A common task is that of making a mailing list for the squadron's newsletter. The method outlined below is one way of doing this. |
The basic tools for making a mail list are the database query and user defined fields. The objective is to make and save a database query that can be used whenever mailing labels need to be printed. |
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Make a user defined field to hold members that
should receive a newsletter which cannot be conveniently defined by other means. This field must be Boolean, yes/no. Give it a suitable name, in the example "Mail Plus"
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From the "Reports/Query Roster"
menu open the query form. Usually newsletters are sent to active members only. Additional
active members are excluded so that only one copy of the newsletter is sent to each
address. Affiliated members may be included if desired but in the example are excluded. If it is necessary to select from affiliated or other members not defined above, these should be added to the user "Mail Plus" field. |
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Include the user field in the selection
criteria. Make sure it is included as an "OR" statement so that
the contents of the user field will be included in the list. The query should look like that shown at left. |
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If the list needs to be sorted by zip code, make sure that this option is selected. |
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Click the "Find"
button to create the query. This query states that from the database select members in the field "Mail Plus" OR members where affiliation (Othermember) IS NULL, that is are not affiliated AND from these members their status is active, beginning with "AC" but is not "AC11", additional active, or is not NULL, no status. The list is then ordered by zip code, last name, first name. |
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Click on the "Save Query"
button. Give the query a suitable name and save it. The next time you need to make mail labels open the query before going to the roster printer. |
