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Adding Email Addresses

 

Adding email addresses to a mailing list

There are three different ways you can add addresses to a mailing list.

 

 

 

1) Typing or copying and pasting from another program or a clipboard.

2) Importing a file of addresses from your computer.

3) Importing a file with email addresses and additional contact data. The additional contact data will be imported into your Address Book at the same time that the email addresses are imported into your mailing list. GraphicMail accepts the following file formats: .txt,

.csv, .xls and .xlsx.

 

 

Adding email addresses by typing or copy/paste

If you have selected to type or copy and paste email addresses, you will see a window where you can either type in individual email addresses or paste email addresses you have copied from another application. When you have finished typing all of the addresses or pasted them all in the window, click ‘add’.

 

 

If ‘Preview enabled’ is ticked, you will be able to see the email addresses in the list and you can scroll down to ensure the ones that you have just added are there.

 

If you want to edit one of the addresses, highlight it and click ‘edit’. If you want to delete one of the addresses, highlight it and click ‘delete’.

 

Adding email addresses by importing from a file

If the email addresses you want to add are in a file, you can import that file directly into GraphicMail to avoid having to copy/paste it. Importing is easy – just browse to your PC to select the file you wish to import and click ‘import’. Before importing, you have to certify that the email addresses you are uploading have been obtained in a way that complies with our Anti-spam and Privacy policies.

Remember, GraphicMail supports the following file formats: .txt, .csv, .xls and .xlsx

 

When you click ‘import’, your file is put into an import queue to be processed. You will be informed immediately of your place in the queue. Please be patient, as the time it takes to import depends on the number of files in the queue and the size of those files. It may take up to two hours to process all of the uploads in the queue.

The maximum size for file upload is 500 kilobytes (kB). If your file is larger than this, you will need to divide it into several smaller files.

 

While you are waiting for your file to be imported, you can work on your newsletter while the import process continues in the background. At any time, you can come back to the

‘Add addresses’ menu and click on the ‘import view details’ button in the upper right-

hand corner of the page. Clicking on this button will take you to a page that shows you the status of your import.

 

During the import process, GraphicMail will remove any duplicate email addresses from your list, as well as blatantly incorrect email addresses (addresses that do not contain an

@, for instance.)

 

If ‘Preview enabled’ is ticked, you will be able to see the email addresses in the list and scroll down to ensure that the ones you have just added are present.

 

If you want to edit one of the addresses, highlight it and click ‘edit’. If you want to delete one of the addresses, highlight it and click ‘delete’.

 

Adding addresses and contact details by importing from a file

You can add addresses and contact details to your Address Book at the same time, provided the file type is .csv, .xls or .xlsx.

 

Your Address Book must be properly configured so that it has the entries created for the type of data you are going to import. If you are going to import zip codes, for instance, you must have configured your Address Book to contain a ‘zip code’ category.

 

The file you are going to import needs to have each email address followed by the additional information you wish to import, for instance, in an Excel file the row should contain: email address, then telephone number and first name. To import the file, browse to the file on your PC, make sure you have selected the mailing list and mobile list you want to import the email addresses and telephone numbers to, and click ‘continue’.

 

 

 

 

 

GraphicMail will check the file you have imported and return with a screen that asks you to confirm the data columns. Select the correct data type from the drop-down list above the previewed examples and then tick the check box next to it. When you have assigned the data to the correct columns, click ‘continue’.

 

GraphicMail will return the data column names and a couple of records that will be stored in that column. If the data records correspond with the correct column headings, click

finish’

 

Once you have clicked ‘finish’, a window will appear, displaying the import progress. You will be notified when your data has imported successfully.

 

It is possible to change your Import Settings. To do so, click on the [+] next to ‘Import

Settings’. You can do the following:

 

Set the column names in your Excel sheet to be in the same order as they are within your dataset. This will allow you to import your dataset quickly, without having to select the columns.

•        Set mailing list, mobile list and dataset defaults at import.

Set import to add and update entries to your Address Book, or to only update entries.

•        Set the sheet name of the Excel spreadsheet you will import.

•        Set the default import method.

 

 

To edit an address, click on the specific email address and click on the ‘edit address’

button.

 

The email address will appear and you can edit or change the status code of the email address. Remember to save these changes.

 

To delete an email address, click on the specific email address and click on the delete address button. The email address will be deleted.