online home school update form · pdf filewhere the home school update form resides on the...
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Online Home School Update Form
How to guide
Created: September 17, 2014
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Online Home School Update Form
Online Home School Update Form (Screen Captures) ............................................................................................................... 3
Mass Emailing Home Schools (DNPE Mail List Server) .............................................................................................................. 6
General Information ................................................................................................................................................................. 6
How to create the mass Email Listing ...................................................................................................................................... 6
Importing the Mass Email Address List.................................................................................................................................... 9
Transmitting the Mass Email to the home Schools ................................................................................................................ 12
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Online Home School Update Form (Screen Captures)
Update Access
Where the home school update form resides on the DNPE web site will be referenced in the mass email sent.
To gain access to the update form, Home Schools will use their Home School ID.
Notes:
If for some reason a Home School cannot locate their School ID, there’s a link on the Access form (Forgot your Home
School ID, CLICK HERE) that points to the recover their School ID web page.
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For those making “Home School Email, Address, County and Enrollment Changes”
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For those Informing DNPE of a “Home School Closure”
Home School Update Concludes – Thank You Message
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Mass Emailing Home Schools (DNPE Mail List Server)
General Information
The URL to login to the DNPE Mail List Server is:
http://lists.ncmail.net/mailman/admin/nchomeschoolsannualupdate
The password: kEcwc2Ud3
The mailing name list is: nchomeschoolsannualupdate
How to create the mass Email Listing The following information outlines how to create the home school mass email list that’s imported into DNPE Mail List
Server.
1. A copy of the DNPE Access database (DNPEData2010.accdb) is needed.
2. The table in the database needed is tblSchool.
3. How to pull out all the home school email addresses you’ll need to create a query that pulls out only the home school
email addresses for each home school that is:
a. Currently Open (Date Closed field is empty).
b. Has an email address on file.
The following is the query SQL code needed to extract all the email addresses from the tblSchool table:
SELECT tblSchool.Email
FROM tblSchool
WHERE (((tblSchool.Email)<>"") AND ((tblSchool.DateClosed) Is Null) AND ((tblSchool.Conventional)=False))
ORDER BY tblSchool.Email;
4. Now export the contents of the query into a spreadsheet. Save the spreadsheet as an .xls file.
5. Now open the saved spreadsheet.
6. Remove the Header (Email) from the sheet. You just want a complete listing of the home school email addresses.
7. Now select the Data tab Remove Duplicates
8. The following dialog box is displayed. Make sure the Column A check box is checked and click the OK button.
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When completed, you’ll receive a message. Save the file as is before continuing on to the next step.
9. Select all the email addresses in Column A and place your mouse arrow over the email addresses, click the right mouse button and click Copy..
10. Now open Notepad and paste the email addresses into it.
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After pasting the addresses into Notepad, at the very top of the file, add the following email address:
[email protected]. This is the DNPE email address that will be used send the mass email.
Save this text file to your desk top for easy access. This is the file that you’ll import into the DNPE Mail List Server. For example purposes, let’s assume you named the text file TestEmailList.txt.
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Importing the Mass Email Address List The following steps will walk you through importing the text file containing all the home school emails into the DNPE Mail List
Server.
1. First, log into the DNPE Mail List Server as the Administrator.
Go to URL:
http://lists.ncmail.net/mailman/admin/nchomeschoolsannualupdate
Password: kEcwc2Ud3
2. Once logged into the mail server, select Membership Management… Upload Membership List
Using the dialog box displayed, select the Browse button to locate and select the text file TestEmailList.txt on your desktop. This is the file you created in the previous section How to create the mass Email Listing on page 6.
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With the TestEmailList.txt selected for uploading, select the Submit Your Changes button.
The upload process may take a few minutes. You’re loading 3,000+ email addresses. When the process completes,
you’ll receive a successfully subscribed message.
Unfortunately, you’ll need to scroll down this long list to return back to the Configuration Categories.
3. Now select Membership Management Membership List
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Selecting the Membership List displays the email membership listing. Because of the massive list size (28,0000+
email addresses), only a few are initially listed (in alphabetically order) and a paging view is created.
Note that the DNPE email address ([email protected]) that was added to the top of the email
text file TestEmailList.txt is no longer at the top. The email list is automatically sorted in alphabetical when added.
4. You must now find the [email protected] email address. To find it, enter it into the Find
member (help): text field and click the Search button. The settings associated to
[email protected] a listed. Now unselect the mod check box and click the Submit Your
Changes button.
The reason for making this membership change: By default, all members (or email addresses) are prevented from
submitting messages to everyone. By unselecting mod for [email protected], you are giving
this email address permission to transmit mass emails to the entire list of email addresses.
That’s it; the DNPE Mail List Server is ready for mass emailing the Home Schools.
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Transmitting the Mass Email to the home Schools A web interface has been developed for transmitting the mass email to all the home schools.
The URL to access this online interface is: http://www.ncdnpe.org/HSMassEmail.aspx
ID: dnpe2014 PW: hsupdate
After entering the ID/PW and clicking the Create the Email button, the actual text of the email you’re about to send is
displayed. The body of the email can be 5 paragraphs long. You MUST use the first paragraph text box. The only actions
available are the LOG OUT and the Send Mass Email Notification button.
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Transmit the mass email
To send the mass email, click the Send Mass Email Notification button. The emailing process may take a little while since
you’re transmitting 3,000+ emails. The following message is displayed when the email process is complete.
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