Choose Import contacts (from CSV file, Outlook, or selected items) from the PoliteMail menu.
CSV
This will open the Import Contacts window. Type in the name of your file, or click Browse to find it.
Align the data fields.
For additional help with this step, click here.
Set the contact type, the contact owner, add the imported contacts to an existing mailing list, or create a new shared or private mailing list for this group. Once they are in the system, you can decide how you want to share these contacts with the other users. Once they are in the system, you can decide how you want to share these contacts with the other users.
Choose either to update existing contacts or only import new contacts.
Review the import list, uncheck the contacts you do not want, and save the import.
This will open the Import Contacts window. Select the contacts you wish to import by either copying your Outlook contacts, or browsing your Global Address Book, your Inbox, or your Sent Items folder. You may import contacts from any Outlook folder (.pst file), including your Personal or Public folders.
After the system processes your files (step 2), set the contact properties.
Set the contact type, the contact owner, add the imported contacts to an existing mailing list, or create a new shared or private mailing list for this group. Once they are in the system, you can decide how you want to share these contacts with the other users.
Choose either to update existing contacts or only import new contacts.
Review the import list, uncheck the contacts you do not want, and save the import.
Your contact are now in both your Outlook and the PoliteMail system.
From the PoliteMail main menu select New > Mailing List. This will open the New Mailing List window.
Select whether the list is to be shared by all users, or for your private use. Give the list a unique or descriptive name so it can be identified easily in your mailing lists folder.
Click the Save button to save the list in the mailing lists folder.
From the Information Panel select the contact list (All Contacts, My Contacts, Customers, etc.) that contains the individuals you wish to include on the mailing list. When the folder opens, check the boxes next to the names of the contacts you wish to add to the mailing list.
From the Action for Selected dropdown box, choose Add to Mailing List.
This will open the Select Destination List window.
From the dropdown list, select the mailing list you wish to add the contact to.
Click Ok.
To add a contacts saved in the system one-by-one to a mailing list, select the contact list (All Contacts, My Contacts, Customers, etc.)that contains the individual you wish to include on the mailing list from the Information Panel. When the folder opens, check the box next to the name you wish to add to the mailing list.
From the Action for Selected dropdown box, choose Add to Mailing List.
This will open the Select Destination List window.
From the dropdown list, select the mailing list you wish to add the contact to.
Click Ok.
To send your newsletter to contact groups based upon certain attributes, create mailing lists for those segments and then choose your contacts using the Search feature. Select Search from the PoliteMail main menu. This will open the Find PoliteMail Pro Contacts panel.
Use attribute criteria when you want to find contacts based on specific information about them and their relationship with you. Expand the pick list by clicking on the black arrow to the left.
In this example, the user is looking for contacts who meet all of the highlighted criteria. To select more than one criteria, hold the Ctrl key and click on the items you wish to include. To de-select an item, hold the Ctrl key and click again.
To process the search, click the Find button to the right.
This will display, in a new window, the list of contacts that meet the search criteria. Check the boxes next to the contact names you wish to include or, check the box on the column header to select all. Choose Add to Mailing List from the Action for Selected menu.
This will open the Select Destination List window.
From the dropdown list, select the mailing list you wish to add the contact to. Click Ok.
Creating your Newsletter Template
You can create a newsletter template by using the Template Wizard, or by designing it yourself. Open a new message and click the Create New Template button at the top of the Content Library panel.
Select a page layout from those in the list. You have a number of preset formats to choose from.
Your selection will appear, replacing the body of your message. In the Compose panel, you will see you have the option to modify the design of the template you selected.
Click Save >> at the top of the Compose panel to save the template. This will open the Save As.../Save Email Content As window.
Give the template an unique or descriptive name so you and others will be able to find it easily in the Content Library. You may also wish to assign file categories, a product/interest tag, a target title tag, or a campaign.
Click Save to save the template in the Content Library.
You can begin to work with your new template immediately or close the compose window and return to it later. Simply open a new message, find and select the name of the template in the Template Folder in the Content Library.
To add your own text, place your cursor in the template section you wish to edit and begin typing. You can use the text editing features in Outlook to change the appearance of your text.
Place the cursor where you'd like to insert the Web link or highlight the word you'd like to hyperlink. In the Content Library, find the name of the link you wish to use in the Links folder .
Click the "+" to display the list of links.
Click the name of the link you wish to use. It will appear either in the body of your message or change the appearance of the word you highlighted.
OR
If you want to add a new link, choose the Link icon (hand pointing to the work "Link") from the PoliteMail send toolbar. This will open the Import Content/Define Link window.
Type or paste the link URL address into the top box. If you want to share this link with other users, select "Share this;" if you want the link to be only for your use, select "Keep Private." You may want to label the link and include a description to make it easier to find this link in the Content Library in the future use.
Click the Save button to place the name of the link into the body of your message, and to save it in the Content Library.
You may prefer to create a hyperlink from a particular word in your message instead of showing the name of the link. After you have saved the link to the Content Library, delete it from your message. Next, highlight the word you want to lead to the link and follow the instructions above.
When you are finished, Save your work by clicking the Save button on the PoliteMail send toolbar.
Place the cursor where you'd like to insert the graphic.
Find the name of the graphic you wish to use in the Graphics folder in the Content Library.
Click the "+" to display the list of graphics.
Click the name of the graphic you wish to use. It will appear in the body of your message.
If you want to add a graphic at any point in the message you are composing, choose the graphic icon from the PoliteMail send toolbar. This will open the Import Content/Upload Graphic window.
Click the Browse button to find the graphic on your computer or in your network. If you want to make this graphic available to other users, select "Share this;" if you want the graphic to be only for your use, select "Keep Private."
You may want to label the graphic and include a description to make it easier to find this link in the Content Library in the future use.
Click the Save button to place the graphic in your message and save it in the Content Library.
To be CAN-SPAM compliant, any commercial message must contain an opt-out unsubscribe mechanism and the sender's postal mailing address; both are automatically provided using the system's default CAN-SPAM compliance footer.
See also: Edit default CAN-SPAM footer
To include the CAN-SPAM footer in your message, check the CAN-SPAM box on the PoliteMail toolbar. The footer includes merge fields that are filled when the message is sent.
You can make changes to the footer (add text, change the font, etc.) in your message, but those changes will not be saved as the default. To save changes, save the message as a paragraph or template, or edit the default footer.
DO NOT remove the your postal mailing address or the Opt-out link. To be CAN-SPAM compliant, your footer MUST INCLUDE both.
With your completed newsletter open, check the Tracked 1:1 box on the PoliteMail send toolbar.
Choose the mailing list from the Mailing Lists folder in the Compose panel on the right side of your screen. If the information panel is hidden, click the flag icon on the PoliteMail send toolbar to reveal it.
The name of the mailing list will be displayed in the "To" field with the current date and time.
Click the Send button to send the message. Depending upon the size of your group, and which server you are using to send messages (local or remote), you may notice a progress bar displayed momentarily on your screen.
Each person in the group will receive an individual message and will not see any of the other people you are sending to.
From the PoliteMail main menu choose Email Analytics & Reports. This will open the Email Analytics & Reports main panel, which displays a snapshot of the lists you've most recently mailed to (to report on another list, click "more..." This will display all of your mailing lists). To see more information, click the name of the mailing list. This will show you more detailed results, including click-through and response rates, and interest level. You also can compare list response and interest levels across different date ranges.
The default report shows details for all messages sent to that mailing list. You can report on a specific message sent to that mailing list by selecting it from the Sends dropdown list. This report provides all of the information in the first report, and adds interaction details to show you who did (and did not) open/respond) to the message.
