CompassAir Web Basic User Guide



Volume 6 – Circulars and Mail Merging

This guide is intended to serve as an introduction to CompassAir (web version). It is one of a series that show the many useful features of CompassAir (web version).

Where it is felt that additional training would be beneficial, bespoke packages can be provided for both individual users as well as groups. Please contact for more information.


CompassAir Home Screen


1. When composing a message there is an option to bcc recipients from a pre-prepared circular list
2. Pre-prepared lists of addresses to be bcc’d are viewed either by typing in the search box or alternatively by scrolling, and then selecting one from the alphabetical list

3. New circular lists are created by clicking on “+ NewCircular” and then adding recipients from a new window that displays the user’s address book. This can then be searched, with selected addresses being saved to the circular
4. A user can edit existing circular lists by either deleting or adding new addresses, selected as from the drop down list access by clicking on the three dots


1. By using Mail Merge the user can automatically add selected information to messages. This is especially useful when there are many recipients. The facility is accessed using the drop down menu in the Message Editor
2. In this example the user would like to address the recipient by a name other than that shown under contacts, i.e. Captain Stark rather than Tony Stark. This is achieved by first selecting Tony Stark in Contacts and adding “Captain Stark” to the Mail Merge/Header
3. Once this additional information has been saved, future mail merge messages can be drafted as aside, selecting “Contact Header” from the drop down menu

4. When adding recipients it may be advisable to add them to the “Bcc” field. The personalised messages (by using mail merging) appears contradictory when one recipient observes that the same message was sent to numerous other recipients
5. Messages should be saved as Templates if they are to be re-used


1. Within Contacts, if a contact has an email address then there is an option to “Edit Circulars”. If there is only a telephone number, address etc and no email address for the contact this option is unavailable (i.e. “greyed” out)

2. Clicking on “Edit Circulars” reveals to which circulars that contact is already linked (if any)

3. From there, it is possible to remove that contact from the listed circulars by clicking on the “x” next to the circular name

4. It is also possible to add the contact to existing circulars (even if that contact is not already included in a circular), achieved by typing the circular name in the field “Add Circulars” and striking the Enter key


1. Additional recipients can easily be added to existing circulars. From the Toolbar first select Circulars

2. Find the circular to be edited either by using the simple or advanced search. In this example we have used the latter to find the circular “Christmas Cards”. The existing recipients are listed in the centre viewing pane

3. Click on the ellipsis (three dots) and select “Add Recipients” from the drop down menu

4. Individual addresses can be added using the box at the bottom on the left hand side

5. Alternatively, the user can choose to display the “Advanced Selector”. Clicking on this reveals a further viewing pane showing the contents of the address book

6. Having done so, clicking on the name of an organisation will reveal all the addresses associated with that organisation

7. Select each address to be added by clicking on the blue circle. Each address selected will then have a blue circle next to it

8. When all additional addresses have been selected from one or more organisations, click on Finish

9. This then takes the user to the 3rd stage where the option to remove recipients is made available. Select the appropriate addresses, if any, and clicking Finish will end with the option to either save the amendments or cancel any changes


1. Circulars can be duplicated and then edited, adding or deleting recipients as required. First, select the circular to copy then, from the drop down menu that appears after clicking on the edit icon, choose “Clone Circular”

2. A window will then appear, populated with the suggested name of the new circular to be saved “copy of….”. This can be changed to a name more suitable and then saved. The new circular can then be edited in the normal way using the Circulars Wizard


1. Having selected a circular and then a contact within that circular (by clicking on each in turn), the right hand viewing pane lists the other circulars in which that same contact appears. In this example Bruce Banner can be seen as a recipient in the current circular (Stark Circular 1) as well as Banner Circular 2

2. Clicking on Banner Circular 2 reveals the recipients of that circular in the centre viewing pane. To return to the original circular, and the list of its recipients, click on Stark Circular 1


1. In the case of non-delivery to recipients in a circular, a red error icon is displayed on the face of the message as shown in the message list
2. On the message itself, the nature of the error is displayed, also in red
3. Clicking on the circular “all recipients” icon reveals the list of recipients to whom the circular message was sent
4. Scrolling down this list will show to which recipient(s) the message was not delivered, as well as the reason why. In this case, the message was not delivered to ABCDE Shipping, it bounced

5. Double clicking on the red bar produces the delivery report details for the message in question
6. The delivery report explains in more detail why the message was not delivered and suggests ways as to how this might be corrected. In this example the recipient “abcde” was not found in the “” mail domain and it was for this reason that the delivery failed


1. Having selected a vessel (or vessels) from the Ships screen, details can be sent by email by clicking on the red “Send” button. A drop down menu will appear with a number of customisable options (for example, full details, abbreviated details, etc.)

2. The email, which will be related to the chosen vessel(s), can then be composed and sent


1. When an attachment from an existing message needs to be forwarded to a third party (but without including any reference to that first message, i.e. by not using the conventional “Forward Email” method), the Message Editor can be opened by first dragging the attachment to the “Compose” button

2. Hovering above the “Compose” button will immediately open the Message Editor

3. Once open, the Message Editor window is ready to receive the file to be attached

4. Without dropping the file, it should be dragged immediately back to the Message Editor. The window will turn grey and the file is then dropped. The message is then ready to be composed