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Step 1: Creating a Message |
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To create a message in GroupMail you can click on the File Menu and choose the New Message option - or you can click F2. This will start
the GroupMail Editor
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Figure 1
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The GroupMail Message Editor resembles most other email editors except that instead of typing in the Email Address to send to you choose a
Group of recipients (see Send To above). To show who the message is From choose an Account from the From list. This will also determine how the message will be sent.
Type in a Subject and Message.
By default all messages created by the Editor are HTML. If you wish to change this go to the Format menu or just click on the Message
Format drop down list as shown:
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Figure 2
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To personalize a message you should click on the Insert Menu and click on the Merge Fields item. For more advanced personalization you can
use Merge Scripts.
Use the Insert menu to embed images, hyperlinks or add attachments to your message as required.
When you are happy with the content of your message you should Preview it to see how it will look when you send it. To do this click on the
Preview tab available at the bottom of the message editor:
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Figure 3
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Using the Local Preview option and select the installed email client that you would like to use to preview the message. Then click on Preview
Message. This will 'Personalize' the message and open it in your regular Email software showing you how your message will look. If you want to carry out further testing you
can use the Test Send Preview option - just enter the email address you would like to send the message to and click Test Send. This is an ideal way to test how a message
will look in a Web Mail client like Hotmail.
Once you have reviewed your message you should save it. To do this click on the File Menu and choose Save. The message will now be saved
as a Draft and will be available from GroupMail at any time via the Messages/Drafts area.
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Step 2: Sending a Message |
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With the message saved you are now ready to send it. To do this click on the Send button in the Toolbar or the Send item on the File menu.
This will bring up the Prepare to Send dialog which allows you to set some additional delivery related options
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Figure 4
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On this screen you can review that you are sending to the correct group. If you are not you should cancel and return to the message editor and
select a different group. Then repeat the send process.
The Address To list on this screen allows you to determine what text will appear in the To header in the messages you send and if they will be
Personalized. By default the recipients email address will be shown here. You can select any fields you like here from the list though (or any combination of them. If you
wish to send the message in bulk mode then you should click on the button beside this option and select the Bulk Address type.
Check that the Account listed in Send From is the correct one. You can make changes to it here by clicking on the button beside it.
In the options area you can set filters which will allow you to control who gets messages using the contents of specific fields. With Exclusion
options can you do partial mailings to part of a group, and block recipients from being sent messages if they exist in other groups and or files. Scheduling Options allows
you to set a time or date in the future that the message should be sent. For more information on these options you should refer to the Help file or User manual.
To Send the message (or queue it if it is scheduled) click on the Continue button.
GroupMail will now start the Delivery Console. This is a separate piece of software which is used to manage the delivery of your GroupMail
messages.
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Figure 5
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When the Delivery Console is running there will be an Envelop icon in the system tray like this:
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Figure 6
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If you need to access the delivery console at any time just double click on this envelop or alternatively click on the Delivery Console icon on the
Main Toolbar in GroupMail.
The Delivery Console manages all queued messages in GroupMail. If you wish to see how a previous message was handled then you should go
to the Sent Messages area in GroupMail on the Messages Screen. Here you can choose a previously sent message and view the logs on it. You can also resend it or
resume it if the mailing was incomplete.
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