GroupMail Setup Guide

Step‐by‐Step Guide For Email Setup and Delivery
How to Add SMTP Email Settings in GroupMail
To send group email through an outgoing SMTP mail server, you will have to create a sender
account in GroupMail and enter the SMTP settings of the mail server that you will be sending
your messages through.
SMTP stands for Simple Mail Transfer Protocol. It is the most common method used to send
email. Basically, there are three components that make up SMTP settings.
1. The SMTP mail server address,

2. The SMTP outgoing port number, and
3. The SMTP authentication details for your account with them
With the release of GroupMail Version 5.3.0118 we have made setting up your account even
easier. Now, GroupMail will attempt to automatically detect your outgoing SMTP mail server
settings based on the email address and password that you enter.
Below are instructions for creating a GroupMail Account using both the Automatic Setup
available with the release of GroupMail version 5.3.0.118 and Manual Setup.
1. Auto Account Setup.
To automatically detect the SMTP Server Settings, go to the Tools/Account Manager and
click on New.
On the New Account screen, enter your From Identity details.
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After entering the From Name, Organization, Email Address and� Password for that email
address, press Next. GroupMail will then try to automatically configure the SMTP server
settings based on those details.
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o First, it will search for the SMTP Server Name, Port Number and�
Authentication details based on the email address you entered.
o Then, once it has located these details it will try sending a Test Message to
confirm that the settings are working.
o If the test message is successful, you can click on Next.
o Finally all you need to do is enter a Descriptive Name for the Account.
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Press Finish to complete the setup! Now you are ready to start sending from this account.
As with all accounts you can press the Modify button to make changes to this account at any
stage.
2. Manual Account Setup
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If you would rather configure your own account manually. On the Tools Menu, Account
Manager, New screen, click on the bottom option “Manual Account Setup – Enter your own
Server details“.
To add the SMTP settings for your outgoing mail server in GroupMail, go to the Account
Manager (Tools/Account Manager) and either click New, Modify or Import on the Account
Manager screen depending on whether you want to create a new account, modify an existing one
or import existing SMTP settings from your Outlook or Outlook Express client on that computer.
Below are some screenshots of the process for adding SMTP settings to an account setup to send
through a Gmail SMTP mail server.
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* On the user information screen above, enter a descriptive name for the account at the top. The
information you enter in the Name and Organization fields is what will appear to your
recipients in the From field when they get email from you. So give some thought about how you
would like to represent yourself or your business. Of course, you will need to enter the email
address you are sending from and the one where you want replies to go too.
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* If you do not know the SMTP mail server address for your mail server, contact the host of that
server and ask them for any details that you are not familiar with.
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* Authentication details for most mail servers include your full email address for that server and
a password associated with that account. After clicking OK in the Authentication area, you will
be back at the Delivery Options screen.
* The advanced screen shown above is accessed by clicking the “Advanced” button at the
bottom of the Delivery Options screen.
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* To test your settings, click Test (twice) at the bottom of the Delivery Options screen.
** Remember to click OK to exit the Account Properties screen to save your settings after
closing the Test window.
Create a group
You can create a group of email recipients in seconds with GroupMail!
1. Open GroupMail and either click the large Groups button in the toolbar or click File/New
Group
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2. By default, group settings are configured to create local groups in GroupMail’s own, internal
database. Just click Next.
3. By default, GroupMail is configured to create local groups with all data stored locally in your
GroupMail folder. Just click Next.
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4. When you create a group, GroupMail includes the standard, pre-defined database fields
(email, FirstName, LastName, City, Website, etc.) You can add new fields, modify existing
fields or remove fields in line with your own unique and/or specific requirements. When you are
satisfied with the database field structure and content of your group, just click Next
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5. At this point, for our intents and purposes here, to create a group, just keep clicking Next (or
continue) until you get to the final step, where you will give your group a name. This name is
only visible to you, so the idea is to name your group something that makes sense to you (i.e. My
Newsletter List – August, 2011)
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6. After naming your group, simply click Create to create a group. You will see your new group
appear in your groups folder in GroupMail. The number in (parentheses) after the group name
shows the total number of recipients in each group. At first, this number will show 0, of course
— until you add some recipients to the group.
That’s all there is to it, really.
Some thoughtful notes…
 To add email contacts manually to a group, simply double-click the group and select
“Add” at the bottom of the View and Manage Recipients screen. You can also modify or
remove recipients as needed.
 To import a list of recipients from a file, right-click on the group name and select
“Import”.
 You can create any number of groups in GroupMail with as many recipients in each
group as you want.
 Keep in mind that GroupMail sends individual emails to each recipient in your group. It
does this very fast by using multiple delivery connections. The only thing that each
recipient will see is a message to them, from you. They will not see the group name and a
Bcc: field is not used. The privacy of each recipient in your group is guaranteed.
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 It is always recommend that customers create a Test Group first, adding several of their
own email addresses, and ideally addresses from a variety of domains (i.e. Gmail, Yahoo,
Hotmail, etc.). It is good practice to email your test group prior to sending your message
out to your full list. This gives you a chance to see your message from an inbox
perspective and modify the message, if necessary, before it goes out to everyone else.
You’d be surprised how many small things you will notice when looking at your email as
a recipient rather than a sender!
How to Import Excel Contacts

Microsoft Excel remains one of the most widely used applications for storing and managing
contacts. As a result, many GroupMail customers want to know how to import Excel contacts
into GroupMail.
All GroupMail customers can easily import Microsoft Excel contacts into GroupMail.
GroupMail Business Edition customers can also link to Excel spreadsheets.
1. Save your Excel spreadsheet as a comma separated value file (.csv) and take note of the name
and location of the file as you save it so you can find it easily when you are importing it into
GroupMail later.
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2. Next, open GroupMail and go Groups/Import and select File Import. Click OK.
3. Click “Select” to find the .csv file to import and either double-click that file or press Open.
Then, click Next to continue.
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4. For .csv files, the Delimited Text Format should be automatically selected and show how
many data fields are associated with the file you are importing. In the example below, the file
being imported has 7 fields for each contact (perhaps email, FirstName, LastName, City, State,
etc.). Click “Next”.
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5. Confirm the group that you want to import these Excel contacts into or create an entirely new
group to import them to. Then, click Next.
6. Now you will map the fields you want to import from your source file. To do this, simply click
in the white space next to each GroupMail field and select the matching field from your Excel
data from the drop-down list. In the example below, for the Email Field, we have selected
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Import Field 1 [Email] you can repeat this step for all fields you wish to import data into. Then,
click Next.
7. Finally, just click Start to complete the import process.
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8. You will see the results in the Import Summary screen (below). This screen will show how
many total contacts were processed, how many duplicates there were (by default, GroupMail
does not allow duplicates to be imported), how many illegal entries were found (don’t worry,
you won’t get arrested — “illegal” refers to a contact with no email address associated or an
empty row in the source file) and finally how many contacts were added to your group.
9. When you close the Import Summary screen, you will be brought to your groups folder. Here,
you will see your groups. The number (in parentheses) beside the group name shows how many
contacts are in that group. You can double click your group to view and manage the recipients
that you imported.
How to Create an HTML Newsletter Email

1. You can create an HTML newsletter email using the GroupMail WYSIWYG message
editor.
The GroupMail WYSIWYG Message Editor is is similar to standard email client editors like
Outlook or Outlook Express.
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With the GroupMail WYSIWYG Message Editor, you can format your text (bold, italics,
underlie, etc,) insert tables, images, hyperlinks, attachments and other HTML elements as
desired.
2. You can use one of over 130� stylish HTML email templates in GroupMail
To use an HTML email newsletter template, click on Messages in GroupMail and then select the
Templates tab to select a template
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3. You can design your HTML newsletter externally and import it into GroupMail
You can create your HTML newsletter email design using an HTML editor such as
Dreamweaver and import your HTML email into GroupMail. To import an HTML email, open a
new message in GroupMail and click File/Import/HTML Document.
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4. You can embed an entire web page into your message
Some people like to use content they have on their website for their email newsletter. To embed
a web page into the body of your HTML email, just open a new message in GroupMail and click
File/Import/Web Page.
5. You can create a Multi-Part (MIME) email newsletter
GroupMail allows you to add a plain-text message part to be sent along with your Rich Text
(HTML) email. To add a plain-text part to your HTML email, click the Plain-Text Message
Part tab at the bottom of the message editor in GroupMail and add your text-only part here.
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Adding a text-only part to your message will help to improve delivery rates and lower your spam
score. The few remaining text-only recipients out there will appreciate it as well. The text-only
part will launch only for those recipients who have their email clients configured to receive text-
only email.
6. You can use a newsletter design created by anther GroupMail user
If you want to share your GroupMail newsletter designs with other GroupMail users; open the
message and click on File/Save As/A Document. This will save your message in GroupMail
format which can be sent to another GroupMail user.
When they click on the attachment, the message will launch in their GroupMail message editor.
The message can then be saved as a draft or a user-generated template so it can be used again
and again.
To save, just click, File/Save As/A Draft or File/Save As/A Template respectively.
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7. You can edit a newsletter email you sent previously
You can also edit a copy of previously sent HTML newsletter email in GroupMail.
To edit a previously sent message, go to your Sent Message folder and highlight the sent item.
Then, click the Edit Copy of Message link from the left side of the screen. You can also right-
click on the sent item and select those same options.
8. You can even use Microsoft Word to create an HTML newsletter
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Microsoft Outlook and Outlook Express use MS Word as their HTML Standard. Of course, they
are the only email clients to use Word as an HTML Standard. As a result, there are some things
you have to do in order for the message to travel well in other email clients.
How to Send Email

Here is how to send email with GroupMail
1. After composing your email and personalizing it as you desire, simply select which sender
identity you want to send from, which group you want to send to and click “Send” to send the
email.
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2. After the spell check window and preview options appear, the Prepare to Send Message
window will appear. Here, you can confirm that you are sending to the correct group of
recipients. You can also set filters and exclusions in the options section. If everything is as it
should be, simply click “Continue” to send the email.
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3. The Delivery Console window will appear and display the send process of your email. You
can hide the delivery console to speed things up a little. At the end of the send, the delivery
console will show how many emails were sent, how many failed and how many were filtered or
excluded.
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Each email that you send will be stored in your Sent Messages folder. You can always, resend,
resume or edit sent items as needed. You can also access the General Status, sent and error log
files for each sent item by right-clicking on the sent item and selecting “View Logs.”
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Step‐by‐Step Guide For Email Setup and Delivery

How to Add SMTP Email Settings in GroupMail

1. The SMTP mail server address,

1. Auto Account Setup.

On the New Account screen, enter your From Identity details.

2. Manual Account Setup

That’s all there is to it, really.

Some thoughtful notes…

How to Import Excel Contacts

7. Finally, just click Start to complete the import process.

How to Create an HTML Newsletter Email

4. You can embed an entire web page into your message

5. You can create a Multi-Part (MIME) email newsletter

6. You can use a newsletter design created by anther GroupMail user

7. You can edit a newsletter email you sent previously

8. You can even use Microsoft Word to create an HTML newsletter

How to Send Email

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