Send Individually User`s Manual
Contents
1. O t 4 Send Individually Test Email Message HTML MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW Sperry Software a a a a ie Insert Insert Insert Insert Insert Insert Column Column B Column Column D Column E Column F Sperry Software Add Ins De JE SSS Ep Subject Send Individually Test Email Hi Substitute Column B Default Customer Please ignore this email Please feel free to email back if you have any questions Thanks Mike Sperry http www SoerrySoftware com Find 37 Outlook add ins that make a difference Example campaign email with personalization note the blank To field This substitution text contains the Excel column whose value will be replaced by this substitution text at the time of sending When the email is ready leaving the To field blank click the Send Individually button idi k Libraries Documents Sperry Software v a Search Sperry Software p Organize New folder BI inn sir Favorites ie Name Date modified Type Size BD Desktop di Send Individually 2 26 2014 9 26 AM File folder ia Downloads Excel Worksheet With Email Addresses 2 26 20149 27 AM Microsoft Excel W S Recent places a u a File name Excel Worksheet With Email Addresses Excel Files xlsx Ope Send Individually Copyright 2008 2014 Sperry Software Inc Page 8 The add in detects the missing To field recipients and kicks into gear asking you where to find the E2. or your Outbox folder before going back online To go offline go to in Outlook File Work Offline and click it To go back online click it again so the checkmark disappears You can tell if you are offline by looking in the lower right hand corner of the main Outlook window where it says Offline Just in case the add in displays the first email exactly the way it s going to go out If you re happy with it just answer Yes to the question of whether you want to send them all out If you re not happy with it choose No to the question of whether you want to send them out of not You can then make any necessary alterations and try it again Send Individually Copyright 2008 2014 Sperry Software Inc Page 2 Configuring the Add in Once the installation is complete you are ready to use Send Individually When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help 4New ie C3 X eg Reply E Reply to All iy Forward Sa W fat Th Send Receive gt I Search address books MM Fir a lt A TL CO E A A ro CO ST E S TT TN 7 Ma Sperry Software Add Ins Re aaa aa a tia L Outlook 2007 SEND RECEIVE FOLDER VIEW Sperry Software Sperry Create Mew Software Campaign Sperry Software Add Ins Outlook 2013 Clicking this button displays the Sperry Software Add ins configur
3. progress window pop up Send Individually Progress Campaign Send Individually Test Email Progress Finished sending at 2 76 7014 9 39 25 AM Emailing Pause Sending Resume Sending Progress window shown after successfully finishing the campaign Note that while the email campaign is under way you can Pause the campaign or Resume from a Pause and also Cancel it altogether When cancelling be aware that some emails may have been sent while others may not have been sent out It is important to check the report or your Sent Items folder to see which recipients have been sent the email You can safely click on the Ok button to dismiss this window so you can continue working in Outlook You also just minimize it or leave it in the background while you continue to work When the campaign has finished you will get an email notifying you of the completed status for that campaign To Personalize Campaign Emails In order to really raise response rates of your newsletters announcements and other material it s better to individually address each recipient in the body of your email Doing so also lowers the probability of your email being classified as spam since it s no different than if you were to craft the email yourself To do this you can use the Sperry Software toolbar buttons that appear once you select to send to your Outlook Contacts or use an Excel file The options to personalize vary based on
4. your recipients When using Outlook Contacts for instance you can choose from the contact s title Mr Mrs etc first name last name or company name Send Individually Copyright 2008 2014 Sperry Software Inc Page 6 El H Untitled Message HTML MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW Sperry Software a df to Insert Insert First Insert Last Insert Company Tithe Mame Name Name Sperry Software Add Ins Note that you can also just type the email addresses into the To field if this is done the add in will look to see if it can find the person s first name or last name etc in the Contacts folder The personalization feature is only available in the body of the email not in the subject To Send To People in an Excel File Alternatively if you choose to customize the email with a list from Excel then the toolbar looks like this El H z Untitled Message HTML MESSAGE INSERT OPTIONS FORMAT TEAT REVIEW Sperry Software az id id td oe Insert Insert Insert Insert Insert Insert Column Column E Column Column D Column E Column F Sperry Software Add Ins These buttons correspond to the column in the Excel file These buttons are just a sample of the available power of the add in this is because once you click the button after placing the cursor in the body of the email the substitution text is placed inside Send Individually Copyright 2008 2014 Sperry Software Inc Page 7 Al HoH
5. SSAGE INSERT OPTIONS FORMAT TEAT REVIEW Sperry Software a i i he BE gs ll Attach File gt Fol sl EE Send p TE Peed U5 Attach Item Hic en aste B I uU FY A ress Lhec Individually u Z A Eook Names F Signature Lov Sperry Software A Clipboard Ta Basic Text F Mames Include Ilil iil i Subject Send Individually Test Email Please ignore this email Please feel free to email back Mike Sperry The first message with any optional substitutions is being displayed http www SperrysSottware Would you like to send this and the rest of the messages Find 37 Outlook add ins tha Again when the Send Individually button is clicked the add in places just the first person on the list into the To field then asks if the email looks good If not you can go back and edit the email Note that if you inadvertently click the standard Send button that the add in is smart enough to know that you started this email with the Create New Campaign button and will warn you This email message was started for Send Individually The Send Individually button should be clicked to send the message This feature will prevent you from making a mistake of sending the email to many people It s only available if you start the email with the Create New Campaign button Send Individually Copyright 2008 2014 Sperry Software Inc Page 5 If you elect to send the message after it has been displayed then you will see a
6. anti DS ee Send Individually Sperry Sees Tas ay Proce User s Manual Contents Wele ING aaraa AAAA AAAA AE AAAA AEAEE E sue siensenian A 2 Conie UT FS te AAEE eaa E EEES 3 Uo mne Send mavi dudli enema ne ee R EEEE E E EE EOE 4 To Start a New Campaign s sssesesesrsrsrsrsrssrsrsrsrsesesesrsrsrsrsrsesesererersrsrsrsrsesererororsrorersrsrsrseseserererereeseeeee 4 To Personalize Campaign EMailS sssseosssessessnsrnseresresrrsrrserresrrserserresrrserserrrsersesrrserseeserseserserseereserseeseee 6 To Send TO People in an ExCeL ci Pee ee rnr r E E One me te ee ee oe 7 To Send Unique Attachments To Each Recipient cccecceeccseceseceeceeceseceeeeeeceseceneeeecteeeeeeeeeceseeenees 9 To Send To People in Your Contacts Folder esssesesssssssrseesrsrrsererrrsrsrrseserrrserreseserrrsrrrrsesrereseerrsesrene 10 Sena Aaa CONE Wat AE Ea E E E N S E ecaveeieeevecsereeeereeeteecee icc 11 Ga as are E T er E E E EA NT E E A I ee 11 Heroe TO eee ee eee oe eee eee eee mee eter errr 14 OU ES NOG CIS grates sensace E E muaseessseusvcwaresgeesiweyeeerleeery eee 16 Send Individually Copyright 2008 2014 Sperry Software Inc Page 1 Welcome Thank you for choosing the Send Individually add in created by Sperry Software This add in sends an email that you create to each recipient you specify one ata time It s perfect for sending out newsletters announcements and other marketing materials How it works 1 You create an email
7. ation screen It is on this screen that settings are made to control the add in s functionality Send Individually Copyright 2008 2014 Sperry Software Inc Page 3 Using Send Individually To Start a New Campaign A campaign is an email combined with a set of recipients whether they are in Outlook Excel a text file etc To start anew campaign click on the Create New Campaign button HOME SEND RECEIVE FOLDER VIEW Sperry Software Wai Sperry Create New Software Campaign Sperry Software Add Ins Outlook 2013 Once you do you will immediately be asked where you will be getting your contacts from There are two possibilities here either they are in Outlook say your Contacts folder or your Address Book or you can just start typing the email addresses into the To field just like normal The other is in an Excel file or any file that Excel is capable of reading like a tab delimited text file or a CSV file Will you be using Outlook Contacts or an Excel spreadsheet Outlook Contacte Excel Spreadsheet Cancel For purposes of this example let s choose the Outlook Contacts option A new email ready for your customization is displayed Fill it out like normal then click back on the Message tab and click the Send Individually button Send Individually Copyright 2008 2014 Sperry Software Inc Page 4 FHS 6 t F Send Individually Test Email Message HTML ME
8. newsletter or other announcement 2 Add your recipients to the To field 3 You click the Send Individually toolbar button That s it Each of your recipients will get an email addressed just to them in the To field and they will not see any other email addresses because it s been sent just to them Alternatively you can choose contacts from any of your contacts folders click the Send Individually To Contacts button compose your email the way you normally would then click on the Send Individually button It will prompt you for approval of the final review then begin sending the email to all the contacts you selected This topic is discussed in more detail below in the Using Send Individually section You can also compose your email the way you normally would except leaving the To field blank then click on the Send Individually button It will prompt you for a list of email addresses from an Excel file or a tab delimited plain text file with one address per line and it will then send one copy of the email to each recipient individually addressed This topic is discussed in more detail below in the Import From File section Note You may want to practice using just a few names at first until you get the hang of it Also you ll probably find it helpful to take Outlook offline so that no emails actually get sent while you re practicing If you do this you ll need to delete any practice emails you may have in your Drafts folder
9. ou choose to delete the sent campaign emails Permanently delete the sent copies after sending them will erase all copies of the sent emails after they have been sent out Send a BCC copy of each email to allows you to designate an email address that will receive a BCC of each sent email This is useful if you want a copy to be sent to a CRM system it s important because if you put a BCC in the campaign email itself it will be erased before being sent out because the add in normally removes all recipients except for one each time it sends a campaign email Throttle Sending If you are sending to many contacts it may be necessary to throttle how quickly the messages are being sent out If a value of zero is specified the feature is effectively turned off and the messages go out as they normally would If any other value is specified that is the number of seconds that passes between each send that is performed by the add in This allows Outlook a chance to get the message out before being overwritten by the next Note that there are other factors that affect the sending for instance your email provider ISP may limit the number of messages that you can send in a day or the number of messages that can be sent in an hour You ll need to contact your ISP to get the exact details Sending Progress The Show Progress button will allow you to view the progress of any campaigns that are currently in progress The Reset button provides y
10. ou with a means of stopping the campaign in progress which will need to be manually restarted Send Individually Copyright 2008 2014 Sperry Software Inc Page 12 This is an example of the progress window Campaign Send Individually Test Email Finished sending at 2 26 2014 9 39 29 AM Progress window shown after successfully finishing the campaign Send Individually Copyright 2008 2014 Sperry Software Inc Page 13 Other Settings Tab Installed Add Ins Add In Configuration Individually Reports Generate a report View Reports Folder When sending include successtul as well as unsuccessful recipients in the report Default Text Provide default text for when the substitution cannot find the person s first name last Name or company name Note You can always manually edit the substitution text in the email after the text has been inserted Customer Reports After the emails have all been sent a report is always written By default the report contains the names of any recipients that you included who could not be resolved because they either don t have an email address or were ambiguous This way you can go back and find those names make the necessary corrections and send again There is one checkbox in the Reports section that controls what goes into each report As mentioned any failed email addresses are always included however if the When sending include successful a
11. s well Send Individually Copyright 2008 2014 Sperry Software Inc Page 14 as unsuccessful recipients in the report checkbox is checked which it is by default then all the names and email addresses that are sent to will be included in the report To view the report just go to the configuration window and click View Reports Folder This report gets overwritten each time you send so if you need to keep the report for any reason it will be necessary to copy the file to another location Default Text For personalization when the person s first name last name or company name cannot be found the text entered in this field will be substituted Send Individually Copyright 2008 2014 Sperry Software Inc Page 15 Troubleshooting Q I m having trouble and need to start over with installing What can I do A Follow these instructions http www sperrysoftware com kb questions 98 I 27m having problems 2C and l need to reinstalltmy add inst from a clean start tHow do l do this 3F Q The Sperry Software Add ins button is not visible A Run the Add ins Reset tool The add in reset tool among others can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Send Individually Copyright 2008 2014 Sperry Software Inc Page 16
12. ssages Sending Progress Show Progress Idle There are two tabs within the configuration window General Settings and Other Settings Prompt for email address if it can t be found during the send operation will cause the add in to ask you to resolve the email address of the person you are sending to if it cannot figure it out by itself If this box is unchecked the send operation will still take place but it will write any unresolved recipients into the report see below instead of waiting on a prompt just in case you kick off a send operation right before you leave for the night Send Individually Copyright 2008 2014 Sperry Software Inc Page 11 Display first message so that it can be reviewed before sending causes the first message to be displayed in front of you the way it s going to go out This gives you a chance to correct any mistakes and make sure that all substitutions are occurring as expected Once the email is displayed in front of you and you are happy with it just click Yes to send out all the copies including the one you just reviewed If you need to make changes just click no and the emails will not be sent You will then have a chance to correct the email Send an email to myself when the campaign ends will generate a message that is sent to your inbox when the campaign is finished This is useful if you do not want to monitor the emails as they go out and y
13. u use the substitution text to personalize the email then the add in performs a special check behind the scenes as it processes the columns in the excel file In particular the add in checks to see if the column value specifies the path to a file If so rather than substituting anything the add in instead adds that file as an attachment for that particular email Meanwhile the substitution text for that column is deleted Send Individually Copyright 2008 2014 Sperry Software Inc Page 9 So in summary to send unique attachments simply use any of the substitution text buttons making sure that the column chosen has a path to a valid file If there is no file found then the substitution text is still removed from the email and the email is still sent out You can just add the keyword Substitute First Name Default Customer without the single quotes but with the double quotes and it will be substituted with each person s name on the fly There are two ways to do this and it depends on whether you are going to send to people that are in your Contacts folder or people that are in your address book To Send To People in Your Contacts Folder To send to people in your Contacts folder start in any of your contact folders The first thing you want to do is to select the List view Og Contacts salesi s HOME SEND RECEIVE FOLDER VIEW Sperry Software rE e E ce _ A aS ex eee Ss S E amp UE Ne
14. w New Contact Mew Delete Email Meeting More People Bienes Cad Phone List i Contact Group Items 7 New Delete Communicate Current View lt 4 My Contacts Aj FULL NAME JOB TITLE COMPANY FILE AS List View is on the right Outlook 2013 shown You can then select the contacts that you would like to send to or press Ctrl A to select them all or better view by Categories then select all the contacts that belong to particular category etc using Categories as a method of organizing lists is highly recommended Once they are highlighted click the Email button This will bring up a new email that is addressed to all your Contacts At this point you can safely fill out the email like normal then when you re ready click the Send Individually button and the process continues just like when using an Excel file Send Individually Copyright 2008 2014 Sperry Software Inc Page 10 Send Individually Configuration Page General Settings Tab Installed Add Ins Add In Configuration General Settings Other Settings Personalization Options Prompt for email address if it can t be found during the Send operation Display first message that it can be reviewed before sending Send an email to myself when the campaign ends Permanently delete the sent copies after sending them _ Send a BCC copy of each email to Throttle Sending Speed Delay for 5 seconds between sending messages Perform a Send Receive after every 10 email me
15. xcel file You navigate to it select it and then the recipients are gathered up and the first message with substitutions is displayed In the example screenshot below the value in column B in the excel file contains the recipient s first name Mike El H z MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW Sperry Software H sia ME E z et l A Uo 2 D Calibri B 71 A 2732 7 Ap JE a v AHA ENE aaa F Adi aA U5 Attach Item l High Import en aste e BIU A ES E amp E pa P Individually Y Bae Book Names L Signature Low Importa Sperry Software A Clipboard Ta Basic Text F Mames Include Tags T sales sperrysoftware com 4 Send Subject Send Individually Test Email Hi Mike Please ignore this email Please feel free to email back if you have any q The first message with any optional substitutions is being displayed Mike Sperry Would you like to send this and the rest of the messages http www Sperrysoftware com Find 37 Outlook add ins that make a difference You can use any valid column from the Excel file in the substitution text by simply editing the text there s nothing special about it just make sure that the column in the Excel file contains valid values The rest of the process continues and the progress will be displayed as the add in works its way through your list of recipients To Send Unique Attachments To Each Recipient This feature is only available when using Excel If yo
Download Pdf Manuals
Related Search