Problems with E-mailing to multiple addresses in a single contact record

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Education & Training with TOP PRODUCER Hands-On Training

Question:  When doing a mass e-mail, is there a way for the contact search to show all the e-mail addresses associated with a contact?  Sometimes I want an e-mail to go to both spouses e-mail addresses.  Right now it goes to the primary e-mail address, then I have to go in by hand to each contact and send the e-mail one at a time to the rest.  It seems like there should be an easier way.  

Answer:  Yes, it would be nice if TOP PRODUCER Systems, Inc. made mailing to the second and subsequent e-mail addresses optional, using a check box.  But, they have yet to implement this feature.  You may continue to do what you are currently doing.  

But, alternatively, you might consider this option.   Make a second record for the spouse (this in addition to the primary record).  In this second record, only put the primary and secondary names, the two salutations, the spouse's e-mail address, the exact same Contact Types, and a new contact type entitled "SECOND E-MAIL ADDRESS ONLY".     Now, when you want to send a mass mailing, you choose a search by contact type, then select the Mass E-Mail menu option to select your template.  Since both the first and second record will have the same Contact Types, they will both get a customized e-mail but each will include the joint contact salutation..   Should you desire to send a mass mailing but only have it go to the first e-mail address only, build a complex search which selects the Contact Type you desire plus Contact Types DOES NOT CONTAIN  = "SECOND E-MAIL ADDRESS ONLY".  This mass e-mail will send to everyone in your group with the exception the second spousal records.   For individual e-mails, you may still select E-MAIL, MASS E-MAIL, select the TO option and search by last name of your contacts.  Select both records (the first and the second).  Draft your e-mail and send.  One will go to the primary named person and one will go to the secondary named person.  Each will be filed with the appropriate history file.

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Rainer
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Dwight Kitchens

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