Volume 1, Issue 2 - February 2010

Why Use a Database for My Membership?

A database is the best way to store information that you want to use in more than one way. In many cases, if you haven't had much experience working with a database you might be using a spreadsheet program such as Microsoft Excel or even your bookkeeping program such as Intuit QuickBooks Really, a database isn't much different than a spreadsheet.

A database has rows and columns of data just like what you would find in a spreadsheet. However, the primary difference is the ability to access that data and place it in more than one format. In a spreadsheet, there are only so many ways you can export your data and use it and you can only have a limited number of rows. A database has no storage limits and allows you to deliver that data in any format you create.

So why should you consider using it? Well, if you're like most Chambers of Commerce, you have a need to print letters, flyers, envelopes, postcards, emails, membership directories and much more. Using the Chamber Database will let you store and deliver your membership information, as well as your committees, in a way that will let you deliver all of these mediums. Since the Chamber Database is built in the Microsoft Access platform, you can enjoy all the benefits of its ability to integrate with Microsoft Word, Outlook and Publisher. If you haven't considered how to take advantage of this powerful integration, see the following example.

Email Merge in Microsoft Word

Microsoft Outlook is most likely the program you use the most to send email to your membership. Using the integrated email mail merge feature in the Chamber Database, you can send mass email right from Outlook. If you are using Microsoft Word as your Outlook email editor (program default), then you also have the ability to build robust emails! Let's take a look at a common example. Let's say you want to send an email to every active member in your database that will announce a special event. This can be easily done in the Chamber Database in concert with Microsoft Outlook.

Find the "Other Forms" button on the main Database Switchboard and click it.

From this form you can find the "Email Mail Merge Form"; select it from the drop-down menu and click the Open button. Once you do so, a new form will display that will allow you to select who you want to send email to using Outlook. In this example, you would select "Active Chamber Membership Locations" since this will ensure that every member will receive your message (learn more about the differences between Active Chamber Membership and Active Chamber Membership Loctions in the knowledgebase).

Once you select the "Active Chamber Membership Loctions" a new Outlook email will open with all of the addresses pre-typed into the BCC field. NOTICE: it is recommended that you send all your mass email BCC to protect the email address of your members.

One of the great benefits of sending email right from Outlook is that your default stationary and/or signature will automatically be used. This keeps you from having to manually make modifications. Just a few clicks and you're sending email to hundreds of people. If you're using Word as your email editor, you can drop in word art, /assets/WhatsNew, tables, insert a spreadsheet and just about anything else you can think of to do.

What's more? Unlike a traditional email merge, you will not have a copy of this message for each recipient in your Sent items. This will save you valuable hard drive space and time when looking through messages you've sent in the past. This and many more benefits from using the free Chamber Database; get your copy FREE today.