mailer manual

8/3/2019 Mailer Manual

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Table of Contents

1General information about the program .............................................................................................................................1 About the program .............................................................................................................................................................................2Purpose of the program ...................................................................................................................................................................3Technical support ................................................................................................................................................................................4Registration ...........................................................................................................................................................................................5User interface ..........................................................................................................................................................................................5 About the user interface ...................................................................................................................................................................7Functional panels of the program ................................................................................................................................................7List of macros ................................................................................................................................................................................8List of recipients ............................................................................................................................................................................9List of messages ...........................................................................................................................................................................

10Sending .........................................................................................................................................................................................11Dialog boxes of the program .......................................................................................................................................................11Macro .............................................................................................................................................................................................12Recipient Group .........................................................................................................................................................................13Recipient ......................................................................................................................................................................................14Message .......................................................................................................................................................................................16Schedule Item .............................................................................................................................................................................17Sort Recipients ...........................................................................................................................................................................18Mask Operations ........................................................................................................................................................................19Subscribe .....................................................................................................................................................................................20Unsubscribe .................................................................................................................................................................................21Export Wizard .............................................................................................................................................................................22Import Wizard .............................................................................................................................................................................

23Options ......................................................................................................................................................................................... 24SMTP Server ...............................................................................................................................................................................25POP3 Server ...............................................................................................................................................................................26Change Field ...............................................................................................................................................................................22Import/Export .........................................................................................................................................................................................22Importing addresses .......................................................................................................................................................................21Exporting addresses .......................................................................................................................................................................27How to import and export addresses ......................................................................................................................................28Subscribe/Unsubscribe ................................................................................................................................................................28Subscribe ............................................................................................................................................................................................29Unsubscribe .......................................................................................................................................................................................

30POP3 Subscription and Unsubscription ................................................................................................................................. 33Frequently asked questions .....................................................................................................................................................33How to create a mailing list .........................................................................................................................................................34How to make messages with embedded graphics ............................................................................................................27How to import and export addresses ......................................................................................................................................35How to send messages .................................................................................................................................................................36How to find items in lists ...............................................................................................................................................................37How to work with macro definitions .........................................................................................................................................

4How to register .....................................................................................................................................................................................3What must I do if I have got a problem ....................................................................................................................................


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About the program Top NextDetailed information about this software: Title: Advanced Emailer, v6.7 Copyright: F-Key Solutions, Inc. Contact us: http://www.emailarms.com/contact_us.html Home Page of the program: http://www.emailarms.com/products/advanced_emailer.html The latest release of the program: http://www.emailarms.com/downloads/zip/mailer.zip Software type: Shareware Registration Fee: $69 Registration Form: http://www.emailarms.com/buy/advanced_emailer.html P ricing: 1 license = $69 2 licenses = $120 5 licenses = $180 10 licenses = $210 15 licenses = $240 20 licenses = $270 25 licenses = $290 30 licenses = $310 40 licenses = $330 50 licenses = $350 60 licenses = $370 70 licenses = $390 80 licenses = $410 90 licenses = $430 100 licenses = $450 150 licenses = $500 200 licenses = $550 Site license = $600 S ee also: About the program . How to register . Technical support .

Advanced Emailer Help About the program

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Purpose of the program Top Previous Next

Advanced Emailer is intended for sending requested email newsletters or notifications utilizing subscription-based mailinglists. This program allows you to create and manage a customer database and generate personalized messages frompredefined templates using a variety of data fields such as Name, Age, Gender, Address, and Country and so on. It lets youhave for example order numbers, member IDs and other data in the database along with email addresses and names anduse them to generate individual messages with order or membership status and so on. You just use macro substitutionpatterns , to be replaced with information from the database, for each customer, right before dispatching. You can also addyour own custom fields to the database if you need to have more information on each customer. Using tab delimited or CSV format you can synchronize the program with virtually any database system such as Microsoft Access, Excel, SQL,Oracle and so on. You can use all the standard message formats like plain text, HTML or even create a rich contentmessage in the Microsoft Outlook Express and export it into the program. The interface of the program is very simple andeasy to learn - nearly all functions can be performed using hotkeys on the keyboard. This software is a handy tool for keeping feedback from your customers, its a mailing list manager, a sophisticated address book, with a built in database,and an email program.

You can use Advanced Emailer for performing only legal activity on the Internet. You can not use Advanced Emailer for spamming (SPAM) because spamming is an illegal activity. The Definition of SPAM: The word SPAM as applied to Email means Unsolicited Bulk Email (UBE). Unsolicited means thatthe Recipient has not granted verifiable permission for the message to be sent. Bulk means that the message is sent aspart of a larger collection of messages, all having substantively identical content. A message is SPAM only if it is bothUnsolicited and Bulk. Unsolicited Email is normal email (examples include first contact enquiries, job enquiries, salesenquiries, etc.) Bulk Email is normal email (examples include subscriber newsletters, discussion lists, information lists,etc.). Technical Definition of SPAM: An electronic message is SPAM IF: (1) the recipient's personal identity and context areirrelevant because the message is equally applicable to many other potential recipients; AND (2) the recipient has notverifiably granted deliberate, explicit, and still-revocable permission for it to be sent; AND (3) the transmission andreception of the message appears to the recipient to give a disproportionate benefit to the sender. Examples of legal usage: sending invoices, order status notifications to customers who purchased your services or products; sending information about your services, products, special offers or price lists to users as replies to their inquiries. sending newsletters to the users who subscribed to your mailing lists and wants to receive your regular newsletters.

sending email notifications and announcements to customers who chose to receive them; S ee also: About the program . How to register . Technical support .

Advanced Emailer Help Purpose of the program



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Technical support Top Previous Next

If you have a problem, please, Contact Us by E-mail(We answer our e-mail within 12-24 hours). Please, inform us about thefollowing: Windows version (including service packs and other fixes installed); Detailed description of your problem. If the problem is a bug in our program, we will make our best effort to fix it in the next version within a month. If you have any

comments or suggestions for the next releases, please post them to us. S ee also: About the program . Purpose of the program . How to register .

Advanced Emailer Help What must I do if I have got a problem



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How to register Top Previous NextThis software is distributed as shareware. To keep the program on your personal computer you should register it. The first step is to obtain a registration code by paying a fee to us in the amount of $69 or with some discounts

depending on quantity of licenses (see information about discounts on Registration Form). You can buy the license(s)using Online Registration via Secure Server. If you do not wish to use Online Registration you may use the followingalternatives: Telephone orders, Fax orders, or payment may be sent via postal mail or other delivery methods.

The second step is to enter your registration code in the program. Use the Help-Register item in the main menu to enter the code in the program. To avoid errors we recommend using the Windows cut and paste while entering the code.

P ricing: 1 license = $69 2 licenses = $120 5 licenses = $180 10 licenses = $210 15 licenses = $240 20 licenses = $270 25 licenses = $290 30 licenses = $310 40 licenses = $330 50 licenses = $350 60 licenses = $370 70 licenses = $390 80 licenses = $410 90 licenses = $430 100 licenses = $450 150 licenses = $500 200 licenses = $550 Site license = $600 Use the following URL to register the program: Registration Form: http://www.emailarms.com/buy/advanced_emailer.html S ee also: About the program . Purpose of the program . User interface .

Advanced Emailer Help How to register



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User interface Top Previous Next

Constructively, the main window is divided into several parts: Main pull down menu All functions of the program can be performed from this menu.

Tool bar This bar contains buttons that duplicates some of the most frequently used functions of the program

Popup menus Duplicate functions of the main menu. Click the right mouse button on an item in the left or right portion

of the window, or on an item to open a context popup menu

Main tree of the program The tree is at the left side of the main window. This is the list of all functional panels of the

program. Select any item of the tree to switch between panels. Use the splitter line between the tree and currentselected panel to change size of the tree.

Status bar It is located at the bottom of the main window. It displays the status of the program and some statistics

such as amounts of recipients, SMTP servers, and messages.

Link bar located on the right side of the main window and are context sensitive. Meaning that they change depending

on the item selected from the left. They present you all the operations that can be performed on a given item in acentralized manner, without the need to go to the main menu.

There is also a list of hot keys that can be pressed instead of using the menu item or Link Bar. These hot keys are alsocontext sensitive and they will change their meaning depending on the panel you are on. Here is the list of the hot keys thatcan be used in the program: Ins Add an item to a list Del Delete an item from a list F4 Change an item in a list Space Enable or disable an item in a list F9 Start sending. F8 Abort sending. Ctrl+O Open the options dialoghlp_options

Advanced Emailer Help About the user interface



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Ctrl+F1 Open the contents of the help file. F1 Open the help topic on the current window or item (active window or item). Alt+X Close the program. S ee also: About the program . Purpose of the program .

Advanced Emailer Help About the user interface



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List of macro definitions and their default values Top Previous Next

This panel contains list of standard and user-defined macros.Macros are like variables that will be stored in the recipient database. Each macro will be stored separately for eachrecipient and will be substituted in the message in the place you specify. There are standard macros (these are suppliedwith the program, and cannot be deleted) and macros that can be created by the user.

In the following picture, you can see the list of standard Macros that are signified by the blue diamond from the left are thestandard macros, supplied with the program. You can define any macros by yourself, like Version for example (it is signifiedby the green diamond from the left).Each macro field has a name, a Macro Name (this is the name that should be used in the message for substitution) and a

default value (this value can be supplied here and in case there is no value in the database for that particular field, it will besupplied instead)You can define as many macros as you want here and they will act as global constants. For example you might want tocreate a Signature macro here and then use it in all your messages. If for any reason you decide to change the signature,you can do it here, instead of opening each message and editing it separately.The predefined macros that are coming with a program are stored in the recipient database and can be edited separatelyon the recipient dialog To perform Edit, Delete operations on the macro you need to set the cursor to the macro you want to change To add a macro you can use one of the following ways: Use Add item on the Link Bar on the right (recommended) Press Insert button on the keyboard Go to Item menu bar and choose Add To edit existing macro you can use one of the following ways (if this is a standard macro you are editing, you will only beallowed to change the default value): Use Edit item of the Link Bar on the right (recommended) Press F4 button on the keyboard Go to Item menu bar and choose Edit To delete existing macro (you can only delete your own macros) Use Delete item of the Link Bar on the right (recommended) Press Delete button on the keyboard Go to Item menu bar and choose Delete For adding/editing macros, the form Macro information is used If you need to rename/hide/show the fields or change the field order, use Options->Recipient Fields tab. After you rename the fields, the macro names will also be renamed. For example, if you rename the field Title toGender, you will have to use the new macro %GENDER% instead of %TITLE%. This list of macros is intendedfor changing default values of the fields and to add/delete/change user-defined constants usable as macros inmessages. S ee also: User interface .

Advanced Emailer Help List of macros



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List of messages Top Previous Next

This panel contains a list of messages to be sent. Each message is an individual entity, that will be sent to the list that areassigned to this message

Here is how you edit, delete or add new messages: Use Item-Add of the main menu or Add button on Link Bar or Insert button on the keyboard to add items to a list. Use Item-Delete of the main menu or Delete button on Link Bar or Delete key on the keyboard to delete items from list. Use Item-Edit of the main menu or Edit button on Link Bar or F4 button on the keyboard to change selected items in list. Use Item-Enabled of the main menu or just press Space key on the keyboard to enable or disable selected items in list. Use Search-Find of the main menu or Find button on Link Bar or Ctrl+F key sequence on the keyboard to Find items in

list. Use Search-Find Next item of the main menu or press Find Next on Link Bar or press F3 key on the keyboard to

continue searching. For editing items in the list of messages, the form Message is used. S ee also: User interface . How to find items in the lists .

How to create a mailing list . How to send messages .

Advanced Emailer Help List of messages



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Sending Top Previous Next

This panel displays current sending status and additional sending info such as throttling progress or pause status. When Advanced Emailer starts sending emails, it creates a pool of threads with a predefined number of threads and uses it tosend messages. Each thread connects to SMTP Server using a separate connection to parallelize and speed up thesending process. Each thread takes an approximately equal number of messages from the unsent message queue. It thentries to send it using its own connection. It will return the status of the message back to the program and this status will bereflected in the database for each recipient.

When sending is started this screen will show the overall progress and current operation status. If some thread cannot senda message for whatever reason, it will retry a number of times and then it will fail. In this panel you can use the followingbuttons: Use Sending-Start of the main menu or Start button on Link Bar on the sending panel or press F9 to start the process of

sending. Use Sending Stop item of the main menu or Stop button on Link Bar or press F8 to abort the process of sending S ee also: How to send messages . How to create a mailing list . User interface .

Advanced Emailer Help Sending



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macro Dialog box Top Previous Next

This dialog box allows you to change a macro . You can change the following fields: Field Name This is a plain English name of the field. It is used for your reference only Macro Name This is a name of the macro substitution. This is what should be used in the message editor Default Value This is an optional default value for this macro. If the field does not appear in the database, this default

value is substituted instead S ee also: General information about the mailing list . Macro definitions . User interface .

Advanced Emailer Help Macro



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Recipient Group Dialog box Top Previous Next

This dialog box allows you to change recipient group information in List of recipient groups . You can change the followingfields: Group Name This is a name of the group that will appear in the list of recipient groups . From Name This is the name that will be appearing in the From: field when the recipient gets his email from you From Email - This is the email that will be appearing in the From: field when the recipient gets his email from you Reply To Email This is an email that will be appearing in the Reply To: meta-field when the recipient gets his email

from you Enabled - Use this check box to enable or disable the recipient. All these fields except Enabled field can be used as Macro definitions in your messages. S ee also: List of recipients . Macro definitions . User interface .

Advanced Emailer Help Recipient Group



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Recipient Dialog box Top Previous Next

This dialog box allows you to change recipient information in List of recipients . You can change any of the fields appearingin this dialog, while only the email is a mandatory field. If you leave one of this fields empty the default value specified in themacro is going to be substituted, if it is used somewhere in the message. Use Cyclic Input option if you need to enter many recipients. If the option is turned on, the program will not close the form while you add recipients and you will onlyneed to press Enter to submit the current recipient and open the new blank form. Press Cancel to exit the cyclic mode. All these fields except Enabled and Cyclic Input field can be used as Macro definitions in your messages. S ee also: List of recipients . Macro definitions . User interface .

Advanced Emailer Help Recipient



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Dialog box Message - Embedded graphics Top Previous Next

This dialog box allows you to change create or edit the message that you will send to the customers in List of messages .There are a few different types of messages you can create:

Plain text message is a regular text message. You cannot insert any pictures or embedded HTML code. Eachmessage cannot exceed 65536 bytes

HTML message you can use HTML code in this type of the message. It can include any pictures and formatting theregular HTML can have (bear in mind that it is going to be rendered on the email readers like Microsoft Outlook or

Eudora, that are not 100% HTML and JavaScript compatible) External EML you can specify a location of a EML file you exported from Microsoft Outlook Express. This is theeasiest way to create a complex HTML messages with attachments. To create and export a message from MicrosoftOutlook Express, follow this procedure:

Create your message in Microsoft Outlook Express but do not click Send button; Use File->Save As menu item in Microsoft Outlook Expresss message editor to save the message as EML file.

You should select the Mail (*.eml) item in Save As Type field of the save dialog box. Save the message to folder where you keep your files

After saving the message, you can close Microsoft Outlook Expresss message editor with this new message. Choose EML message as a message type in the message window. The message window will condense to hide

all the unneeded controls on this window.

Type the subject into the subject field. Subject can contain the macro substitutions Type in the file path to where you saved your EML file, or click a browse button to the right and find it in the

directory that you saved it in previously Your message is ready

When you select a plain text or an HTML message type, the message window will look like this

Advanced Emailer Help Message



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In this case, here are the fields that you can change in this window: Load Body from File Use this button to load message body to Message field from any plain-text or HTML file. File

size can not exceed 65536 bytes (maximum text file size in Microsoft Notepad). If you want to send large messages with Advanced Emailer, use External EML message file , see above.

Message - This is a body of your message. Here you can use Macro definitions to define this field dynamically whilesending.

Subject - This is a subject of your message. Here you can use Macro definitions to define this field dynamically whilesending. If you use External EML message file option and would like to use Subject field defined in your EML fileinstead of this Subject field, just leave it blank. You can use Macro definitions in Subject field of your EML files as well.

Attachments - This is a list of attached files. Use the buttons Add , Delete , Change to change the list of attachments.You can use this field only if you have chosen Plain-text message option in Type field. You can not use attachmentswith HTML message type. If you need to send attachments with your colored message with embedded graphics, useExternal EML message file option and create any unlimited message in your favorite e-mail program (see above)

Charset If you have a message written in a language, other than English, you can choose a charset from this list tochange your users email view code page to see the international characters print correctly

Send for Select groups of recipients, which must receive this message. This feature allows you to combine severalmailing lists to one file if you place your mailing lists to separate recipient groups

S ee also:

List of messages . How to work with macro definitions . User interface .

Advanced Emailer Help Message



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Dialog box Schedule Item Top Previous Next

This dialog box allows you to change schedule items. Use it to specify individual start and end time for the schedule. Youcan also specify the throttling for this scheduled interval. Throttling is a way to avoid disconnects. It also lowers the speed of sending. Since Advanced Emailer is sending emails with huge speed, maximizing your internet connection you can set theprogram to pause for a specific number of seconds after sending some number of messages. This setting will be in effectfor each sending thread separately S ee also: Macro definitions . User interface .

Advanced Emailer Help Schedule Item



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Dialog box Sort Recipients Top Previous Next

This dialog box allows you to sort recipients in your recipient lists. You can uncheck any of the fields you do not want to usein sorting, and change the field order by using the buttons with red arrows (you can also drag&drop them in the list). Tocheck or uncheck all the fields, use the buttons, which are under the buttons with red arrows. Press OK to start sorting or Cancel to cancel. S ee also: List of recipients . Macro definitions . User interface .

Advanced Emailer Help Sort Recipients



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Dialog box Mask Top Previous Next

When you have many recipients in the list you can use batch operations like enable, disable, delete and Mark them as Sent,Unsent or Bad. This way you dont have to perform these tedious operations on subscribers one by one, but you can makea program do it for you.

When you want to perform a batch operation, you will need to think of a mask. A mask is a wildcard string that will beapplied to each of the items in the list, to find out if it matches a mask. If the recipient will match the mask, the operation youselected will be performed on this item.

A mask can include any printable characters and wildcards. There are two types of wildcards: *Wildcard, used for specifying any number of any characters in the string ? Wildcard used for specifying any single character.This way for example a string *@hotmail.com will specify any recipient at hotmail and [email protected] will specifyany address starting with john and having 3 characters exactly following it, at hotmail.comIn case you are doing batch operations on recipients, you can also specify what type of recipient does this dialog appliesfor. Here are the choices:

All items Will be applied for all the items in the list Unsent Items Will only be applied to the unsent items Sent Items Will only be applied to the sent items Bad Items Will only be applied to the items marked as bad

S ee also: List of recipients . Macro definitions . User interface .

Advanced Emailer Help Mask Operations



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Dialog box Subscribe Top Previous Next

This invokes a wizard that will walk you step by step through a process of subscribing recipients from a file, set of files or using POP3 email box. This command makes inactive recipients active (enabled) and adds new recipients to the selectedgroup. You can use Import feature to add new recipients to mailing list as well. You can subscribe the recipients from filescontaining only email addresses or files with all the fields like Name, Title, Address and so on. On the first page of thewizard you should choose one of those options and press next. On the next page of the wizard you should choose whether you want to subscribe recipients from a single file that you produced from your subscriber database or from a set of files

contained in one folder. Make a choice and press next. You can then follow the on screen directions to complete the wizard How to make email messages with subscribe and unsubscribe requests S ee also: User interface How to register How to subscribe recipients to mailing list How to unsubscribe recipients from mailing list

Advanced Emailer Help Subscribe



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Dialog box Unsubscribe Top Previous Next

This invokes a wizard that will walk you step by step through a process of unsubscribing recipients from a file, set of files or using POP3 email box. This command does not delete items, it just makes them inactive. Use Import or Subscribe featureto add new recipients to mailing list. When you activate unsubscribe, a wizard will be invoked to help you to perform thisoperation. Follow the on screen instructions to complete the unsubscribe process. How to make email messages with subscribe and unsubscribe requests

S ee also: Subscribe User interface .

Advanced Emailer Help Unsubscribe



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Exporting addresses Top Previous Next

Use this feature to export e-mail addresses from mailing lists to plain-text files. It is a useful if you wish to share your e-mailaddresses between several programs or perform complex list operations like purging, merging or splitting outside theprogram. Before exporting, choose type of output file format then specify a file where you would like to export your addresses to. You can export the following recipient information: E-mail addresses only E-mail addresses, names, and custom fields of recipients

To start the process, use File->Export item of the main menu , or press the Import button on the task bar, customize your output file. Your addresses will be saved to a plain-text file (lines are separated by hard returns, and each line of the filecontains email address, name and custom fields of a single recipient).

Advanced Emailer supports plain-text files where lines are separated by hard returns, and each line of the file contains e-mail address, name and custom fields of a single recipient. Format of lines of the output file:"[email protected]","Peter Bond","Field1","Field2","Field3","Field4","Field5","Field6","Field7" Quotes string limiter Comma field separation char S ee also: About the program . Purpose of the program . How to register .

Advanced Emailer Help Exporting addresses



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Importing addresses Top Previous Next

Advanced Emailer enables you to build custom mailing lists from plain-text files. You can use any text files with delimiters asinput, such as TXT, HTML, CSV, RAW, RTF, etc. Advanced Emailer extracts e-mail addresses from source filesautomatically and adds them to current mailing list. If you want to import predefined source files(see below), which containinformation not only about e-mail addresses, but also about recipient names, and custom fields, use the option E-mailaddresses, names, and custom fields from formatted plain-text files. Use the option E-mail addresses only from any textfiles if you want to import e-mail addresses only. Use the buttons Next, Back, Finish to navigate within Import Wizard. The program allows you to import 1073741824 recipients (32768 groups by 32768 recipients each). We do notrecommend you to build big mailing lists because they may work slowly on some old computers. To start the process, use File-Import item of the main menu, specify format of your source file by Import Wizard and select agroup of recipients where you would like to place new recipients to.

Advanced Emailer supports plain-text files where lines are separated by hard returns, and each line of the file contains e-mail address, name and custom fields of a single recipient. Format of lines of the source file:"[email protected]","Peter Bond","Field1","Field2","Field3","Field4","Field5","Field6","Field7" Quotes string limiter Comma field separation char The order of the fields makes sense so, order fields in your sourse files according to this scheme S ee also: About the program . Purpose of the program . How to register .

Advanced Emailer Help Importing addresses



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Dialog box Options Top Previous Next

This dialog box allows you to change some system global options of the program. You can change the following parametersin different tabs: SMTP Servers This tab allows you to Add, Change or Delete SMTP Servers. Use the Add, Delete and Change hot

links located in the upper right corner of this window to modify your SMTP server list. Enable pipelining This setting lets you send mail faster by connecting/disconnecting to/from your SMTP server

only one time. Once connection is established, only the send commands are performed. If you disable this setting, a

separate connect/disconnect command will be performed for every message you send. Please, note that not allemail providers support pipelining. Mailer signature headers This setting lets you change the X-Mailer and X-MimeOLE headers of the messages

you send. X-Mailer usually identifies your email client and X-MimeOLE can be modified to match the program usedto create your message.

Number of simultaneous SMTP connections This will define the number of connections and the number of active threads at the same time. The more connections you will have, the more speed you will gain. However, if youhave a slow internet connection and you specify too many threads, they will all be fighting for the bandwidth. Also, notall SMTP servers allow you to use multiple SMTP connections.

Throttling and sending speed You can specify the default throttling and sending speed here. If you omit thethrottling in the schedule , or you dont specify the schedule at all, these throttling settings will be used by default.Sending speed is simply a delay (time interval) used to pause the program after every SMTP command is executed.Use this group of settings if your email provider limits you in sending by applying per minute, per hour or per daylimits.

POP3 Settings This tab allows you to specify all the detai ls about POP3 servers which you may want to use toautomatically parse subscription and unsubscription requests from your clients that are arriving in a regular email. Youcan Add, Edit and Delete POP3 servers here. Below the list of POP3 server you can specify lists of keywords used todistinguish between subscribe/unsubscribe requests and your regular emails. You can type multiple keywords (one per line) in subscribe and unsubscribe boxes. When this program parses the message, it will look for these words in thesubject line. If one of the words is found, the message is considered a valid subscribe/unsubscribe request and isparsed based on the parsing rules specified below. You specify the symbol used to separate field names and values inthe message body (those values will be used as recipient data fields when the new recipient is created for a givensubscribe request). See how to subscribe and how to unsubscribe topics for details.

Recipient Fields Here you can hide/show/rename recipient fields, or change field display labels. When you renameyour fields, you will have to use the new field names in Macro definitions . You can also change the field order and it willaffect the field order in all parts of the program.

File Types here you can add or delete all the file types (file extensions) that will be used by default when you import

recipients from a folder with files. Only the listed file types will be searched for addresses. Domains here you can add or delete domain name extensions used to determine validity of email addresses being

imported. Only the email addresses with the listed domain extensions will be imported and the other addresses will beignored. See the import recipients topic for details.

Preferences Here you can specify the user interface preferences that you like: Colors specify the colors that you like for the recipients. When the recipient is sent a message it is marked in the

database as a success or an error. You can change the color for success or the error here. User interface you can specify to show or hide various user interface items here.

S ee also: User interface . Subscribe Dialog Box . Import Dialog Box .

POP3 Subscription and Unsubscription

Advanced Emailer Help Options



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Dialog box SMTP Server Top Previous Next

This dialog box allows you to change SMTP servers settings. You can change the following fields: SMTP Host - Here you specify IP address of SMTP server such as the 195.162.38.1 or smtp.hotpop.com. SMTP Port You can specify a port at which the connection to SMTP Server is done. Port number 25 is a standard for

SMTP, but in case you have different settings, click on the Custom radio button and enter a different port number.Please, note, that if you use TLS, you will have to set port number to a different value. TLS ports are usually different thanregular SMTP ports. Refer to your email account setup given to you by your email provider for details.

Authentication - Some SMTP servers require Authentication. They will not let you relay your mail unless you have avalid user name and a password for them. In this case click on SMTP server requires authentication checkbox andenter a username and a password. (Some servers might only require the username, in this case, just leave thepassword field empty.

Transport Level Security (TLS) - Many SMTP servers nowadays require you using TLS. This protocol will encrypt allyour SMTP traffic at transport level using SSL. The "Use require TLS handshake" option lets you use the standardSMTP port 25 by switching to an encrypted channel upon executing the STARTTLS command. The "Use implicit TLShandshake" option will use the standard 465 TLS port and start an encryption session immediately. Explicit TLS usuallyworks on the standard SMTP port 25 and starts an encryption session immediately. Refer to your email account setupgiven to you by your email provider for details. You can also play with these settings if something does not work rightaway.

Enabled - Use this check box to enable or disable the server.

Advanced Emailer Help SMTP Server



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Dialog box POP3 Server Top Previous Next

This dialog box allows you to change POP3 servers settings. You can change the following fields: POP3 Host - Here you specify IP address of POP3 server such as the 195.162.38.1 or pop.hotpop.com. POP3 Port You can specify a port at which the connection to POP3 Server is done. Port number 110 is a standard for

POP3, but in case you have different settings, click on the Custom radio button and enter a different port number.Please, note, that if you use TLS, you will have to set port number to a different value. TLS ports are usually different thanregular POP3 ports. Refer to your email account setup given to you by your email provider for detai ls.

Authentication - All POP3 servers require Authentication. They will not let you get your mail unless you have a validuser name and a password for them therefore you have to enter both values. Transport Level Security (TLS) - Many POP3 servers nowadays require you using TLS. This protocol will encrypt all

your POP3 traffic at transport level using SSL. The "Use require TLS handshake" option lets you use the standardPOP3 port 110 by switching to an encrypted channel upon executing the STARTTLS command. The "Use implicit TLShandshake" option will use the standard 995 TLS port and start an encryption session immediately. Explicit TLS usuallyworks on the standard POP3 port 110 and starts an encryption session immediately. Refer to your email account setupgiven to you by your email provider for details. You can also play with these settings if something does not work rightaway.

Delete messages from server - Use this setting if you want to delete messages with subscribe/unsubscribe requestsfrom server once they received and processed (good default behavior). Please, note that the other messages kept onyour email server other than subscribe/unsubscribe requests will not be deleted.

Enabled - Use this check box to enable or disable the server.

Advanced Emailer Help POP3 Server



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Dialog box Change Field Top Previous Next

This dialog box allows you to change field name and display label of a field in recipient lists. Remember that you can onlyuse letters and numbers in field names. Display label can contain any characters. Use the checkbox Visible to hide or showthe field in recipient lists. S ee also: List of recipients . Macro definitions . User interface .

Advanced Emailer Help Change Field



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How to import and export addresses Top Previous Next

Advanced Emailer has a mechanism allowing you to share your recipient database between Advanced Emailer and other programs. Advanced Emailer enables you to import addresses from various source files, and to export them from

Advanced Emailerto plain-text files, which can be easily used by any other programs. Because the program supports CSVand RAW data formats, you can import data prepared by Microsoft Excel, Microsoft Access, etc. You can import plain-textfiles made earlier by Advanced Emailer using File->Export feature. Also, you can collect e-mail addresses from any textfiles with delimiters such as HTML, TXT, RTF, CSV, RAW, etc. Use File-Import item of the main menu to Import addresses from files or file directories. Use File-Export item of the main menu to Export addresses to plain-text files.

Advanced Emailer supports plain-text files where lines are separated by hard returns, and each line of the file contains e-mail address, name and custom fields of a single recipient. This is an example of a line of the file:"[email protected]","Peter Bond","Field1","Field2","Field3","Field4","Field5","Field6","Field7" Quotes string limiter Comma field separation char The order of the fields makes sense so, order fields in your sourse files according to this scheme S ee also: About the program . Purpose of the program . How to register .

Advanced Emailer Help How to import and export addresses



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Subscribe Top Previous Next

Advanced Emailer has a mechanism allowing you to subscribe recipients to your mailing lists using plain text files or POP3mail boxes. To start subscribing process, just select File -> Subscribe item of the main menu and follow the instructions of the Subscribe Wizard . If you want to use plain text files, just select required option in the Subscribe wizard and then selecta file or a folder with files. All inactive items in the recipient list will become active if they are included in the file withsubscribers and are present in the list. All new recipients will be added to the selected group as well. You can also selectSubscribe by Email to process subscribe requests sent to a POP3 mailbox.

You can also use the Import feature to add new recipients to your mailing list. See here on how to work with POP3 email subscribe requests

Advanced Emailer Help Subscribe



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Unsubscribe Top Previous Next

Advanced Emailer has a mechanism allowing you to unsubscribe recipients from your mailing lists using plain text files or POP3 mail boxes. To start unsubscribing process, just select File -> Unsubscribe item of the main menu and follow theinstructions of the Unsubscribe Wizard . If you want to use plain text files, just select required option in the UnsubscribeWizard and then select a file or a folder with files. All active items in the recipient list will become inactive if they areincluded in the file with emails and are present in the list. You can also select Unsubscribe by Email to process unsubscriberequests sent to a POP3 mailbox.

This command does not remove recipients from your mailing lists, it just makes them inactive. To remove inactiverecipients from your mailing list, select all inactive recipients in a recipient list and delete them using masking filters See here on how to work with POP3 email unsubscribe requests

Advanced Emailer Help Unsubscribe



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POP3 Subscription and Unsubscription Top Previous Next

Very often you will have your subscribers and customers use an email to send you various requests such as:

Subscribe requests, with email, name and possibly some other information Unsubscribe requests with email if they want you to stop sending messages to them Change of profile requests, when they would like to change some data like name or address that was spelled or

entered incorrectly in the first place.

Moreover, many times web users set up small forms on the web to let users do these things correctly and then they willsend email to their boxes with the information entered by the user. In the large volume websites, amount of such user emailscan get up to hundreds and even thousands per day, leaving you to process them somehow, using tools at hand. One of thefutures of Advanced Emailer is to process those requests that are done in a standardized manner automatically, relievingyou of a burden to do it manually. It is enough to format the message in a certain way and it will be recognized by theprogram.To use this feature you will need to choose and implement in your messages the following:

The subject line. You will need to specify a subject for the program to recognize. For example SUBSCRIBE or ADD or both of them. You can specify as many subjects as you wish. The program will try to match all of them in asequence. If one of the subjects will match the message will be processed further. If the subject doesnt match to anyof the words specified in the program, the message will be rejected and will not process further. This way you canmix messages from different sources, belonging to different lists without having to set up separate mailboxes for each.

Field delimiter. You will need to pick a character that you will use to separate each field name from itscorresponding value. The most often used character is = (e.g. Name=John). You can however choose a differentcharacter if you like.

When the program encounters a message it will try to check if the subject is one of the subjects that were specified in

the options. If it matches the program will continue parsing the message from top to bottom one line at a time. Each line thatcontains a field delimiter will be considered a valid field and the program will try to parse it. The name of the field is all thecharacters of this line before the field delimiter. The name is case insensitive meaning that name is the same as NAME and is the same as NaMe. All the parameters parsed will be submitted to the program. Names of the fields that you want toread should match the names of the macro definitions or names of the fields in each individual subscriber.

There are two types of subscribe/unsubscribe requests. The first type lets you use only email header and the secondtype lets you get/update recipient fields using message body.

If you just need to use email address, name and recipient group you can just force your subscriber to create emailmessages with requests, which will contain for instance SUBSCRIBE Best News in the subject only. This causes theprogram to get email address and name from message header (actual FROM email and name) and the group name fromthe subject. The group name in this case will be Best News and it must be placed after the keyword used to detectsubscribe requests.

Examples of simple URLs for your web site: mailto:[email protected]?subject=subscribe (just a plain subscribe) mailto:[email protected]?subject=subscribe%20Hot%20News (for subscribeing to Hot News)

If you need to use all recipient fields in subscribe requests to collect as much information about subscribers as possible,

you should use the message body to place there the field values. The fields like email address, name and group name willbe overridden with the values placed in the message body so you can easily use your web sites sendmail function byplacing subscriber email, name and group to the body.

The following fields you can use in subscribe requests: EMAIL - recipient email address; NAME - recipient name; TITLE - recipient title; ORGANIZATION - recipient organization; PHONE - recipient phone number; ADDRESS - recipient mailing address; CITY - recipient city; STATE - recipient state; ZIP - recipient ZIP code; COUNTRY - recipient country; WEBSITE - recipient web site; FIELD1 - recipient custom field1; FIELD2 - recipient custom field1; FIELD3 - recipient custom field1;

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FIELD4 - recipient custom field1; FIELD5 - recipient custom field1;

Remember, all the recipient fields can be renamed or hidden using Options->Recipient Fields tab. If you have

renamed the fields, use the new field names in your subscribe requests. For example if you use %TITLE% inyour requests and then rename the field Title to Gender, you will need to use %GENDER% instead of %TITLE%. If you have hidden a field, you will not be able to use it your requests.

Unsubscribe works the same way as subscribe. You only need to use the unsubscribe keywords in thesubject.

The following fields you can use in unsubscribe requests: GROUPNAME - recipient group name where user wants to unsubscribe from; EMAIL subscribers email address;

Below you will find examples of subscribe and unsubscribe requests created in Outlook Express:




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How to create a mailing list Top Previous Next

1. Click on the Recipient Groups in the tree from the left. It will display the list of groups that are available2. If you want to create a new list then press add in the Link Bar or use Insert key on the keyboard3. If you want to use an existing list, simply choose one of the names in the left hand side in the tree control4. You can now work with recipients list S ee also:

How to send messages . User interface .

Advanced Emailer Help How to create a mailing list



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Embedded Graphics How to add messages to mailing list Top Previous Next

Advanced Emailer allows you to send messages with embedded graphics. Below, you will find instructions on how tocreate such messages using Microsoft Outlook Express. If you do not have Microsoft Outlook Express, use another e-mailprogram, which can save messages in EML format. Find detailed instructions on how to save messages in EML format inyour favorite e-mail programs help file. Create a message with embedded graphics, attachments, tables, etc. in Microsoft Outlook Express. Save the new message to EML file using File->Save As menu item of Microsoft Outlook Expresss message editor. Do

not press the Send button for this new message in Microsoft Outlook Expresss message editor, just use File->Save As menu item to save it as an EML file. After saving the message to file, you can close Microsoft Outlook Expresssmessage editor.

Open Advanced Emailer and add a new message to your mailing list. For this message, select the "External EMLmessage file" item in the "Type" field and specify the full path to your EML file in the "Eml File Location" field.

You can use macro definitions in your EMLs to personalize your messages like you do it in plain Advanced Emailer'smessages.

It is recommended to keep EML files in the same directory where you save your BML files. Do not rename or deletethem.

Advanced Emailer Help How to make messages with embedded graphics



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How to send messages Top Previous Next

To send the messages you will need to do some preparation work as follows: Create or select a recipient list or lists that you want to send your message to be sent Fill the recipient list with recipients , either manually or by importing a list externally Create a message or messages that you want to send to your customers Use a send button to start sending the messages

S ee also: How to create a mailing list . How to send messages . User interface .

Advanced Emailer Help How to send messages



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How to find items in lists Top Previous Next

You can find items in lists of recipients, SMTP servers, and messages Choose Search-Find item of the main menu or press Ctrl+F enter a search string in the dialog box then click the Ok

button, the first found item in the list will be highlighted. Choose Search-Find Next item of the main menu or press F3 to find the next item in the list. S ee also:

User interface .

Advanced Emailer Help How to find items in lists



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Macro definitions Top Previous Next

Use macro definitions to personalize your messages dynamically while sending. All macro variables you use in your messages will be automatically replaced with real values while sending - each recipient will receive a unique message. Youcan use any definitions you have in the macros list in the Subject and Body fields of your messages: %GROUPNAME% - recipient group name;%FROMNAME% - name of sender;

%FROMEMAIL% - sender email address;%REPLYTOEMAIL% - sender reply to address;%DATE% - current date;%TIME% - current time;%DATETIME% - current date and time;%MSGCREATED% - message creation date and time;%MSGMODIFIED% - message last modification date and time;%EMAIL% - recipient email address;%NAME% - recipient name;%TITLE% - recipient title;%ORGANIZATION% - recipient organization;%PHONE% - recipient phone number;%ADDRESS% - recipient mailing address;

%CITY% - recipient city;%STATE% - recipient state;%ZIP% - recipient ZIP code;%COUNTRY% - recipient country;%WEBSITE% - recipient web site;%FIELD1% - recipient custom field1;%FIELD2% - recipient custom field1;%FIELD3% - recipient custom field1;%FIELD4% - recipient custom field1;%FIELD5% - recipient custom field1;%SUBSCRIBED% - recipient record creation date and time;%MODIFIED% - recipient record last modification date and time;%SENT% - date and time when recipient received last message.

Remember, all the recipient fields can be renamed or hidden using Options->Recipient Fields tab. If you haverenamed the fields, use the new field names in your messages. For example if you use %TITLE% in your messages and then rename the field Title to Gender, you will need to use %GENDER% instead of %TITLE%. If you have hidden a field, you will not be able to use its macro in your messages. S ee also: List of recipients . List of messages . User interface .

Advanced Emailer Help How to work with macro definitions

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