SoftBulkEmail

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How to use SoftBulkEmail

Which version of SoftBulkEmail are you using? SoftBulkEmail 1 Standard Edition SoftBulkEmail 2 Professional Edition

Before running SoftBulkEmail 1 Standard Edition please fill in your End-User Details.

Starting SoftBulkEmail 1 Standard Edition Via the Menu Select Start Select Programs Select BuzzSoft Select SoftBulkEmail Select the SoftBulkEmail 1 Standard Edition icon. Via SoftOffice If SoftOffice is installed the toolbar will display the SoftBulkEmail icon. Click on it and SoftBulkEmail will start.

Select The Data File Select the "Open Data File" button and locate the .csv (Comma Separated Variable) file which contains the data to merge. Each record in the CSV file must contain at least one field - the email address of the recipients. The file may contain an unlimited number of records. Each record can have up to 20 fields (including the email address). The email address is assumed to be field number 1. Each field must be separated from each other with a comma (,). If a field has a comma within it then enclose the whole field between double quotes. Once you have selected the data file its path will be shown.

Build your Email message Add the text for the email in the "Details" box. MailMerge fields are defined as follows %*FIELD1*% from FIELD1 to FIELD20. The contents of the appropriate field are inserted from the CSV data in numerical sequence. If the data to insert is blank (empty) then nothing is inserted. The Email you send can be of unlimited length and up to 255 characters wide.

Send Your Emails Click the "Start sending Email" button. If you are not connected to the Internet, Windows will automatically start the connection process. Once connected the Emails will start sending. A gauge will be displayed showing the percentage progress of the MailMerge process. A counter is updated every time an email has been successfully sent.

Starting SoftBulkEmail 2 Professional Edition Via the Menu Select Start Select Programs Select BuzzSoft Select SoftBulkEmail Select the SoftBulkEmail 2 Professional Edition icon. Via SoftOffice If SoftOffice is installed the toolbar will display the SoftBulkEmail icon. Click on it and SoftBulkEmail will start.

Before using SoftBulkEmail 2 Professional Edition please click on the "Configure" Button and fill in your Personal Details. You will be asked to fill in - Your Name Your valid email address Your SMTP Host Your Login/User ID

Select The Data File Select the "Open Data File" button and locate the .csv (Comma Separated Variable) file which contains the data to merge. Each record in the CSV file must contain at least one field - the email address of the recipients. The file may contain an unlimited number of records. Each record can have up to 20 fields (including the email address). The email address is assumed to be field number 1. Each field must be separated from each other with a comma (,). If a field has a comma within it then enclose the whole field between double quotes. Once you have selected the data file its path will be shown.

Build or Open your Email message Text or HTML SoftBulkEmail supports both plain text and HTML emails. All HTML format emails need to be sent out differently in order for the recipient to view them properly. The HTML tick box must be ticked in order for an HTML email to be sent correctly. HTML files can be prepared using tools such as Netscape. SoftBulkEmail has been tested with all leading Email clients. Loading and editing the message Select the "Open Email message" button. Open the file you want and load the details. Add or change the text for the Email in the "Message" box. This text can be Cut and Pasted from other Windows application. When you have finished you can save the Text or Html by clicking on the "Save Email message" button. MailMerge fields are defined as follows %*FIELD1*% from FIELD1 to FIELD20. The contents of the appropriate field are inserted from the CSV data in numerical sequence. If the data to insert is blank (empty) then nothing is inserted. The Email you send can be of unlimited length and up to 255 characters wide. Currently HTML format emails will only appear in their raw HTML format. Care should be taken when amending the layout of HTML code using SoftBulkEmail.

Send Your Emails Click the "Start sending Email" button. If you are not connected to the Internet, Windows will automatically start the connection process. Once connected the Emails will start sending. A gauge will be displayed showing the percentage progress of the MailMerge process. A counter is updated every time an email has been successfully sent. SoftBulkEmail stores information on every email which is sent. Looking at individual promotions will give you marketing information on the number of times a promotion has been run and the number of emails sent. Controls can be set to decide how many times an individual email address receives a given email.

Promotions In order to save time and to collect Marketing information you can create "Promotions" by clicking on the "Edit Promotions" button. A promotion is a summary of all the information required to send out your Emails. i.e. Promotion Code - An alphabetic code which is unique for each Promotion. You can run a Promotion as often as you want. Promotion Name - Internal to this application and is for your benefit only. Email Subject - Will be inserted in every outgoing email. Your Name - Will be inserted in every outgoing email. Email Address - Will be inserted in every outgoing email. Description - This can be used to store more information on the Promotion. Data File Path - The filename and path to the file containing the .csv formatted data. This will be typically created using a spreadsheet. Email Content Path - Contains the name and location of a .txt or .html file. This is the information to be emailed. It can be modified before it is sent. Start Date - Information which you can maintain to identify when a promotion started. End Date - Information which you can maintain to identify when a promotion finished. Maximum Duplicates - Controls the number of times someone will receive a promotion. Every time an email is sent the database of emails for a given promotion is checked. If an email has already been sent for the promotion then if maximum duplicates has been set it will be checked.

Testing The Professional Edition includes a Test facility. Click on the "Test" button and a window will appear which contains the first record from your data file merged with your email message. Each record is read from the data file and the information inserted into the predefined Fields. You can run this Test repeatedly until the information appears as you want. Click on "The Arrow" button to look at the next merged email. No emails are sent whilst you are testing. Currently the HTML format emails will only appear in their raw HTML format. Future versions of SoftBulkEmail will support full HTML display.

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