your guide to group-mail
Contents
1. GroupMail will now start the Delivery Console This is a separate piece of software which is used to manage the delivery of your GroupMail messages Groupidail Business Edition Delivery Console GroupMail Delivery Console Wien Ene status of the Grouniiad delvery queue Current Mailing Queue Status Wailing for a job to be queued Job one Haig D l nis U Fred Exduded Address mitis Te Gag yep Deive y Started 16 08 2005 L17 LA cand Mode Standard malLimagmarysp com 25 SMF duthentcaton Yes Account myname Gimaginaryed com Doran ender Sending to johndoc Gimagnar yep oam r a rari ina oe Lees ee ce t a jo gg eNi Figure 25 When the Delivery Console is running there will be an Envelop icon in the system tray like this a ee mi Figure 26 If you need to access the delivery console at any time just double click on this envelop or alternatively click on the Delivery Console icon on the Main Toolbar in GroupMail The Delivery Console manages all queued messages in GroupMail If you wish to see how a previous message was handled then you should go to the Sent Messages area in GroupMail on the Messages Screen Here you can choose a previously sent message and view the logs on it You can also resend it or resume it if the mailing was incomplete To Recap In GroupMail there are 3 essential things that you need to do in order to be able to use it 1 Create an ac2. At present these are e GroupMail This is comprised of the core application files and is always installed e Add ons These are extra pieces of software that provide additional integrated functionality to you such as Subscription Management via the Subscriber Add on or Email Address validation via the Email Inspector Add on e Templates GroupMail comes with a set of designer templates that you can use for creating new messages e Outlook Toolbar If you use Microsoft Outlook 2002 or higher then you can choose to install this option The Outlook Toolbar integrates some GroupMail features directly into your Outlook Client If you choose this option please make sure that you close the Outlook client before proceeding Otherwise you may need to restart your system in order to complete the installation When you have selected the items you wish to install you should click the Next button Now you can select the name for the folder to store the Start Menu shortcuts We recommend that you use the default option here Click Next to create additional icons Click Next again to review all of the installation options If you are happy with these settings click on the Install button Otherwise click on the Back button and make any required changes When all the required files are installed you may be asked to Restart your system If this is the case you should otherwise the software may not function correctly When the installation has
3. Ear yin CONT Options SMTP AUTH LOGIN Stake Test message besent from myname Gima yp D nan emda bo mya Ginea yp T Serdi wa c cicatied SMTP Server Server malagra yapon 25 Loree bor emeut 6 Warg Stacked AUTH LOGIN Authentcaten Ueamame myname Enna ya coo Serr Figure 12 If you are having any problems make sure that your Firewall is configured to let GroupMail send If problems persist double check your settings check with your web hosting provider and if you are still having problems contact GroupMail Support When you are happy with your Account Settings click OK On the Account Manager screen you can create as many accounts as you like This is useful if you wish to send different types of messages to different groups of recipients Personal and Business for instance or if you require different delivery options based on location Close the Account Manager when you are ready and return to GroupMail Now we are ready to create a group Step 5 Creating a Group A group is essentially a list of recipients who you want to send messages to To create a group you need to go to the Groups area E Messages Tools i Create a Mew Message G Accounts Reven Seni Iems Exogusien Ls Lee a Terasi Datessse Conecions Wea Seyer 28 Groups Add ons Cre Hew Group j Megeege Related Cetiore p a ieee Ca mpat Recents J About rap Js Scheduler Manage Scheduled Events Check for Uscates
4. Figure 13 Click on the large Groups icon in the Toolbar or click on the Groups link on the Home page as above To create a new Group click on the Create New Group item on the Action Menu or on the Task Pane on the left hand side of the screen Create a New Group Create a New Group S lect the type of group you want to create Group Type Select the type of group you want to create Grou Mal Format Default Recents are stored internally cm External Database Recpent information is retrieved from an extemal Database system Figure 14 This will start the Create a New Group wizard For the purpose of this article we will choose to create a GroupMail Format default group If you already have all your recipients in a database like SQL Server then you could choose to link to it To do this you would use the External Database option With the GroupMail format option selected click next to proceed Group Location Select allocation to store the new group e Create a new group Local Default i saved in the default Groun Mal store C Custom Specify the location where the new group is to be col O Link to an existing group Figure 15 It is possible to create Groups that can be shared with other users To do this you would click on the Custom item above and select where to store the Group for instance you might like to save it on a Network Share or File Server where others can access it If you w
5. recipients This option works well for users who already run their own mail server or have a fixed IP address with a reverse DNS entry For most dialup users we would not recommend this option as it can be considerably slower to send with e Outlook if you are using the Microsoft Outlook client for your email then by using this option GroupMail will route all your email through Outlook This 1s useful if you are using Microsoft Exchange with no SMTP support enabled e Pickup this option is useful for those running GroupMail on a system which is running an SMTP delivery service like the one included with HS or Quiksoft s SMTP Express Fill in the User Information with the details you would like to use to identify each message sent this information will appear in the From header in each message sent For this article we are going to configure the most common option Standard For this we will need to know the address of the SMTP Server we are going to delivery though and if we need Authentication or now Your web hosting provider can provide you with all of this information they may even have articles on their website check out their support section Let s imagine that we ve been in touch with our web hosting provider and they have provided us with the following information SMTP Server address is mail webhostprovider com SMTP Authentication is required Use your our web hosting provider email address myname webhostprovider c
6. E a el Imaginary ISP Account mynamedimagmaryisn com Standerd TAPES wiy First Message af CROW ESA ee ee 30 H i Hi FIRSTNAME This is my first GroupMail Message 7 Figure 21 The GroupMail Message Editor resembles most other email editors except that instead of typing in the Email Address to send to you choose a Group of recipients see Send To above To show who the message is From choose an Account from the From list This will also determine how the message will be sent Type in a Subject and Message By default all messages created by the Editor are HTML If you wish to change this go to the Format menu or just click on the Message Format drop down list as shown File Edit Insert Format View Tools Help ya Bed BH bhai F m 0 0 8 Bl kre m Sie Figure 22 To personalize a message you should click on the Insert Menu and click on the Merge Fields item For more advanced personalization you can use Merge Scripts Use the Insert menu to embed images hyperlinks or add attachments to your message as required When you are happy with the content of your message you should Preview it to see how it will look when you send it To do this click on the Preview tab available at the bottom of the message editor Message Preview Options See what your message val look like Just select the raciqient to use for previewing Recipients Chage a recoient fom the currently selected group to use fo
7. In order to use GroupMail you will need to configure 3 basic things How to Send 1 e Account Settings Who to Send to i e Groups Recipients and What to send 1 e Messages There are lots of other options available but these three are essential if you are to use GroupMail successfully Step 4 Setting up your Account details By Account details we mean the details required to send your messages and identify the sender This resembles the typical Email Account settings dialog present in most email clients To create an Account you need to go to the Account Manager You can do this via the Home screen or Tools menu Messages Tools Create a hew Message AccOUFIES Review Seni Ibens Bateson ie a Template Database Cormectons Wen Senia 28 Groups a Rigen a 5 J Agd ki Create Mew Group Message Related Dotions Search Groups ee ere impart Redpients i About H Scheduler j Chack for Updates Manage Scheduled Evente Figure 6 This picture shows you how to get to the Account Manager from the Home screen This is what you will be presented with when you click on Accounts or Account Manager on the Tools menu CE Accounts Account Manager Create and maintain the Accounts you need to Identify and Deliver messages you send Figure 7 To create a new account click on the New button EE Account Properties Account Properties Enter a descriptive name for the Sccount User Infor
8. Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Group Mail Manual USING GROUP MAIL 2IGROUPMAIL CONTENTS Installing the software Starting GroupMail Configuring GroupMail Setting up your Account details Creating a Group Creating a Message Sending a Message Step 1 Installing the software Once you have downloaded GroupMail 5 0 you just need to double click on the downloaded file from Explorer to start the installation process Alternatively if you are using Internet Explorer or similar you may be prompted to open the file once the download is complete This option is also acceptable If you have an existing copy of GroupMail running then you should close it down before starting the installation When you open the installation file you will be presented with the product installer iE Setup GroupMail Business Edition Welcome to the GroupMail Business Edition Setup Wizard This wil natal Group Mail Business Edition v5 0 on your commuter t i recommended that you close al other apobcations before rimma Chek Her to continue or Cancel io eet Setup Figure 1 When this appears you should click Next button This will bring you to the License Agreement which you should read carefully When you are satisfied with it you should click on the I accept the agreement radio button as below Pisassa read the follwing License Agreement You must sesepi the terns of this agreement before continuin
9. ail you should select the Group you have just created You can add recipients one at a time to this by right clicking on the Group and selecting the Add Recipient to Group menu item Field name Valve A Emad johndoeginagnayip C Tide Mr bs Fretrame John Lariana Dos Address 1251 Imaginary Place Address apt 4 City Ske State Tel Figure 19 Enter in the desired details for the Recipient and click on the OK button Repeat this as necessary If you have all of your recipients in an existing list you can add them to your groups much faster by using the Import options im Import Recipients Import Recipients Choose the type of Import you with to perform O Address Book Import Import redments from popular emal address books Fila Import Import recoents from Teki and Einary Ges and the Clipboard CI Database Inport Impart recoents fom popular database systems Figure 20 Importing is beyond the scope of this article but is well documented in the Help file User Manual and Articles Now you have a Group set up with some Recipients in it Next all you need is a message to send Step 6 Creating a Message To create a message in GroupMail you can click on the File Menu and choose the New Message option or you can click F2 This will start the GroupMail Editor i GroupMail Business Edition Message Editor E mtg Fie Edt feet Format Wew Toots Help aise W bhi F m G mend To PR my Feet Grout
10. completed successfully you will be presented with the following screen iL Setup GroupMail Business Edition Completing the GroupMail Business Edition Setup Wizard Siu has finished installing Grouped Busia Edition on Our Compe The La do mE De rere oy Seecing ihe imaaked pore Click Finish th ant Saup Launch Group Mai 5 nen Figure 3 By default the Launch GroupMail 5 now check box is enabled With this set GroupMail will start up automatically when you click on the Finish button Step 2 Starting GroupMail 5 To start the software regularly as in not from the installer click on the Start Menu All Programs and GroupMail 5 folder En Add ons Ee Delivery Console Pep 5 E Help aint E Read Me Figure 4 Click on the GroupMail 5 icon and this will start GroupMail If it is your first time to use GroupMail you will be presented with the Getting Started helper iy Groopail Business Edition MeD Veto to ai aE e She Gere bo oo ah Shee krn Seva steer race ogee n renner icles oremi Enp inani Sete rt Renni Sei Dik hent fo siri mimg up Grouped Figure 5 This will guide you through the steps required to get the software running For the sake of this article we are going to assume that you didn t complete this wizard Please note that this helper is available at anytime from the Help menu Step 3 Configuring GroupMail GroupMail is designed to send messages to groups of recipients
11. count with all the identification and send details required 2 Create a group and add recipients to it 3 Create and send a message Everything else in GroupMail fits around these main items and we invite you to review the User Manual which is freely available with the software for further information This guide is intended as a quick start guide If you require further information or guidance on any of the topics discussed please refer to the help file the user manual or GroupMail support This guide is based on the complete Business Edition of GroupMail
12. g wih the installation END USER LICENSE AGREEMENT FOR Grup Mad ake Geous Medd Free ry Personal or Business Editions MPORTANT READ CAREFULLY Plesse reed the following license eqreemert You musi agree to ie bama before uting thes aofiware This end user icense agreement EULA Jis a legal agreement between you iether an indvidual or a ange erity and infact id for Goup Mad 5 x incluing cOMpuier software electronic documentation and painted materiala SOF WARE By Downloading inslaling copying of otheniee using ihe SOFTWARE you agree to be bound by the tems of this agreement E you dong M accepi the aormemers ide not mosti Figure 2 And then click Next At this stage you can review the Readme information file which shows you what changes etc have been made in this version of the software Click Next to continue to choose the installation folder The installer at this stage will check to see if GroupMail 5 has been installed previously If it has it will select the existing GroupMail folder to install to If GroupMail wasn t installed previously a default option will be chosen It is recommended that you accept this choice but you can change this to any other location that suits you Once you are satisfied that the software will be installed to a suitable place please click Next to proceed to the Select Components part The GroupMail installation is made up a few component parts
13. ish to use a Group that somebody else has created then you would use the Link to an existing group option These options are explained in more detail in the User Manual For this article we will use the default option Local group is saved in the default GroupMail store Select this and click Next Group Structure Seecihy He Selkis to be stored for each rednem Data Type Length Bi a 2x 3 Adorer 1 Tex 1 g Detay Figure 16 Now you can setup how the group will be comprised There is a default list of fields available but you can remove or alter these Ideally you should only have the fields you will use listed in order to save space and make the groups as quick as possible to work with Click Next when you are happy with the fields that will make up the group Hamed Fields Select the field that contains the redpient Emad address Emal Feld Ema mP Figure 17 Because you can setup a group anyway you like GroupMail needs to know which field will contain the email address for each record or recipient in the Group Select the appropriate field and click Next Final step Pigase enter 6 name for this new Group and then dik Create Group Name iy First Group Figure 18 Enter a unique and descriptive name for the Group now and then click on the Create button Congratulations You have successfully created your first Group Now it s time to add some recipients to it In the Groups area in GroupM
14. mation Deivery Options Enter the information that you vould le to be wed to Identify messages you send Hame Organization Email address Reply to address Custom Headers There are 0 custom headers configured Configure Figure 8 An Account is made up of 3 parts A Descriptive Unique Name this is how you will recognize the Account later when you are sending a message User Information this describes the Sender Name Email Address etc Delivery Options this determines how messages sent using this account will be delivered Fill in the User Information with the details you would like to use to identify each message sent this information will appear in the From header in each message sent Click on the Delivery Options tab now to enter in the settings used to deliver the actual message User nformation Delivery Options Sect how you would ite Grouped to ceiver your messages Deivery Options Stender a Send via decboated SMP Server Standard SMTP Server Requires Authentication T Pause every 25 we messages for e seconds we Figure 9 There are 4 different ways to get GroupMail to deliver your messages see the Delivery Options drop down list above e Standard this sends the messages through your corporate SMTP Email Server and it is typically the option we would recommend to most users e Direct this sends the messages directly from your system to each of your
15. om and the password you use to check that account Select how you vould ike mouga io ceiver your messages Deivery Opiom Standard hel Send via Gedcated SMiP Server Standard F Requires Authentication at lt be Connection Gators Pouse every ag y messes ME e secondi P Figure 10 Enter this information as above For the mean time you can ignore the Connection options refer to the User Manual for more information on them To enter the Authentication information click on the Setup button under where you have entered the SMTP Server address GET BLUE Send 500 Emails Per Hour just 6 95 CLICK HERE http www bluehost com track portal Authentication Settings Authentication Settings Erie any required authentication oobens here Use SMTP Authentication outbound TTT ener ll Word Sseeeeeeuseeee Use Secure Password Authentication NTLM Use POP Authentication check before sending Figure 11 Check the Use SMTP Authentication outbound and enter the username and password you were given by your web hosting provider Click OK to store this information To make sure your settings are correct and working click on the Test button on the Account Properties screen Test Email Settings Test Email Settings GroupMad wil test the specified settings by attempting to to send a Test Email Message to Rie access you provide belo Test Options l Test Message To myname
16. r prevewing Emad address johndoe Gimagraryisa com i I Local Preview See what you neceage val lock ika before you eend it Target ent oa e J Test Send Preview Send the masage to an ema sccount of your choice Emal address Figure 23 Using the Local Preview option and select the installed email client that you would like to use to preview the message Then click on Preview Message This will Personalize the message and open it in your regular Email software showing you how your message will look If you want to carry out further testing you can use the Test Send Preview option just enter the email address you would like to send the message to and click Test Send This is an ideal way to test how a message will look in a Web Mail client like Hotmail Once you have reviewed your message you should save it To do this click on the File Menu and choose Save The message will now be saved as a Draft and will be available from GroupMail at any time via the Messages Drafts area Step 7 Sending a Message With the message saved you are now ready to send it To do this click on the Send button in the Toolbar or the Send item on the File menu This will bring up the Prepare to Send dialog which allows you to set some additional delivery related options E Prepare to Send Message Message Suppect My First Mesage To Group My First Group C1 Address To Srey a e im ag send From EE Imaginary ISP Accoun
17. t mynamedimagin M Options Filters set Ho Set Filters Eicus palong s t N Shedumg Oottes Set Mo Figure 24 On this screen you can review that you are sending to the correct group If you are not you should cancel and return to the message editor and select a different group Then repeat the send process The Address To list on this screen allows you to determine what text will appear in the To header in the messages you send and if they will be Personalized By default the recipients email address will be shown here You can select any fields you like here from the list though or any combination of them If you wish to send the message in bulk mode then you should click on the button beside this option and select the Bulk Address type Check that the Account listed in Send From is the correct one You can make changes to it here by clicking on the button beside it In the options area you can set filters which will allow you to control who gets messages using the contents of specific fields With Exclusion options can you do partial mailings to part of a group and block recipients from being sent messages if they exist in other groups and or files Scheduling Options allows you to set a time or date in the future that the message should be sent For more information on these options you should refer to the Help file or User manual To Send the message or queue it if 1t is scheduled click on the Continue button
Download Pdf Manuals
Related Search