Advisors Assistant Email Overview
Advisors Assistant integrates with Microsoft Outlook and Google Corporate (aka Google for Work) to help you easily send emails to a single contact, or Microsoft Word to send a broadcast email to a group of people you've selected.
Google Sync and setting up Google Sync is covered in a different set of topics. Click HERE for more about Google Sync.
Emailing with Word utilizes Microsoft's mail merge features, which are also used for writing letters. Additional information about writing merge documents and the mail merge features is available in the Getting Started with WordMerge and Printing Single Letters Help.
If you're using Outlook as your email program, you must be on the same version of both Word and Outlook for Word to send emails to Outlook. If you're on different versions you'll get many security messages from Outlook.
Advisors Assistant is not an email program, so it does not actually send the emails. Advisors Assistant and Microsoft Outlook or Word send the email to your primary email program, such as Outlook, so the email is sent by your email program. We cannot guarantee every email program will work with Advisors Assistant, but Advisors Assistant is using very standard email calls like the websites use, so most email programs should work.
Some important things you should know about emailing with Advisors Assistant:
•Clicking directly on the Email Address from the View Screen will open a new blank email in your Windows Default Email Program, with the To Address already filled in.
•Clicking on the Word Action Button from any View Screen allows you to select a saved email document and send it to the single contact name you are viewing.
•Broadcast Emailing is available through the Advisors Assistant Selection Reports. First you select your names, then you send the information to Word to send the emails. An individual email is created for each name you selected. You can also send broadcast emails to all of the email addresses for each name using the Email Export.
•The documents you are accessing through the Word buttons are saved to the My Documents\Advisors Assistant\WordMergeDoc folder on the computer you are using.
•Advisors Assistant includes a couple of mail merge email documents with the program to help you get started. One of them is named "AA Master Email.doc." It is designed to be used as a template for you to write your own emails, without having to go through the steps to set a new email up as a mail merge document. You can edit your Master Email for font, signature, etc. as you'd like so that every time you use it your customizations will be available.
•When sending a single email, you can copy the text of the email into any Advisors Assistant Note.
•When sending broadcast emails, you can log basic information about the email into each recipients' Letter Log Notes.
•If you're using Outlook 2003 or later, you can also use the Email Archiver to automatically capture the text of incoming and outgoing emails and save a copy in the contact's Advisors Assistant Notes.
Using Microsoft Word for your emails allows you to format your emails with different text options, colors, pictures, etc. To keep the formatting you need to use the Mail Format setting of HTML. But many spam filters will filter out emails that are too fancy. It's often best to keep your emails simple to assure they get to your contacts' In Boxes.