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Broadcast Emails Tutorial

Article ID: 807
Last updated: 07 Mar, 2010

Focus On: Broadcast Emails


Welcome to our Focus On series. In this series of tutorials, we will show you a few overlooked features in our system. We encourage you  to print this document to follow along through the lesson.


Tutorial: Broadcast Emails


In this tutorial, you will learn:

Lesson 1: How to set-up your broadcast e-mail feature in your system.

Lesson 2: How to run a query for a simple broadcast e-mail

Lesson 3: The Broadcast Email screen

Lesson 4: How to compose your e-mail, add graphics, merge fields and links.

Lesson 5: How to preview and send your e-mail.


Lesson 1: How to set-up your broadcast e-mail feature in your system.


Broadcast E-mail is a feature used with our Custom Report Generator. However, in order for Broadcast Email to work, you need to have Broadcast Email set-up in your system.


For instructions on how to add a new email address for the broadcast email tool, click here.


Lesson 2: How to run a query for a simple broadcast e-mail.


You can run any query to generate a Broadcast Email. For instance, you can run a query for everyone in your database but only those records that have an e-mail address will be e-mailed and the system will automatically exclude records without e-mail addresses.


However, one of our most frequently requested queries is how find out how many people have an e-mail address. This can be accomplished in a simple query.


  1. Go to Reports àCustom Reports

  2. In the Query Builder put the following information:

Join      And

Table    Email

Field     Email Address

Relationship      Contains

Value    @

  1. Click Add to Query. You will see the query empty out of the Query Builder and populate in the Query Details.

  2. Scroll to the bottom of the screen. Under Export Options, select Type: Communication Tools and Format: Broadcast Emails.

  3. Click Submit Query.

  4. You should get a new window that opens up with Broadcast Email at the top. This will take you to our next lesson!


Lesson 3: The Broadcast Email Screen


You’ve run your report and you have your recipients. And how many recipients will that be? At the top you will have a Record Count and a Records with Email Address. Records with Email Addresses are the only records that the Broadcast Email will go out to. If you used the above query, they will probably be the same number.



You will notice that there are some fields that you will need to fill in.



Email Headers:

The To and Email are auto-generated from the query you ran in custom reports. It will be filled in for you by the program when the e-mail is sent out.

From –This field is who you want it to say it is from. Like, Jane Doe or Candidate Smith.

Email – If you have more than one email address that you have submitted for Broadcast Email, you will be able to select which one you want to use for this message.

Subject –This is the subject line for your message. Like, We Need Your Support!




Organization Salutation – you can choose between the Organization’s Name or the Primary Contact’s name. If you pick the Primary Contact’s name, write what salutation you would like for Organizations without a primary contact.

Use Stationery– Use this checkbox if you have stationery you would like to add to this email and you have submit it to us for custom development. If you would like to add stationery to be used in your email, we can custom develop it and add it to your database for $85.


Once the fields are completed, we can move to the actual message and the next lesson!


Lesson 4: How to compose your e-mail, add graphics, merge fields and links.


Now you are working in the heart and soul of your broadcast email message. This is where you are going to design what you are going to say to your recipients.


If you’ve written your message in Microsoft Word, don’t copy and paste it into the Broadcast Email. That doesn’t mean that you have to recompose your entire message in the Broadcast Email area. If it already exists in Word, simply copy and paste it into Notepad and then copy and paste it from Notepad into the Broadcast Email. This will eliminate any hidden HTML or special characters that won’t work in your email. If you don’t do this step, you may end up with a very weird looking message.


Once your message is in, you may want to add merge fields. Merge fields are things that are found in the database and you want to include in your message. A good example of this is salutation:

  1. Click on the Insert Merge Field button in the toolbar.


  1. You will get a pop-up box. The first drop down box is the category (like Primary Address or Home Phone Number). To find Saluation, leave the category General.

  2. The Available Fields drop down allows you to see the fields for a particular category. Find Salutation.

  1. Click Add. You will see the merge field inserted into your message.


You may want to add graphics or hyperlinks. Graphics and hyperlinks must exist somewhere in universe of the internet in order to put them into your message. You will have to host your own graphics.


You can find the buttons for adding graphics and hyperlinks in the toolbar.


To add a graphic:

  1. Click on the Insert Image button on the toolbar.

  2. A pop-up box will appear where you will type the link to your graphic.

  3. You will also have the option to place a border, add a caption, and adjust the image’s alignment.

  4. Once you are done, click OK.


Links are also as easy. To add a hyperlink to your email:

  1. Click on the Hyperlink button. In the pop-up box type the URL you would like to add to your message.


  1. Click OK.


You will notice the tool bar also has other formatting tools like Bold, Italics and Underline. Feel free to use these throughout your message.


Once your message is complete, it’s time to learn how to send it.


Lesson 5: How to preview and send your e-mail.


For this lesson, we will move to the bottom of the screen. You should see a set of buttons.


Preview – Allows you to preview the message before sending. We recommend doing this before sending out any emails.

Send – This sends the Broadcast Email to your recipients.

Save & Send– This send the broadcast email to your recipients and add a communication to each record with a copy of the email text.

Close Window– This is when you’ve decided not to continue with the Broadcast Email and you would like to leave this area.


Once you click send, you’re done! Any responses will go to the email address you sent the message from.

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Article ID: 807
Last updated: 07 Mar, 2010
Revision: 1
Views: 515
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