Send Message Options Window

2. Select any of the following options:

• If the Profile does not have an e-mail address and you want to send a fax, select the Send Fax if Profile Does Not Have an Email Address checkbox.

NOTE: You must have fax software installed to use this option. Please contact FIMS Support for more information.

• If you want to hide the list of recipients when you send the e-mail (blind carbon copy), select the Hide Recipient Email Address List checkbox.

NOTE: You should select this option if you want to protect the privacy of the e-mail recipients, or if the list of e-mail addresses is very large.

• If you want to send the e-mail to both the Profile and their spouse, select the Include Spouse Email Address checkbox.
• If you only want to send the e-mail to spouses and not to the main Profile, select the Spouse Email Only checkbox.

3. (Optional) In the Subject field, enter the subject line for your message.

4. (Optional) In the Message field, enter the body of your message.

5. (Optional) If this is a message that you send on a regular basis, click the Defaults button and save the message settings for future use.

6. When you are finished, click OK to return to the FIMS viewer.

7. Select Send Message > Via E-Mail. The recipient list, subject line, and message body are automatically added to a new e-mail message in your default e-mail application.

IMPORTANT: If you receive a message requesting access to Outlook, select the Allow Access For checkbox and click Yes. If you do not select this checkbox and click Yes, then you will have to confirm every single e-mail address before the message will be generated. If you click No, the process will close without creating an e-mail message.

 Tip: Saving Message Defaults

If you have any standard e-mail messages that you send on a regular basis, you can click the Defaults button in the Send Message Options window and save your message settings. When you run the report again, you can load the defaults instead of typing in the information again. 

1. In the Send Message Options window, configure the desired settings (including the Subject and Message fields), and click the Defaults button. The Defaults Maintenance window opens.

Defaults Maintenance Window
2.Click the Add button. The Saved Defaults Description window opens. 

3. Enter a brief text description of the default settings, and then click OK. 

4. Click the Update button to pull the current settings into the new default record. 

5. When you are finished, click Done.

The next time you run the Address Listing to send an e-mail, click the Defaults button in the Send Message Options window, select the desired default, and click Load Selection.