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Quick Help
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[FAQ 411000] eBalst
Help Page
This
online help page was created to help the eBlast user in navigating the eBlast
program plus understanding what each Manager does and what steps are involved
in creating a successful mass emailing or eBlasting
as we call it. When the Help Manager is displayed use the “Done” speed button
to return to the Manager from where the help was requested.
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[FAQ 411101] Message Manager
The Message Manager is where
you create, edit and select the message to be used in the eBlasting. The Message Managers have speed buttons (New Message, Edit Message, Delete Message
and Help) at the
top of the window for fast and easy access to the most frequent used functions
in the Message Manager.
The right hand panel of the Message Manger
displays the current selected message to be use in the eBlasting with the
Current Subject Matter (displayed below).
The left panel of the Message Manage displays a list of current saved
messages as either templates or real emails used in previous emailing saved in
the eBlast Template folder. Use the Current Message File or its Browse {…} button
to select another template or email located in some other location that the
eBlast Template folder. Note: The Setup dialog box
Messages Tab gives the user an option to set the Default Subject Matter, the
Message Type listed in the Message Manager left panel plus the defaulted
Message Editor use when you create a new message with the New Message speed
button or editing an existing message using the Edit Message speed button.
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more information...
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[FAQ 411111] New Message
Using the New Message speed
button in the Message Manager to display the defaulted Messages editor (which
can be assigned to any HTML Editor using the Setup dialog box). When the eBlast program is installed the
defaulted Message editor is the HTML Edit program which comes with the eBlast
program. This WYSIWYG editor makes it
easy to edit text, insert images and URL links in a format where it is not needed
to understand the HTML Language.
To “brand” your emails it is
suggested that you create a format / look and feel that resembles your web site
so the receiver knows who you are. This
goal can be obtained by copying your current home page into to eBlast Template
folder and then use the Edit Message
speed button to edit the text for the purpose of the email (like in newsletter,
product promotion, technical bulletin or a simple hello how are you email).
When editing or creating the message save the message in the eBlast
Template folder.
One of the more powerful items of the eBlast is the
usages of {Tags} in the message. The
{Tags} will be replaced by “real” values; like the {FirstName} will be replaced
with the receivers first name or {TagLine} will read the TagLine.Txt file in
the eBlast Message folder and replace the tag with the text found in this file
– hence your emails will always have the same look and feel. Note: {Tags} can be embedded in other {Tags} and
can be used both in the Message it self as in the Subject matter. For more
information on {Tags} see the FAQ 911012 “What is {Tags}?
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more information...
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[FAQ 411121] Edit Message
Using the Edit Message speed
button in the Message Manager to display the defaulted Messages editor (which
can be assigned to any HTML Editor using the Setup dialog box)
with the currently selected message. In general this is the time where the “older”
text / images are replaced with “newer” text / images. The trick is to create a group of email
messages (newsletter, product promotion, technical bulletin or a simple hello
how are you email) and then before each mass emailing just edit the content of
the selected message.
When done editing or creating the message save
the message in the eBlast Template folder either under a new name or just
simply reuse the current name. Old emails that have been eblasted are saved in
the eBlast Message folder so overwriting the current template can make your
selection of messages easier.
One of the more powerful items of the
eBlast is the usages of {Tags} in the message.
The {Tags} will be replaced by “real” values; like the {FirstName} will
be replaced with the receivers first name or {TagLine} will read the
TagLine.Txt file in the eBlast Message folder and replace the tag with the text
found in this file – hence your emails will always have the same look and feel.
Note: {Tags} can be embedded in other {Tags} and
can be used both in the Message it self as in the Subject matter. For more
information on {Tags} see the FAQ 911012 “What is {Tags}?
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more information...
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[FAQ 411131] Delete Message
Using the Delete Message speed
button in the Message Manage will prompt the user with the name of the selected
message to be deleted before the actual message is deleted from the eBlast
Template folder. Note: It is always smart to backup you hard drive so if something gets
deleted or damages an older version can always be obtained.
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[FAQ 411201] Address Manager
The Address Manager is where
you create, edit and select the addresses to be used in the eBlasting of the
message selected by the Message
Manager. The Address Managers have
speed buttons (Add
New Address, Edit
Address, Delete
Address, Filter
Address, More
Options and Help)
at the top of the window for fast and easy access to the most frequent used
functions.
The Address Manager displays a non-editable data grid
with rows and columns. To edit an
Address use the Edit
Address speed button. Each row represents a record in the Address Database,
whereas the columns represent the fields in the record. The first column controls if an address
should be used in the next emailing. If
checked / selected the address would be included. To make the selection of who should or should
not received the email just check or un-check the row or use the eBlast Filter Address
speed button for selection of categories (see the sixth column). Each time a new address is added to the
Address Database the address is assigned one or more categories this is done to
make the selection of address much faster.
Let's say that you have four types of categories; End Users, Dealers,
Vendors and Friends meaning that an address of your friend can both be a part
of the Friends category and the Dealers category if this friend is also
reselling your products. However if you
have selected to email your next message to all your Dealers and Friends, your
friend will still only get one email assuming that the friend has only one
entry in the Address Database. Many
times your friends have a private email address and a business email address
and in that case he or she will get two emails.
The following four
columns represent the Email Address, First Name, Last Name and Company Name of
the receiver. Those four columns together with the Categories column are the only
columns that the user can edit with the Edit Address
speed button. Note: The column information can be used in the message or subject matter
via the eBlast {Tags}.
The date columns represent the Creation Date, Update Date and the Last Mailed Date
to be used for statically information (see the Tool Manager). The Unsubscribe and Bad Address columns are
controlled via the auto subscription / un-subscription emails sent to the
eBlast email input box or via bad return emails also posted in the eBlast email
input box.
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[FAQ 411211] Add New Address
The create new Address Contact
dialog box let's you add manually a single record to the Address Database. A new address need to include a correct email
address. The eBlast program will check
that the email field is not empty and that the email address includes one “@”
and one “.” in the domain name part of the email address. However a record does
not need a First Name, Last Name or Company Name. All records need to be assigned one or more
Categories (see Edit
Category List for more information on Categories). Should the email address
already exists in the Address Database the eBlast program will prompt the user
if it is OK to update the current address with the new address. To edit the
Categories place the cursor in the Category field and either hit the {F2}
function key or simply just double click the Category field.
Note: Many of the eBlast dialog boxes have the
option to show the on-line help information if needed. If the Show Online Help checkbox is grayed
out then the eBlast program was not able to connect to the go2nts.com eBlast
help server.
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[FAQ 411221] Edit Address
The Edit Address Contact dialog
box let's you edit a single record in the Address Database. The Email Address,
First Name, Last Name, Company Name and Categories information can be
edited. An email address includes one
“@” and one “.” in the domain name part of the email address. However a record
does not need a First Name, Last Name or Company Name. All records need to be assigned one or more
Categories (see Edit
Category List for more information on Categories). If the email address is
changed and the email address already exists in the Address Database the eBlast
program will prompt the user if it is OK to update the current address with the
new address. To edit the Categories place the cursor in the Category field and
either hit the {F2} function key or simply just double click the Category
field.
Note: Many of the eBlast dialog boxes have the option to show the on-line
help information if needed. If the Show
Online Help checkbox is grayed out then the eBlast
program was not able to connect to the go2nts.com eBlast help server.
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[FAQ 411231] Delete Address
Using the Delete Address speed
button in the Address Manager will prompt the user with the email address of
the selected record to be deleted before the actual record is deleted from the
eBlast Address Database. Note: It is always smart to backup you hard
drive so if something gets deleted or damages an older version can always be
obtained.
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[FAQ 411242] Search
/ Find Contact
Using the Find Contact menu option display by the More Options speed button in
the Address Manager will display the Find Address Contact dialog box. This dialog box gives the user an
option to search for a record using one filed or combination of fields (Email
Address, Company Name, Last Name, First Name or Category). Enter either a full absolute value or a
partial “starts with” value and the Address Manager will sort the records per
the selected columns representing the top most used field and then locate the
first record that match the entered search text. Note: The Email Address is always unique whereas the other fields are not.
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[FAQ 411243] Sort
Using the Sort
Per menu option display by the More Options speed button in the Address Manager
to sort the view of the Address Database. The Sort Per menu has several sub-menus, one
per each column displayed in the Address grid. Each sub-menu used will sort the
associated column is ascending order. The Select column will show the selected
contacts before the non-selected in Email Address ascending order. Note:
Clicking the column header will also sort the column, if a column has already
be sorted in ascending order the second click will sort the column in
descending order.
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[FAQ 411251] Filter Address / Category Filter
The Set
Category Filter dialog box is displayed so the user can select or de-select
address to be used in the next emailing.
When the Set Category Filter dialog box is displayed a list of all the
categories are displayed in alphabetic order and the user can select a single
category or a group of categories. Use
the right-click popup menu to select or de-select all the categories. When the appropriate categories has been
selected use the Apply button to accept the selection or use the Cancel button
to quit the selection operation.
Note: Many of the eBlast
dialog boxes have the option to show the on-line help information if
needed. If the Show Online Help checkbox is grayed out then the eBlast program was not
able to connect to the go2nts.com eBlast help server.
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[FAQ 411261] Edit Category
The Edit Category Filter dialog
box is displayed so the user can add or select one or more Categories to be
associated with a record entry in the Address Database. Categories are
displayed in alphabetic order and the user can select a single category or a
group of categories. Use the right-click
popup menu to select or de-select all the categories. When the appropriate categories has been
selected use the Apply button to accept the selection or use the Cancel button
to quit the selection operation.
Note: Many of the eBlast
dialog boxes have the option to show the on-line help information if
needed. If the Show Online Help checkbox is grayed out then the eBlast program was not
able to connect to the go2nts.com eBlast help server.
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more information...
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[FAQ 411301] Send Manager
The Send Manager is where you start
the eBlasting of the message selected using the Message Manager to
the people selected using the Address Manager. The Send Managers have speed buttons (Preview, Start Sending, Cancel Sending, Resume Sending and
Help) at the top
of the window for fast and easy access to the most frequent used functions. The
right side panel displays the message to be sent, either as the message
selected by the Message
Manager or the altered and updated message that includes the {Tags} update
and the information from the Address Database.
Use the Preview
speed button to display the updated message.
Before the message is displayed the eBlast program will upload global
information like images to the FTP site configured in the Setup dialog box
under the Image Repository Tab. The preview is a good way to see what the final
message will really look like before it is sent. Suggestion: Using the Address Manager
Category option, create a Preview Category with your own email address and then
before eBlasting everyone do a single emailing to your self. This way you have
a good feeling what the mailing would really look like. If you have different
ways to retrieve the test email do so since different Email programs views
emails differently.
In the left panel the Send Manage will display
any and all action that is taking under emailing. Use the Start Sending speed
button to start the mass emailing. If this is the first time that you do an
emailing, be sure that the Setup dialog box Mailing Info tab Delay Between
Emails field value is set correctly. The
delay can be “0” no delay and any number of seconds. Here there are to philosophies to ponder
about: Short delays like “2” to “5” seconds delay will give your Email Virus
detection program a change to keep up with the blast. Longer delays like “10”
to “30” seconds can be used to not overwhelm your Email / IPS provider, we sure
do not want them to think that you are spamming (see FAQ 911007 How to not Spam
and FAQ 911009 Why not
comply with the CAN SPAM Act of 2003)
If for some reason it is needed
to cancel the emailing use the use Cancel Sending
speed button. Note: If canceling the emailing already send emails will not be stopped.
Should for some reason the eBlast program or your computer stop send emails
before the blast is completed, restart the computer and use the Resume Sending
speed button to send the missing part of the blast. Note: The Setup dialog box
Mailing Info Tab gives the user an option to set the From Name, the From Email
Address, the Return Email Address and the Delay Between Emails.
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[FAQ 411311] Preview before Sending
Use the Preview speed
button in the Send Manager to display the updated message; meaning that what
you have seen up to this point has been the “raw” message with {Tags}. What the Preview will display is the message
where all the images (if used) are uploaded to the Image Repository and {Tags}
are replaced with the “real” text taken from the first selected address in the Address Manager.
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[FAQ 411321] Start Sending
Use the Start Sending speed
button in the Send Manager to start the mass emailing. If this is the first
time that you do an emailing, be sure that the Setup dialog box
Mailing Info tab Delay Between Emails field value is set correctly. The delay can be “0” no delay and any number
of seconds. Here there are to
philosophies to ponder about: Short delays like “2” to “5” seconds delay will
give your Email Virus detection program a change to keep up with the blast.
Longer delays like “10” to “30” seconds can be used to not overwhelm your IPS
provider, we sure do not want them to think that you are spamming (see FAQ 911007 How to not Spam
and FAQ 911009 Why not
comply with the CAN SPAM Act of 2003)
If for some reason it is needed
to cancel the emailing use the use Cancel Sending
speed button. Note: If canceling the emailing already send emails will not be stopped.
Should for some reason the eBlast program or your computer stop send emails
before the blast is completed, restart the computer and use the Resume Sending
speed button to send the missing part of the blast. Note: The Setup dialog box
Mailing Info Tab gives the user an option to set the From Name, the From Email
Address, the Return Email Address and the Delay Between Emails.
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[FAQ 411331] Cancel Sending
Use the use Cancel Sending
speed button in the Send Manager to stop the blasting of emails. Note: If canceling the emailing already send emails will not be stopped.
This option is only enabled after either a Start Sending has
been evoked or the Resume
Sending has been evoked. Should for some reason the eBlast program or your
computer stop send emails before the blast is completed, restart the computer
and use the Resume
Sending speed button to send the missing part of the blast.
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[FAQ 411341] Resume Sending
Use the Resume Sending speed
button in the Send Manager if for some reason that you're last emailing failed
in the middle of a blast.
Resuming is following the very simple rule
of looking in the selected group of addresses and by comparing the most current
date for the group (that represent items sent) and the non current date (representing
the not sent emails). The reason this
works perfectly is that after an email is forwarded to your Email / IPS
provider the Address Database is updated with the current date in the Last
Emailed column. Note: If you select to email at night time then start the emailing after
midnight to avoid a split of dates in the Last Emailed column (emails sent
before midnight and emails sent after midnight).
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[FAQ 411401] Report Manager
The Report Manager is where all
the information is listed about the current mailings including the how many
emails was sent, how many did bounce back and how many have unsubscribed from
the mailing. The Report Managers have speed
buttons (View Report, Delete Report More Options and Help) at the top of
the window for fast and easy access to the most frequent used functions. The
manager it self show reports listed in a report grid. [Bjarne More
stuff here]
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[FAQ 411501] Tool Manager
The Tool Manager is where you do
all the fun stuff in regards to synchronize the eBlast program with Outlook,
returned emails, subscribers, un-subscribers and the import or export of email
addresses. The Tool Managers have speed
buttons (Sync
Returns, Sync
Outlook, Import
CSV, Export
CSV, New
Version and Help)
at the top of the window for fast and easy access to the most frequent used
functions. The manager it self shows action taken or results created by each of
the tools. Note: The Sync
Outlook function is not only a very smart way for eBlast to tab into the
wealth of contact address that you have already collected, but it is also a
very safe operation: Outlook will prompt you to OK this operation, meaning that
Outlook ensures you that eBlast does not do anything is should not be doing.
eBlast does not transmit any of the addresses to any place, it merely stores
them in the Address Database. Should you
for some reason not feel secure that all you're Outlook contacts are stored in
the eBlast Address Database between emailing, we suggest that you then delete
the Address.Xml file found in the eBlast Database folder and before each
emailing you resynchronize eBlast with Outlook.
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[FAQ 411511] Sync Returns
The Sync Returns main function
is to update the Address Database with new subscriptions, mark records with
un-subscribe if one of your clients want to opt out of receiving the emails and
lastly track bad email address. We strongly
recommend that you use this function on an eBlast inbox that no other user is
using, this way the eBlast program becomes a closed loop manager with regards
to maintaining the email address.
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[FAQ 411521] Sync Outlook
The Sync Outlook main function
is to update the eBlast Address Database with contact information found in
Outlook. Synchronizing outlook is a
multi step operation to ensure that Outlooks is not being violated in regards
to it security.
Step one is
to accept the eBlast prompt “eBlast will interact with Outlook, please approved
when asked.
Step two is to set the Outlooks request for appropriate
allowed access time to between 2 to 5 minutes depending on the speed of the
computer and numbers of contacts in Outlook.
When done updating the allowed access time click the Yes button to
continue.
Step three eBlast will prompt you for the defaulted
Category to be used if Outlook has not already assigned a Category to the
contact. Click the Apply button to continue.
At this time the Tool Mangers will start
displaying the email information extracted from Outlook. When done the result panel will show how many
records that was Skipped (not imported due to missing information of email
addresses that has been found bad or the user have un-subscribed), count of Updated
records since this is most likely not the first time eBlast sees the record,
and finally the count of newly imported records that have newer be imported
into the current Address Database.
You are now ready to start the
emailing by creating the email using the Message Manager to
create the message and selected the addresses from the Address Manager to be
used in the emailing.
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[FAQ 411531] Import from CSV file
The Import from CSV File main
function is to update the eBlast Address Database with contact information
found in an external CSV (ASCII comma delimited text file). The eBlast program will display the Open file
dialog box “Select file to Import” for you to locate the file to be imported.
After a file is located the eBlast program displays its Import Layout
Editor. Some CSV files include a header
record which can be skipped by checking the “Skip First Record / Header Record”.
The Layout Editor will try to match up correct field names with correct data;
however this does not always work due to missing information or not matching
field names. This miss-alignment can be
correct by selecting a field name in the right side panel and with the up /
down buttons the field name can be positioned correctly. After the fields are
aligned correctly use the Apply button to continue.
eBlast will
prompt you for the defaulted Category to be used if the CSV file has not already
assigned a Category to the contact. Click the Apply button to continue.
At this time the Tool Mangers will start
displaying the email information extracted from Outlook. When done the result panel will show how many
records that was Skipped (not imported due to missing information of email
addresses that has been found bad or the user have un-subscribed), count of Updated
records since this is most likely not the first time eBlast sees the record,
and finally the count of newly imported records that have newer be imported
into the current Address Database.
You are now ready to start the
emailing by creating the email using the Message Manager to
create the message and selected the addresses from the Address Manager to be
used in the emailing.
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[FAQ 411541] Export to CSV file
The Export to CSV File main
function is to create a CSV file (ASCII comma delimited text file) of the
eBlast Address Database. The eBlast
program will display the Save file dialog box “Select or Enter export Filename”
to obtain the location and filename to be used for the export file before
starting the export. Click the OK button to continue.
At this time the Tool Mangers will start
displaying the email information written to the export file. When done the result panel will show how many
records that was exported.
The exported CSV file will include the
following fields in the following order: Email Address, First Name, Last Name,
Company Name and Category. If the Email
Address is assigned to more than one Category the Category field will include a
string of Categories separated by the “^” character. Since this is a CSV formatted file, programs
like Access or Excel can easily import the list and / or manipulate the columns
to fit any needs.
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[FAQ 411551] New Version
The New Version main function
is to check with the go2nts file server to see if any new version of the
program is available and if so it will download the updated file or files and
automatically install them.
One of the most important reasons for
having this function available is not only to give you the user the latest and
most powerful version of eBlast, but it ensures that NTS only have to support
one release, the current release. Note: It is always recommended to check for new version before doing a mass
emailing.
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[FAQ 411601] Setup or Configuration Manager
The Configuration
Manager is where you control the way that the eBlast program does it things. This is the only manager that is a little
different from the other managers and the reason is that it is using the NTS
standard configuration dialog function.
The Configuration Manager
has several tabs to configure (Messages, Mailing Info,
Bounced
Info, Image
Repository, SMTP
for outgoing email services and POP3 for incoming
email services).
Each tab has one or more fields to edit. When the eBlast program is installed all the
fields on all the tabs are configured to an NTS configuration so you the user
should be able to get up and running with minimum hassle. However as time goes by the eBlast program
will prompt you to configure the program using your own setting.
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[FAQ 411611] Configuration Messages
This tab controls the Defaulted
Subject Matter used when a new Message is created with the Message Manager. It
also controls the type of messages (file extension) that is shown in the
Message Manager. Last but not least it
gives the power user a change to reconfigure the eBlast to use his or her
favored HTML Editor (like: MS Front Page, Home Site, Open Source Nvu, WebDwarf ect.).
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[FAQ 411621] Configuration Mailing Info
This tab
controls the information used as the sender of the email (From Name, From Email
Address and Return Email Address). The “From Email Address” is the email
address that will get the notice about bad email addresses or email addresses
that is no longer valid. In general
those email notifications are sent to you from your Email / ISP provider. It is suggested that this email address is
the same as the one that you will let the world use for automatically subscribing
to your mailing or un-subscribing from your mailing. The “From Email Address”
should in most case be the email address that is used in the “POP3”
configuration tab, so eBlast can monitor and updates its Address Database. The
“Return Email Address” is the email address that you want people to email you
on when the receiver hits the reply button.
This email address can either be your “real” email address so you and
not eBlast will be picking up this email. One very important setting is the
Delay Between Emails (in seconds) which is important if your are using a Virus
Protection program to scan all your out going emails (which is defiantly
recommended), in that case set the delay to 2 or 3 second. You may set the delay longer, 20 – 30 second
to not overload your Email / IPS email provider when you do mass emailing.
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[FAQ 411631] Configuration Bounced Info
This tab controls
the way eBlast will deal with emails retrieved by the Sync Returns using the
POP3 setup. Forward Bounced Emails, if checked, will enable the function of
forwarding email To Email Address that was picked up by the Sync Returns
function. To not forward emails like notification of bad email address and
online subscription / un-subscription check the Skip Encoded Emails. This way
you will still get emails that has not been used or understood by eBlast.
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[FAQ 411641] Configuration Image
Repository
This
tab controls the Image Repository where all the images used in the email are
stored. This reason for doing so is to make the HTML emails as small as
possible cutting down on the transmitting time and more important not
overloading the receivers email input box.
To do so the eBlast need the FTP Host name, the FTP folder to be used
for storing the files and the full URL to the images (this is that part that is
embedded into the email since the email behaves like a Web Site). Finally you will have to specify the User
Name and Password for the login to the FTP site. This sound more complicated than it really
is.
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[FAQ 411651] Configuration SMTP
This tab holds more or less
some of the same information that you have in Outlook (use the Outlook Tool | Email
Accounts menu to display the Email Account Wizard. From here do Change Email
settings to display the different Outlook account if you have more than one
account. Select the defaulted email
account and use the Change button to display the Internet email Settings
(POP3). Use the More Setting | Outgoing
Services to locate the SMTP information).
With the Outlook information you should be able to set the SMTP Host
name, SMTP outgoing server
Port, Authentication ID
and Password to be used by eBlast in regards to sending emails. Note: It is important that you understand that
eBlast does not use or needs Outlook for sending emails; however eBlast do need
an Email / ISP provider that uses SMTP / POP3.
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[FAQ 411661] Configuration POP3
This tab holds more or less
some of the same information that you have in Outlook (use the Outlook Tool | Email
Accounts menu to display the Email Account Wizard. From here do Change Email
settings to display the different Outlook account if you have more than one
account. Select the defaulted email
account and use the Change button to display the Internet email Settings
(POP3). Use the More Setting | Outgoing
Services to locate the SMTP information).
With the Outlook information you should be able to set the POP3 Host
name, POP3 incoming server
Port, Authentication ID
and Password used by eBlast to receive emails. Note: It is important that you understand that eBlast does not use or needs
Outlook for receiving emails; however eBlast do need an Email / ISP provider
that uses SMTP / POP3.
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