Frequently Asked Questions

How do I setup Mailshot with ODBC?

 

Please note the ODBC is a Microsoft product and is not supported by BlueSky.

This document explains how to create mailshots in Horizon to send to your customers via Email mass marketing or a standard letter in the post.

 

System Requirements

Horizon software

Microsoft Word version 2003 or 2007

Microsoft Query

Microsoft Outlook

DataDirect ODBC driver (obtained from Bluesky)

 

Initial setup

Installing the driver

Before you can start emailing/mailing your customers via mailshots we have to setup the ODBC driver and link word to the Query.

The DataDirect driver can be obtained from Bluesky (datadirect.exe).  Run the program and just select all the default settings.

 

Configuring ODBC

Now you have installed the driver the next step is to configure the ODBC settings in Windows.

Enter the ODBC administrator i.e CONTROL PANEL ---- ADMINISTRATIVE TOOLS ---- DATA SOURCES (ODBC)

Under User DSN tab, click the Add button

Select the Data Direct ODBC for Interbase and click Finish

Enter a description in data source and description it doesn’t matter what you put here as it’s an identifier.

In Database Name enter the path your Horizon database. Note: This would usually be a network path not a local path as illustrated.

Now Click Apply and Test Connect

Now enter User Name of SYSDBA and Password is masterkey (in low case)

 

Creating the Horizon Link in Word to setup up template

Now you have established the ODBC link you should never have to re-create this again.

The next step is to create a link to the query within word. Once this is setup, you can re-open the template document and it should connect automatically to the Horizon data!.

First go into Word and start a new document. Click Tools, Letters and Mailings, Mailmerge

In this example we are going to select Letters but if you wanted to do an email mailshot or just create some labels you have other choices.

Select the Letters radio button and click next at the bottom

Make sure Current Document is ticked and then Click Next at the bottom to select recipients.

Now make sure Use Existing list is ticked (these are all the default settings) and Click on Browse

You should now see the following box:

Click on the Tools button on the top right and select MS Query as illustrated below:

Now select the database as illustrated below. This is the one you created earlier when you setup the ODBC

Click OK and enter SYSDBA and masterkey in the username and password when prompted below:

When prompted below click cancel

Now click Yes

Now click Close

Now click on the SQL button at top of screen and paste in the SQL statement that you can get from Bluesky (found at the bottom of this help file).

Click OK.

Click OK.

You can now filter the data however you like using MSQUERY, you can add criteria etc. When you are happy Click File and Return Data to Microsoft Word

Click OK

Click Write your letter at bottom

Click Address Block

Now click Match Fields below

Match the fields as follows illustrated below:

Job Title can also be matched (shown further down).

Your document should now look like this.

Now save this document as Horizon_template, so all your hard work is saved. This template can now be used anytime you want to create a mailshot. It should read Horizon live.

If you click preview your letters, you can see how the header lines will look.

 

Creating a mailshot

Now you have created the template you can create a mailshot very easily.

Open up the Horizon_template.doc.

It should have <<Address_Block>> at the top

Now design the rest of the letter.

You can insert a name after the Dear in your letter by clicking on the Greeting Line on the left. This means your letters will be more personalised.

«AddressBlock»

«GreetingLine»

Please find attached your new Office products catalogue which is valid from January 1 st 2010.

If you have any questions regarding the catalogue please do not hesitate to contact your sales representative.

Kind Regards

Fred Bloggs

Office Stationer

When you are happy with your letter, click preview your letters at bottom then click complete the merge. FINISHED!

Email a mailshot

Once you have created a mailshot it is quite easy to send it out as an email.

Click Tools, Letters and Mailings and Show Mail Merge Toolbar

Now click on the button and merge to email

SAMPLE SQL

SELECT TRADER_1.CODE, TRADER_1.NAME,
       TRADER_1.LINE1, TRADER_1.LINE2,
       TRADER_1.COUNTY, TRADER_1.TOWN,
       TRADER_1.POSTCODE, TRADER_1.LINE3,
       CONTACT_1.SALUTATION, CONTACT_1.TELEPHONE,
       CONTACT_1.FAX, CONTACT_1.EMAIL,CONTACT_1.NAME
       CONTACT_1.ALLOW_EMAIL, CONTACT_1.JOB_TITLE
FROM TRADER TRADER_1
      INNER JOIN CONTACT CONTACT_1 ON
     (CONTACT_1.TRADER_ID = TRADER_1.TRADER_ID)
WHERE ( CONTACT_1.ALLOW_EMAIL = 0 )

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