E-Communications

Instructions for managing newsletters/email distributions to the Council

Council Site Email Address Forwarding

Council email addresses used in the site are managed from the site email management section. This function normally is performed by you hosting services provider (Best Managers) and is included in your annual fee.

This service involves routing site email address (e.g., JoinNavyLeague@NavyLeagueKansasCity.org) to the proper Council recipients) (in this case to the Memberships VP). The Council webmaster/liaison provides the hosting services provider with changes in recipient email addresses.

Council Operations E-mail

There are two Council e-mail functions maintained directly by the Council.

• BoardCom@NavyLeagueKansasCity.org is a private list server which support board operations. Each board member and others designated by the President are included. Only list members can post to list. A message sent/replied to the list goes to all members.

This list is maintained in a two-step process. First, e-mail address are collected and maintained through the manager links at http://NavyLeagueKansasCity.org/email-lists.asp. Second, the list is manually entered into the email BoardCom list accessed at email services - login as NavyLeague@NavyLeagueKansasCity.org (use the password provided). NOTE: the Council Secretary or Webmaster would normally maintain this list.

• Notifications@NavyLeagueKansasCity.org is a semi-colon delimited list of Council member email address also maintained and managed through the manager links at http://NavyLeagueKansasCity.org/email-lists.asp. It is used to send notifications, council event updates and newsletters to Council members (except those who opt*) with working e-mail addresses. To send an email to the list address it to Notifications@NavyLeagueKansasCity.org and copy the semi-colon delimited Council e-mail list and paste it to the bcc field of the message to be sent. NOTE: set up an Outlook (or other email handler) account for NavyLeagueNotifications with a reply address of Notifications@NavyLeagueKansasCity.org.

NOTE: we recommend that Councils set up a list maintenance process as follows: Memberships is the primary list keeper -- maintaining Council master list using the Hq. NLUS format (including, for example, those names, mailing and email addresses to be used by all Council functions -- including fields for opt out email selections and  local dues status, if collected).  All updates to the list (changes in addresses - including email - additions/deletions are forwarded to Membership who sends out updates to the Newsletter editor, Secretary and others at appropriate times (e.g., and updated household consolidated list is sent the the Newsletter editor just before the next Newsletter mailing.

If you have a specific question or need additional information, please contact me.

Thank you,

Richard Dowell, Richard@BestManagers.net

www.Best-Managers-Web-Services.com

Charleston Council, NLUS Secretary and Newsletter/website keeper.

*The Charleston Council, NLUS started email Newsletter distribution with the assumption that every Council member with a NLUS listed e-mail address was willing to receive notifications, event updates and newsletters by e-mail -- and handle opt outs on a case-by-case basis.