Newsletter

Sending newsletter

Newsletter address management

Importing the address book from Outlook


Keep your visitors up to date with offers from your website using newsletters. The newsletter system sends many e-mail messages to multiple receivers at the same time, for example to customers of a shopping-cart system or to registered users of a forum. Use the editor to customise the design of your own newsletter.

 

Before you can use this system you need to set up the newsletter module as shown in the chapter Newsletter module.

 

 SPAM note – Send newsletters only to users who signed up to receive them. Do not delete the link to unsubscribe in the newsletter template. Do not reactivate users who unsubscribed from a newsletter. SPAM related incidents can lead to termination of your bluetronix subscription according to our terms and conditions.

Sending newsletter

In the main menu open  News -> Send newsletter. As usual setting up a newsletter can be done using the Editor. This way any text, images and documents can be inserted. The CSS editor helps you to customise your design. Use options Open, Save and Save as to archive newsletters and resend them again.

 

 

As seen in the picture above, the editor provides an extra menu bar for newsletter related functions like sender, groups and subject.

 

In ‘to-group’ you define a target group that receives your newsletter - this could be shop customers or forum users. This enables you to send different newsletters to different groups of users. The mark __salutatory_address__ will be substituted automatically by the personal salutatory address from each newsletter receiver, i. e., ‘Dear Mr …’. Each newsletter contains a link to unsubscribe from the newsletter system. This makes it possible for users to stop unwanted emails.

Newsletter address management

The newsletter address manager displays a list of registered users who would like to receive newsletters. Here you can add, delete or deactivate/reactivate users. This tool can be started in editing mode at  News -> Newsletter address management. Change newsletter related database entries in a convenient viewer.

Importing the address book from Outlook

The following instructions show how to import address list from Outlook into the newsletter system.

Step 1 – Export the address book in Outlook

First start Outlook. Go to File -> Export -> Address book. Select text file (using comma delimited separation) and press Export. Click on Browse and enter a file name e. g., ‘addressbook.csv’. Proceed by clicking on Next.

 

 

Tick Salutation (if existing), First name, Surname, and e-mail address checkboxes and untick all other boxes. Finish by clicking Complete.

Step 2 – Format the columns in Excel

Start Excel and click File -> Open. Select the exported file and open it. Data will be loaded into an Excel table. The address book has the columns: First name, Surname and e-mail address.

 

 

To be able to import this data, you have to adjust columns in the following sequence: e-mail, salutation, first name, surname, newsletter. To do so, select first name and the surname column and click Edit -> Cut. Now go to the first cell of the column labelled E and press Edit -> Paste. Highlight columns A and B and select them. If data is not already present, fill in a salutation title into cells of column B. In column E you need to enter a ‘1’ into each cell. The table should look similar to the one in the screenshot below.

 

 

Finally you have to delete the top row. Select the first row with the column titles and click Edit -> Delete cells. Now click File -> Save and answer the following dialog with Yes.

Step 3 – Import the address book into the newsletter system

Go back to bluetronix and start the importing process by clicking on DB -> Import database. Then click on  Document management symbol. To upload the file first click Browse, select a file, e.g., ‘addressbook.csv’ and click Open. Start the upload by clicking on Upload file. Now the file can be selected and inserted.

 

Choose the newsletter database as target database to import your data. You can check ‘Delete existing records’ option if you want to clear any previously stored data. Otherwise leave this option unchecked and the new data will be added to existing data.

 

To start the process click Import, depending on the size of your data, importing can take several minutes. After completion start the newsletter address management  News -> Newsletter address management and check the result.