PCS Email Set-up Procedure

Step 1:

FILE LOCATION
The file PcsEmail.mde should be located in the program folder along with the census program (pcs.mdb)
The name of this folder will vary, depending on which version of Microsoft Office you are using

Example:
c:\pcs\prg2k\
c:\pcs\prgXP\

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Upon opening PcsEmail.mde for the first time, this program will read from the census program the location of the
pcs data files. You will be prompted with a screen to confirm the location.
You just need to click OK. You may not edit the data path from this screen.

When you see the message “All database tables found”, click OK.

Step 2:

MAIN MENU

You will next see the main menu of the PCS Email program, with three buttons.

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The Reattach Data button takes you back to the screen previously described.
The Select Email button takes you to the screen where you can select the group of people who will receive an email, OR just print a report of the available email addresses without actually sending the emails.
The Quit App button stops the program.

Step 3:

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You may construct the group of desired recipients by using a combination of the round selection buttons,
the dropdown menus, and the groups named in the ‘Selection Criteria’ list box.

Depending on the Selection Criteria selected, you may be prompted with further options:



At any point, the resultant list of recipients will appear in real time in the “Selected Members” field.

At the bottom of the screen, the List/Email condition will default to be in the LIST position, from where you can print a list of the members in the “Selected Members” field along with their email addresses and household ID.

Before you can actually send emails to the members in the “Selected Members” field you must change the List/Email field at the bottom of the screen to the Email position.

The Validate button will verify that the email addresses entered in PCS Census meet the following criteria:

- Contain only one @ symbol, which cannot be the first character
- Contain no spaces, colons(:), or semi-colons(;)
- A period(.) is the 2nd, 3rd, or 4th character from the right.

Select Validate, then click List/Email. If invalid email addresses are present, an Invalid Email List report is produced.

Step 4:

In addition, you must have an email program registered as the default email program on your computer.
Click Start>Settings>Control Panel>Internet Options > Programs tab.
If you have Internet Explorer version 6, your screen will look similar to this:

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Before you can send an email there MUST be a subject in the SUBJECT field.

Additionally you would want to put a MESSAGE for the body of the email.

The “email addressee” field will be used for the “TO” field of the email. You may want something generic here,
or even something fictitious but descriptive.

The main group of email recipients furnished by the PCSEmail program will be inserted into the BCC field. Doing this respects the privacy of the recipients, so that each recipient will not learn the email address of every other recipient.

Step 5:

After you click the List/Email button, your default email program will open, showing a preview of the email and the recipients.
If you had forgotten to fill out the “email addressee” field, the ‘TO’ field will show at this point as 'someone@microsoft.com'

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You may cancel the email without sending it. If you do cancel it, the message may appear in your INBOX
(not your Outbox) where you can delete it.

You may choose to add a file attachment to your email - add it in the usual way.
Then SEND the email.
You will receive no further prompting.

Click the Menu button then the Quit App button to exit