Mailing List Recipients

Overview of NA60

The Mailing List Recipients program allows you to send mailings in specific quantities to recipients. It associates constituents to one or more mailing lists. To create a new mailing list code, you must first go to the Mailing List Codes area and add the new code there. Once the code has been added, you can add recipients to the mailing list.

• From the DDI Connect main menu, double-click Name/Address System
• Double-click Mailing List Recipients. You will see this screen:

To begin, type the mailing list code in the Mailing list field, or click the list icon to select from a list of active mailing lists in the system. The recipients will populate the screen:

Adding a Constituent

To add a new constituent to the mailing list, click the Add button on the toolbar. The screen will activate for data entry:

The following fields are available on this screen:

Field	Description
PIN	Enter the PIN of the constituent you are adding, or click the search icon to launch the Name/Address Inquiry screen
Address	The Address field will populate with the primary address of the constituent
Quantity	Enter the default quantity of pieces that this constituent should receive with each mailing
Region	Enter the region code or click the list icon to select from a list of active regions in the system

When you have finished entering the information, click Save. If you did not enter a region, the system will prompt you with this message:

As region is a required field, if you click No, you will be returned to the entry screen until a region is selected.

Once you have successfully saved, the new constituent is listed in the mailing list:

Editing an Existing Constituent

To edit an existing constituent's record, you can either double-click it or click once to highlight and then click Edit. The record will activate for modification:

When you have finished making changes, click Save.

Deleting Constituents from the List

To remove a constituent from the mailing list, click once to highlight and then click Delete. You will be prompted with this message:

If you wish to proceed, click Yes. Otherwise, click No.

Removing a Mailing List

To delete an entire mailing list, click the Remove List/Pins button:

You will be prompted with this warning:

If you are sure, click Yes. Otherwise, click No.

If you clicked yes, the mailing list will be removed from the system.

Labels

If you wish to generate mailing labels for the mailing list, click the Labels button on the toolbar. You will have two options: Also available on the inquiry screen is the ability to quickly print labels for the constituents who matched your search results. To do this:

• Run your query

• When you have the results, click the Labels button on the toolbar. You will have two choices:
  • Export Labels
  • Export PIN/Addr/Qty

Export Labels

• If you select Export Labels, you will see this screen:

You have the following options:

Option	Description
Combine Residents	If selected, the system will only generate 1 label for each mailing address
Include Spouses	If selected, the system will include spouses' names for all constituents where that is applicable
Capitalize Labels	If selected, the system will generate the labels in all capital letters
Include Prefix for Labels	If selected, the system will include prefixes along with the names of the constituents
Print PIN on label	If selected, the system will include the constituent PIN on labels
One per Member (disregard quantity)	If your organization utilizes committees, this option will generate one label per member, regardless of the member quantity established on the committee record. For information on setting up Committees, please reference this page: Committee Setup
Use Member Quantities	If selected, the system will generate the specified number of labels according to the setting on the Committee record for this member

• When you have selected your label criteria, click OK. This will launch the Save As screen:

Enter the file name that you wish to use for the text file. Once it is saved, you can import it into your word processing program for the purpose of merging and printing labels.

Export PIN/Addr/Qty

This function allows you to append inquiry results to an existing text file. This can be used for the purpose of generating labels for materials to be shipped to mailing list members, or any other purpose.

Click Labels and select Export PIN/Addr/Qty. The Save As box appears:

To append to an existing file, navigate to the file and select it, then click Open. You will receive this message:

To append, click Yes. The additional information will be added to the existing file.