is mass emailing system, an application that provides you the the ability to send bulk emails, or emails
which are sent to many recipients at once from your database on the system. With this application (which can cost hundreds of dollars if purchased separately elsewhere), you have our industry standard facility to easily
extract from your existing contact database on the system, quickly select newsletter templates and send personalized emails to hundreds
or thousands of your contacts with just a few clicks. Mailer is the 6th
component of FadOffice - software package for business
Mailer helps you to effectively target recipients of your mail
Unlike common mailing software (which can cost hundreds of dollars if purchased separately), you do not need to create any special mailing list or groups,
nor create duplicate database and confusion each time you send mails. You simply make a clone from your existing contact/company database on the system, additionally filter the list if necessary.
You can set extensive filter to select contacts (recipients) using more than 20 criteria, inluding age, gender, city, country, categories(groups),
companies they work at etc.
Only contacts/records having emails and marked to receive News Letter are included in the clone list.
You can further carry out normal search/filter on the records (for example, by city or gender) to limit the number of email recipients.
You can remove record(s) from your mailing list by unmarking the News Letter checkbox and then saving the changes.
Creating and Sending emails is very simple, especially so if you follow the steps described below.
The section has been divided into 5 functional tabs, namely:
Contacts / Mailing List - for short-listing recipients list, if necessary
Template(s) - for creating/storing meassage templates
Personalization - for inserting personalization tags into message body, if necessary
Preview/Test - for previewing Mailer parameters and message before finally sending
Sending... - to start/stop sending emals
Contacts / Mailing List
If you have interacted with other areas of the system, then you should not encounter any problem with using Contacts / Mailing List section.
The major differences being that records have been automatically cloned to form a mailing list.
Only contacts/records having emails and marked to receive News Letter are included.
You can still browse, search (filter), export to file the cloned list if necessary. Limitations: you can not add or delete records here.
Further, only two fields are editable - Email and News Letter.
Perhaps, the most vital aspect of email marketing campaign. The template facility allows you to compile your message as simple Plain Text
or craft neat and stylish RichText Format, HTML layout messages to boost the effect of delivery and response rate.
From the navigation panel, click on the "+" button to invoke the form for creating a new template ("pencil" button, if you are editing).
In the resulting form:
Template Name - give a name to the template. For example, January Newsletter
Short Description - enter some reasonable texts to describe the content of the template message. New product launch annoucement, for example.
Subject - this is the subject header, the first message to be seen by recipient, so make it catchy!
Plain Text - message body in simple text format. No styling or coding acceptable here.
Html File Link - you can use the content of an external file to serve as the message body. In such a case, enter the web (link) address where the file is hosted
Personalize - select Yes if you want to send personalized email messages to your recipients.
Body Content Type - very vital option that determines how your message template compilation will be handled in the next two tabs.
When done, click Submit to save the new message template.
We are now back to the table and navigation panel.
Select the template you have just created (if necessary, you can do inline or full-form editing of the template).
From the panel, click on the leftmost button (Alert icon) to invoke the WYSIWYG - What-You-See-Is-What-You-Get text editor. This enables you to use Richtext format texts, Html codes, Images and styles in your mail message body.
The editor, with your simple text message, will appear immediately below the table.
Customize the message text anyway you deem fit, using the editor buttons and other tools. You can select part of the text and
change the font face, size, color, background, insert hyper link, html codes etc. You can also add more text, create tables, forms,
insert/remove bulleted list, create div container and many more.
You may click the text editor's Preview button
to see how the final text will look
Click Update to save changes.
Click Next >> to proceed to the next tab (Personalization).
The reality is that most repients are going to view your email either in Outlook, Hotmail or Yahoo!
Email clients are far less tolerannt than a web browser with html. Therefore, you need to be extra careful with how
you compile your richtext, html email template. Ideally, you should try and test your html template in various email clients to see the results!
Recipients' mail client will determine whether they receive a Text-only or HTML formatted messages.
Instead of sending large chunks of content, design your email template as simple as possible, include large headlines and then
shorter sections of content with link to your website.
Keep your content short, to the point and use it to drive clicks to your website where recipients can get full information.
Designing email template can be challenging, but once you have one that delivers expected result,
you can reuse it over and over again.
Personalization is the process of
inserting information specific to individual recipients in your message to them.
For example "Dear [[FirstName]], Happy New Year! .... follow this link [[Website URL]] to unsubscribe from our mailing list".
When sending the message [[FirstName]] and [[Website URL]] will be automatically replaced with actual values, extracted from your contacts database, for each recipient.
Note that you can insert one or more fields taken from your recipients' database into your message template.
Follow the steps below to insert personalization field(s) into your email template.
Select the spot where you want to insert the field
From the drop down select box above the text editor, select the the field you want to insert
Click the Insert button.
To insert more fields, repeat the proccess
You may click the text editor's Preview button
to see how the final text will look
Click Update to save changes
Click Next >> to proceed to the next tab (Preview/Test)
If you have opted for No to personalization when creating a particular template, then the text editor will not display at all. In that case
on getting to the Personalization tab, do nothing. Just click on the Next >> button at the tab's extreme bottom-right
Depending on the Body Content Type option you have selected for a particular template (see Template(s) above),
the text editor may display simple plain text or formatted richtext message body with html codes
Although you are allowed to insert into your message any field from your database, make sure you insert only the ones your recipients and you really need - i.e. the relevant fields
The Preview/Test combines and displays all information you need to start blasting emails
to your recipients. Server connection parameters, including sender's name and email, are extracted from your configuration data.
You have the opportunity to review everything once more and be certain you want to go ahead. You have 5 choices:
- opens a new page, where you can edit Server connection parameters, including sender's name and email
- takes you to previous page(s) where you can edit your email templates or refine your recipients' list
- you can schedule the mailing for polling by the system cron job, which will later blast the emails without you, while you go about your other business. Polling may occur once or several times in a day by Cronjob.
- will send a single TEST email to your ADMIN/SENDER mailbox with the message template. This will anable you to see if you've set everything correctly, Check your admin mail inbox to receive the email; come back to make corrections if necessary. Highly recommended that you use this feature before blasting mails to your actual mailing list (recipients).
- takes you to the next page where you can start sending your emails to recipients you've selected from your database. Live!
Initially you will find only two buttons - Start and Stop.
To start sending emails, click the button.
A progress bar will appear, indicating the status of the process.
To stop sending emails, click the button.
The progress bar will freeze for a moment and then disappear.
After completion, the progress bar will freeze for a moment and then disappear.
Reports are logged into database and available in the Mailing History section.
Mailer history and Send log
Each time you invoke bulk mailing process, report will be available detailing the sent messages and recipients, date and time of the event.
Mailing History report also reflects the message template and character encoding used for the particular mailing session, sender email, total nnuber of
intended recipients and factual number sent. Error messages, if any, are also are also recorded.
This is the standard norm for any mailing program. Mailing History, apart from reporting successful email deliveries, can also be used to diagnose problems and glitches relating to server connection,
errors in mail delivery etc.
This is more so when you have very low success rate of delivery (less than 75%). For proper diagnose, you can export the Mailing History report to a file and send it to your ISP.
You may also want to fine-tune the Mailer parameters or exclude certain recipients from your next mailing list. Mailing History report inherit most of the functionalities as other sections. You can browse,
search/filter, delete or/and export records to file. However, you CAN NOT add or edit records - reports are generated by the system.
Also note that reports are displayed using Master-Detail relationship. Master records are displayed in the topmost table, details - below.
When you select a record from the Master table, corresponding detail records will be displayed in the detail table(s). For example,
error logs and message template used for a particular mailing session.
Each record in the Mailing History table (master records) represent one mailing session, which may span from
several seconds to hours. Mailing History table (master records) holds
information including start and end date-time, number of scheduled mails, factually sent number and also the Success Rate.
Other useful information may also be included. You can browse, sort, filter, delete the records or export them to file.
Among the vital data that comes with almost every mailing session is the error log. It is displayed as details of Mailing History. Server connection error, waiting timeout,
date-time when the error occured, email and ID of the recipient are reflected in the Detailed Log. You can click on the ID to view full information about the recipient.
Another detail block is the message Template Used for the mailing session.
Other detail blocks may come with time - as we improve useablity.
The bottom line
FadOffice built-in mailing system is all-inclusive. To use the facility you need 4 things:
Records in your CONTACTS or COMPANIES database with opt-in option to receive News Letter
Necessary records must have emails
Specified and tested parameters for the batch MAILER
Mail message template(s) from which you can select
You do not need any special knowledge or additional software to blast your messages to your recipients. There is wizard system
to take you through the process. Simply click the
buttons below each tab.