Once people have registered or bought tickets, you will want to email them: a welcome note, a change of venue, the speaker line-up. There are two ways to do it, and the quicker one does not need a mailing list at all.

The Quick Way: Email Your Guests Straight From the Event

Open the event and go to Notifications in the workspace menu. It holds the event's email templates, each with an Edit Template button (it reads View Template if the record is locked or view only).

Open a template and you get these buttons:

• Send To Participants/Guests - emails everyone on the event's guest list now. No mailing list needed, which is what makes this the fast path
• Schedule Participants/Guests Email - the same thing at a date and time you pick
• Send To An Email List - send to a Mail Room list instead
• Schedule Email List Email - schedule that send
• Send A Test Email - pick a constituent, usually yourself, and send them a copy first
• Save All Changes and Exit Email Template

Always send yourself a test before a real send. It is the only reliable way to catch a broken link or a merge field that did not fill in.

Setting Up the Email

• From Email Address - if you have validated your address, that is what recipients see. If you have not, the email sends from our mail server with your address as the reply-to. See Validating An Email Address
• Include A Greeting - tick it, then set the greeting text ("Hello", "Welcome") and the Field that follows it: First Name, Full Name, or Prefix and Last Name
• Email Body - the editor handles formatting, images, documents, links, spell check, and tables. Hover any icon to see what it does

The Other Way: Build a Mail Room List

Use this when you want to email a subset of guests, or combine them with other constituents.

1. Open the event and go to Participants/Guests.
2. Select the people you want, or use the bulk menu to select everything matching your current filter.
3. From the bulk actions menu under Mail Room Management, choose Create A New Mailroom List With Selected Records, or Add Selected Records To An Existing Mailroom List if the list already exists.
4. In the Add A New Mail Room List window, pick the list type (Email, Text (SMS), or Postal Mail), give it a Mail List Title, and click Add This List.

To add people who are not on this event's guest list, see Add Constituents to the Argenta Mail Room.

Sending From the Mail Room

Go to Communication > Mail Room and open Email Templates. Add a new template or open an existing one. The Email Template Workspace has three pages:

• Template Details - template name, associated campaign, and your organization's chapter, division, and department
• Template Design - the subject, greeting, from address, body, and the send buttons, including Send A Test Email, send to a single recipient, and send to a Mail Room list
• Record Permissions - who can view or edit the template

Save before moving between pages. More detail is in How to Create and Use Email Templates.

Which One Should You Use

If you are emailing everyone who registered, use the event's Notifications page and skip the list entirely. Build a Mail Room list when you need a subset, when you want to reuse the audience later, or when you are mixing guests with other constituents.