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Send a Mass Email to all Patients

Important – You must have Microsoft Word linked to Power Practice and Microsoft Outlook installed on your PC before you can send a mass email. For a guide on linking these programs to Power Practice, see Bridging Microsoft Word, Excel and Outlook to Power Practice.


This article will guide you through sending a mass email to all patients by generating a list of patient with email address in Power Practice and then use Microsoft Word and Outlook to send the email.


(click on an image to make it larger)

  1. Select the Office menu.
  2. Select Reports Manager.
  1. Select the Custom tab.
  2. Select Custom Reports.
  1. Click on the New Record folder icon.
  1. Enter the report name in Section 1: Report Title.
  2. Select the Patient bullet in Section 2: Report Type.
  1. In the pop-up window, select Yes.
  1. Select Patient in Section 4: File Type.
  2. Scroll through the list and find Pat Email address in Section 5: Criteria.
  3. Select Is Not (not =) in Section 6: Condition.
  4. Leave the box empty in Section 7: Value.
  5. Select Save.
  1. Select Yes in the pop-up window.
  1. Select New, located directly above Save.
  2. Select Patient in Section 4: File Type.
  3. Select Pat Status in Section 5: Criteria.
  4. Select Is (=) in Section 6: Condition.
  5. Enter “A” in the Value field, Section 7.
  1. Select Save.
  2. Review your Selections Made section and ensure you have both criteria.
  3. Select Run.
If you are missing a criteria, press the New button and make your selections, then press Save.

If you wish to add more conditions, use the same New button and add other qualifiers like Patient Last Visit within a 2 year date range. Don’t forget to Save your new criteria when created.

  1. Select Create Merge Letters.
  2. Select Ok.
  1. Microsoft Word should automatically open; if Word does not open automatically, stop and call support for help linking the program to Power Practice.
  2. Select New Document.
  1. Select Mailings at the top of Microsoft Word.
  2. Click on the Select Recipients icon.
  3. Choose Use an Existing List.
  1. In the new pop-up window, Select This PC from the left column.
  2. Select Windows (C:) or Local Disk (C:).
  1. Select Powerptx.
  1. Select Letter.
  1. Select the Patient text document file.
  2. Select Open.
  1. Select the Home tab at the top left
  2. Paste your copied letter template.
  1. Return to the Mailings tab.
  2. Select the Finish & Merge button.
  3. Choose Send E-mail Messages…
  1. Expand the To: drop-down menu and choose PatEmail.
    Fill in the Subject Linefield
    Select HTML in Mail Format:
  2. Choose All.
  3. Press Ok.
Your Internet Service Providers may have limits on the number of emails you can send per-hour to limit SPAM emails. Please speak with your email provider if you experience limit issue or have questions on their email policies.

The programs will begin processing your request.

You can review the e-mails sent by visiting Outlook and selecting the Sent Items folder.

If you do not see your email messages being sent, contact Support for troubleshooting help.

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