Dbe emailer software documentation user guide


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Dbe emailer software documentation user guide

  2. 2. Contents1. Getting Started 6 1.1. What is Database Emailer? . . . . . . . . . . . . . . . . . . . . . . . . 6 1.2. System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.3. Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.4. The Ultra-Short Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . 192. How to work with DBE 21 2.1. Accounts Management . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 2.2. Outbound Servers Conguration . . . . . . . . . . . . . . . . . . . . . 21 2.2.1. Add a New SMTP Server . . . . . . . . . . . . . . . . . . . . . 24 2.2.2. Auto-Conguration of SMTP Account . . . . . . . . . . . . . . 26 2.2.3. Utilizing FREE Email Service Providers to Email your Op-In List 30 2.3. Inbound Servers Conguration . . . . . . . . . . . . . . . . . . . . . . 31 2.3.1. Add a New POP3 Server . . . . . . . . . . . . . . . . . . . . . . 31 2.3.2. Auto-Conguration of POP3 Email Account . . . . . . . . . . . 31 2.3.3. Modifying an POP3 Server Conguration . . . . . . . . . . . . 35 2.3.4. Deleting a POP3 server . . . . . . . . . . . . . . . . . . . . . . 35 2.3.5. Utilizing FREE Email Service Providers to Email your Op-In List 35 2.4. Database Emailer Account Setup/Seed Notication Email Address Con- guration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 2.5. Email Landing Page Conguration . . . . . . . . . . . . . . . . . . . . 363. Address Book Management 38 3.1. Load Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 3.1.1. Load Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 3.1.2. Load Data Obtained from DBE Into Emailer Database . . . . . 40 3.1.3. Load Data Not Obtained From DBE Into Database . . . . . . . 40 3.1.4. Frequent Questions . . . . . . . . . . . . . . . . . . . . . . . . 49 3.2. Export Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 3.2.1. Export Data Bad Addresses Only . . . . . . . . . . . . . . . . 51 3.3. Suppression File - Upload File Will Not Be Emailed . . . . . . . . . . 54 3.4. Domain Suppression File - Upload File Will Not Be Emailed . . . . . . 54 3.5. Remove Existing Database Entries . . . . . . . . . . . . . . . . . . . . 56 3.6. Adding New Information Append to Database . . . . . . . . . . . . . 56 3.6.1. County Appender . . . . . . . . . . . . . . . . . . . . . . . . . . 57 3.6.2. Gender Appender . . . . . . . . . . . . . . . . . . . . . . . . . . 57 2
  3. 3. Contents 3.6.3. Income Appender . . . . . . . . . . . . . . . . . . . . . . . . . . 57 3.6.4. Own/Rent Appender . . . . . . . . . . . . . . . . . . . . . . . . 57 3.6.5. Ethnicity Appender . . . . . . . . . . . . . . . . . . . . . . . . 57 3.6.6. Domain Name Appender . . . . . . . . . . . . . . . . . . . . . . 57 3.7. Data Cleaning Refresh Service . . . . . . . . . . . . . . . . . . . . . . . 57 3.7.1. Conguration . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 3.7.2. Loading Fresh Bounces Data . . . . . . . . . . . . . . . . . . . 59 3.7.3. Update Mailing Lists or whole Database with Fresh Bounces Data Flags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 3.8. Options for Data Conguration and Proxy Services . . . . . . . . . . . 62 3.8.1. Data and Congurations . . . . . . . . . . . . . . . . . . . . . . 62 3.8.2. Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634. Mailing List Management 64 4.1. Dening a New Mailing List . . . . . . . . . . . . . . . . . . . . . . . . 64 4.1.1. Query Email Landing Page Data . . . . . . . . . . . . . . . . . 67 4.2. Modify Existing Mailing List . . . . . . . . . . . . . . . . . . . . . . . 67 4.3. Preview a Mailing List . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 4.3.1. Amount of Records per Page . . . . . . . . . . . . . . . . . . . 70 4.3.2. Hide Bounces and Opt-Outs from the Mailing List . . . . . . . 70 4.3.3. Auto Fetch Records . . . . . . . . . . . . . . . . . . . . . . . . 70 4.3.4. Count Records . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 4.4. Deletion of Mailing List . . . . . . . . . . . . . . . . . . . . . . . . . . 70 4.5. Clear a Mailing List Denition . . . . . . . . . . . . . . . . . . . . . . 71 4.6. Export Mailing List Members to File . . . . . . . . . . . . . . . . . . . 71 4.7. Select a Mailing List as Part of a Job . . . . . . . . . . . . . . . . . . . 73 4.8. Add a New Record into DBE . . . . . . . . . . . . . . . . . . . . . . . 73 4.9. Modify Existing DBE Record . . . . . . . . . . . . . . . . . . . . . . . 74 4.10. Unsubscribe Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 4.10.1. Manually Unsubscribe Records with Mouse . . . . . . . . . . . 74 4.10.2. Unsubscribe Records with a Filter Query . . . . . . . . . . . . 77 4.11. Verify Email Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 4.11.1. Syntax Only Verication . . . . . . . . . . . . . . . . . . . . . . 77 4.11.2. Syntax Verication with SMTP Response Verication . . . . . 79 4.12. Modify File Tag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 4.13. Permanent Records Deletion from Database for the Mailing List . . . . 81 4.14. Generate Domain Name Report . . . . . . . . . . . . . . . . . . . . . . 81 4.15. Sending Speed Limit . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815. Email Message Management 88 5.1. Create Your First Marketing Message . . . . . . . . . . . . . . . . . . 88 5.1.1. DBE Has a WYSIWYG Editor . . . . . . . . . . . . . . . . . . 89 5.1.2. Create a New Marketing Message . . . . . . . . . . . . . . . . . 89 5.2. Modify an Existing Message . . . . . . . . . . . . . . . . . . . . . . . . 94 3
  4. 4. Contents 5.3. Delete a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 5.4. Body Substitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 5.4.1. Default Database Replacement Values . . . . . . . . . . . . . . 98 5.5. Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 5.6. Duplicate Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 5.7. Select Messages as Part of a Job . . . . . . . . . . . . . . . . . . . . . 99 5.7.1. Rotate Presentations . . . . . . . . . . . . . . . . . . . . . . . . 99 5.8. Check Message Spam Assassin Score . . . . . . . . . . . . . . . . . . . 99 5.9. Test a Message Before Sending It . . . . . . . . . . . . . . . . . . . . 102 5.10. Do You Want to Know Whos Reading Your Campaign Email? . . . . 102 5.10.1. Email Landing Page . . . . . . . . . . . . . . . . . . . . . . . . 1026. Jobs Management 106 6.1. Automatically Delete Detected Bounced and Opted-Out Messages from POP3 Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 6.1.1. Delete Uncategorized Email Messages from POP3 Inbox Au- tomatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 6.2. Automatically Update DBE Database for Bounces and Opt-Outs after Specic Time Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 6.3. Collect Possibly Detected Bounced and Opted-Out Email Addresses into the Specied File . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 6.4. Sending Your Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 6.4.1. Update Your Database Before Sending More Email to It . . . 108 6.4.2. Preparing the Job to Run . . . . . . . . . . . . . . . . . . . . . 110 6.4.3. Pausing the Job . . . . . . . . . . . . . . . . . . . . . . . . . . 112 6.4.4. Auto Pause/Resume . . . . . . . . . . . . . . . . . . . . . . . . 112 6.4.5. When Your Job Wont Run . . . . . . . . . . . . . . . . . . . . 113 6.5. After Your Job Is Sent Out . . . . . . . . . . . . . . . . . . . . . . . . 113 6.6. Scheduled Job Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114A. Frequently Asked Questions 116 A.1. I observed an issue in DBE, could you help me? . . . . . . . . . . . . . 116 A.2. In testing rotating presentations I was either doing something wrong or the software was returning funny tests. How do I set the software so a rotating mix of all these things are sent? . . . . . . . . . . . . . . . . . 116B. DBE Email Addresses CSV File Format 118C. Outbound SMTP Accounts CSV File Column Sequence Format 121D. Inbound POP3 Accounts CSV File Column Sequence Format 122E. Migration of Conguration Settings 123F. Migration of Database File 125 4
  5. 5. ContentsG. Log File Location 126Bibliography 127Index 129 5
  6. 6. 1. Getting Started1.1. What is Database Emailer?Database Emailer (DBE) is marketing inspiration. There seems to be no comparableproduct on the market that performs a similar function. It is a crucial solution forone of the two great challenges of e-mail marketing. We assume you have met the rstgreat challenge: getting a good mailing list. The second challenge is DELIVERINGyour message to that list. The other challenges, like writing a good marketing mes-sage, are small by comparison. Anyone who has tried e-mail marketing knows thatdelivering your message to a valid e-mail address even a double opt-in who has whitelisted you personally - is a dicult task. Entire industries are built upon the goal ofstopping your e-mail message. You probably have heard the terms spam assassinand barracuda lter. They are part of the weaponry that stands between you andyour future customers. Database Emailer is an ingenious mechanism for getting yourmarketing message to the recipients Inbox, where your target customer can decide all by himself or herself, without any government authority coaching or advising if its of interest. But, in fact, DBE does much more: it greatly reduces the chancesthat your website(s) will be shut down in retaliation for bulk mailing. It similarlylessens the chances that your credit card payment processing will be abruptly turnedo, crippling your e-commerce activity, with much of your sales revenue held hostagefor months. Another benet: Database Emailer is your alternative to so-called bul-letproof hosting. Instead of paying hundreds of dollars per month to a black boxcompany that claims to be delivering your e-mail messages, you save that money andregain control and visibility over the sending process. DBE combines a SQL databasewith a feature-rich e-mailer. Dont worry; you dont need to know anything aboutdatabases except that they contain data. In your case, the database is your mailinglist. DBE will shield you from the complexities of the database. No database experi-ence is required; all the queries on data are done via a user-friendly interface. Unlikemost databases handling hundreds of thousands of records on a PC, DBE is usuallylightning fast. Its in a dierent universe, speed-wise, when compared to most mailout systems, including and especially those which are hosted on monthly subscrip-tion services. Business data can be searched by dierent criteria and multiple criteriacan be combined to create complicated searches. Its quite possible that all you careabout is sending an e-mail that is personalized with Hello, Mrs Sally Jones, Hereis our wonderful product. But for later on, keep in mind that DBE oers you greatexibility. And not only exibility; it has a way to add value to your purchased emaillists. It can determine ethnicity of the recipients, their income level, gender, and theirrent/own status with a surprising degree of accuracy. It will do this very rapidly and 6
  7. 7. 1. Getting Startedadd that information to each record. DBE allows you to have targeted email distri-bution lists. An unlimited number of e-mail accounts can be used simultaneously fordelivery. This is extremely valuable, because traps are waiting for your message allacross the Internet. These traps, or lters, are triggered when too many identicalmessages come at the same time from a single server or sender. That last sentencewill oend technical purists because it is not precise, but it will help the newcomerunderstand what he or she is up against with bulk mailing. This is particularly truewhen sending to gmail.com addresses. If Google decides you are spamming, it willgo into Gmail inboxes that you have already successfully delivered to, and if the userhasnt opened your email, Google will delete it. Industry Problem: You can have opt-in email data but as soon as you go over thethreshold limits of recipients lters you can not get into the recipients inbox. Bulkemailers spend enormous amounts of money trying to get deliverability by purchasinghuge blocks of Internet Protocol (IP) addresses and rotating them; however they arending that this approach is not working as the lters are blocking not just oneaddressbut the entire block of IP addressees. There are only two ways to get youropt-in email through: OPTION ONE) Spend hundreds of hours lling out White-List applications with athousand Internet Service Providers (ISPs) and email from a dedicated email serverwith a dedicated IP address and domain name and your business must be the onlyone using that IP address. This is a very timely and very costly proposition just tobe able to send opt-in email. OPTION TWO) DatabaseEmailer Solution: Recognizing after 15 years in the in-dustry that opt-in email could only be delivered if the emailing stayed below thethreshold limits of the recipient ISPs lters, DatabaseEmailer (DBE) was developed.If you only have a small opt-in list (under 2 million a month) there is no reason tospend any money at all on emailing as the DBE can simultaneously use dozens of freeemail accounts. If you have a size able email list DBE allows a user to purchase andsimultaneously use an unlimited number of very low cost web hosting plans which ofcourse oer as part of their web hosting plans email service. Businesses simply pur-chase a web hosting plan for about $7 bucks a month which allows about 1,000 emailsper hr (700,000 per month) or about $30 a month for 10 million emails per month.Bulk emailers typically charge $1,000 or more per million and can not get anywherenear the deliverability that is obtained with this system. DBEs user friendly softwareallows a business to simultaneously use as many web hosting/email service accountsas a business needs to get its opt-in database outall accounts of course have theirown threshold oor because each email account has its own IP address and its own do-main name; thereby staying below lter threshold limits. The DBE ingeniously allowsyou to have your presentation round robin rotated over as many web hosting plansas you like to stay below threshold limits of recipient ISP lters. In addition to themultiple domains and IPs being rotated the software stays below the lter thresholdsby rotating your businesses from addresses ( sales@YourDomainName.com, sup-port@YourDomainName.com, marketing@YourDomainName.com ) etc. Additionallyunlimited subject lines and presentations are also rotated to stay below lter thresh- 7
  8. 8. 1. Getting Startedolds to get your opt-in email delivered. DBE was developed with speed throttles tomake sure that your business stays in compliance with the Term of Service (TOS) ofthe web hosting/Email Service providers you choose. DBE also automates opt-outsso you can stay in compliance with some countries laws which require removal of thesubscriber if they wish to be taken o your list. DBE Controls Email Servers withoutthe Need for an IT Person Normally to obtain incredibly low pricing as obtained withDBE you would be forced to lease your own dedicated server. Managing a dedicatedserver would entail: Transferring data (via File Transfer protocol) to a dedicatedserver, installing a database, knowing how to query that database, installing emailsoftware and hooking the email software up to the servers email client, and then hav-ing to write bounce scripts and opt-out scripts. You would need a full time IT personto manage a dedicated email server. DBE handles all this work without the need foran IT person. Complete PC novices are able to use DBE.1.2. System RequirementsDBE runs on the following systems: Microsoft Windows 2000/XP/Vista/Windows7/Windows 2008 Server. The preferred version of operating system is 32 bit version.Minimum amount of PC RAM is about 1GB. Recommended amount of RAM is 2GBat least. Excellent condition is to have PC with 4 GB and more to handle multiplemillions of records easily. Recommended processor power is some Dual Core Intelor AMD based processor. You should have at least 1GB of hard disk space for onemillion of records or about 20 GB of hard disk space for multiple millions of records.DBE requires a broadband Internet connection (DSL, Cable, Satellite, etc). Dial upis NOT supported.1.3. InstallationDBE has a quick and easy installer which will allow you to create a desktop Icon tolaunch DBE. This section just covers how you install DBE on your computer. If youhave it installed, skip to the next section and run DBE by clicking on the DatabaseEmailer icon on your screen (your desktop). Start the installation process by double-clicking the installer. The following screen Figure 1.1 will be displayed: Click on the Next button to continue to get to the license agreement page Figure1.2. Read the license agreement by scrolling through it. When done, select I accept theagreement and click on Next to continue. You will get to the destination locationselection screen Figure 1.3. Select the location on your computer where you want toinstall DBE. You can click on Browse. . . in order to change the default. Once youhave made your selection, click on Next to continue. You will get to the Start MenuFolder Selection screen Figure 1.4. Select the Start Menu Folder you want to create on your Start Menu for the DBEapplication. Once you have made your selection, click on Next to continue. You will 8
  9. 9. 1. Getting StartedFigure 1.1.: Database Emailer Installation Wizard - Start Screen 9
  10. 10. 1. Getting StartedFigure 1.2.: Database Emailer Installation Wizard - License Agreement 10
  11. 11. 1. Getting StartedFigure 1.3.: Database Emailer Installation Wizard - Destination Location 11
  12. 12. 1. Getting StartedFigure 1.4.: Database Emailer Installation Wizard - Start Menu Folder Selection 12
  13. 13. 1. Getting Started Figure 1.5.: Database Emailer Installation Wizard - Additional Tasks Selectionget to the Select Additional Tasks screen Figure 1.5. The Create a desktop iconoption will place an icon on your desktop which you can click on in order to launchDBE. The Create a Quick Launch icon will place an icon on your windows taskbar which you can click on in order to launch DBE. Note that you need to have thequick launch bar activated in order to see this icon. The Install Outlook Plugin willinstall a plug-in for Microsoft Outlook. The Outlook plug-in allows you to importyour Microsoft Outlook address book into DBE. By clicking Next you will get to theReady to Install screen Figure 1.6. Click on Install to continue with the installation. The following installation statusscreen will be displayed Figure 1.7. Followed by the following pop up Figure 1.8. Click on OK to continue. If you opted to install the Outlook plug-in, you will be prompted with the followingscreen Figure 1.9. Click on Next to continue to the Figure 1.10 screen. This screen allows you to select an installation directory for the Outlook plug-in.You can click on Browse to select your own directory or accept the default. Onceyou have made your selection, click on Next to continue. You will get to Ready toInstall screen Figure 1.11. Click on Install to continue and install the Outlook plug-in. 13
  14. 14. 1. Getting StartedFigure 1.6.: Database Emailer Installation Wizard - Ready to Install 14
  15. 15. 1. Getting Started Figure 1.7.: Database Emailer Installation Wizard - InstallingFigure 1.8.: Database Emailer Installation Wizard - Setup Language Selection 15
  16. 16. 1. Getting StartedFigure 1.9.: Database Emailer Outlook Add-in 16
  17. 17. 1. Getting StartedFigure 1.10.: Database Emailer Outlook Add-in - Installation Folder 17
  18. 18. 1. Getting StartedFigure 1.11.: Database Emailer Outlook Add-in - Ready to Install 18
  19. 19. 1. Getting Started Figure 1.12.: Completing the Database Emailer Outlook Add-in Setup Wizard You should get to the Completing the Database Emailer Outlook Add-in SetupWizard screen Figure 1.12. Click Finish to complete the Outlook plug-in install. And you should nally get to the Completing the Database Emailer Setup Wizardscreen Figure 1.13. Select the Launch Database Emailer option if you want to launch DBE afterinstallation. Click on Finish to complete the installer of DBE.1.4. The Ultra-Short TutorialInstall the program. Click on Accounts and enter some outbound accounts to sendyour email and some inbound accounts to receive mail back Click on Address Bookand load in a CSV le of emails. Click on Append if you need additional data suchas ethnicity or gender to be calculated. Click on Lists and check this list, so it canbe used by your campaign. Click on Messages and create or copy in your campaignemail. Youll need to enter From Address(es) and a Reply Address and a Subject.Click on Jobs and mail out your campaign to the selected list. Thats it. 19
  20. 20. 1. Getting StartedFigure 1.13.: Completing the Database Emailer Setup Wizard 20
  21. 21. 2. How to work with DBE2.1. Accounts ManagementNote: technically advanced users will nd some of this information imprecise, butplease read through because some important features are explained in this section. Tosend email, it has to come from someplace. It needs a point of origin and a way toleave that point of origin. For that reason, youre going to need at least one outboundemail server. DBE needs to know how to identify that server. Why? Because DBE isa database that can only send your messages if it has an outbound server, known asan SMTP server, to give instructions to. No SMTP server, no email goes out. Thatsbecause DBE does not send email out `by itself. Rather, it logs into your emailaccount briey and instructs the server to send an email or thousands of emails eachcontaining your marketing message. Here you see the Accounts page. This is whereyou will set up the SMTP server so that DBE knows where it is sending from. Thelower part of the Accounts screen is where you set up Inbound mail servers, generallybeing whats known as POP3 servers. You need inbound mail accounts because whenyou send email to thousands of people, you get responses. The responses range from Invalid Address to Unsubscribe to Ill buy all you have! or less welcoming: Stopbothering me . DBE accounts page is divided into two sections; the top section contains the settingsfor outgoing email (SMTP) and the bottom contains the inbound (POP) email settingssee Figure 2.1. DBE has the ability to remotely access the SMTP and POP settings ofan unlimited amount of web hosting plans which you need to purchase. Web hostingplans range from shared server access plans of about $7 a month for 750 opt-in emailsper hour (720,000 a month) to Virtual Private Server (VPS) plans at $30 a month forabout 10,000 opt-in emails per hour ( 7.2 million per month). There are thousands ofweb hosting companies that may be utilized. We are not an aliate nor recommendthe use of any particular web hosting companies; you need to decide on your ownwhich ones to use.2.2. Outbound Servers CongurationWhy you need multiple outbound servers? In practice, you will most likely want toset up multiple SMTP servers which equates to making it appear that your emailscome from multiple dierent email accounts. You need to know that Gmail, AOL,MSN, and every other major email domain has sophisticated software that works 24x7attempting to catch and trap your messages if you trigger their lter alarms. 21
  22. 22. 2. How to work with DBEFigure 2.1.: Accounts Management 22
  23. 23. 2. How to work with DBE An alarm could well go o at Google (gmail.com) if several hundred identical emailsaddressed to gmail account-holders came through in the space of 15 minutes. Quitelikely, nearly all those several hundred emails would not arrive or if they did get toan Inbox, gmail would ID them as spam and yank them back out. For this reason, DBE was designed to `round robin the outbound mail servers /email accounts. For example, if you want to send out 1 million emails in a day, youcould have 1/10 of them come from your usual server and email account, and 10%would come from your Liquid Web account. Depending on how you set it up, DBEcould send a small percentage of the emails from your main account, then a smallpercentage from one of your secondary accounts, then a few from your cousins Yahooaccount that never gets used. The spam lters waiting out there will nd it dicult to ascertain that the messagescoming from a variety of servers are, in fact, identical and therefore possibly spam.The round robin capability greatly helps protect the Sender. You can have multiple email addresses at one domain name, such as www.myEMAILsite.combut its best to scatter them around. If all your sending email accounts are at onehost, or domain, they are probably all originating from the same IP address. Thatmakes your mass mailing campaign easier to pick out (and block) amidst the enormousocean of email that crosses the Internet each hour. Another key reason to use multiple SMTP outbound accounts is that many emailaccounts and servers impose volume restrictions on you. This means they shut downand discard your outgoing messages if you exceed an hourly or daily limit. Sometimes,out of courtesy, they tell you that 5,000 outgoing messages were discarded or theymay not. From their viewpoint, its a pretty serious oense if you exceed the speedlimit they have set. When your ood of outgoing email ties up their servers andbottlenecks their many other customers, you become the bad guy very quickly. By sprinkling your outgoing volume across several outbound SMTP accounts, andrespecting their speed limits (hourly quotas), you remain a welcome person. Now letslook at how you do that. First, you need to open several email accounts, preferably at dierent hosts thatallow you to send a great number of emails each month or day. For each of these, youneed to make up a detailed, very accurate list best to store it on your hard drivebut make sure you always have a backup copy of your email accounts that will usedin Accounts to send your messages. Well assume that you have taken a few hours toresearch which hosts allow you to send a LOT of emails per hour/day/month and youhave opened the necessary email accounts with them. In this list, youll need the following information for each SMTP server: • Its name • The port it uses to send email, often 25, 26, 587 or 465 • The correct host name, such as www.I-send-a-lot-of-email.com • Whether the SMTP server that youre setting up requires SSL 23
  24. 24. 2. How to work with DBE Figure 2.2.: SMTP Server Conguration • The address of the email account youll use • The password on that account • The allowable number of emails per hour, day, and month for each account and host domainDBE needs the password, remember, because it must log into your email accounts toemploy their servers to send. Until you have collected all that info, you cannot send any emails (Jobs). The goodnews is that once you set up these accounts, and get them properly set up in Accounts,you can use them for every marketing message you may want to send. Hint: when you go to set up the email accounts, and especially if it means you openhosting accounts and select domain names, try to select names that have some rele-vance to your subject matter. If you are selling e-books, pick domains like www.ebooksforyou.comand email account names like bounces@ebooksforyou.com. It will make sense why,later on.2.2.1. Add a New SMTP ServerTo add an additional SMTP server, click on the new button to the right of Outbound(SMTP) Mail Settings . Your SMTP server area should now look like on Figure: 2.2 Add following information for your SMTP accounts you are going to add: • Account Description: Name of the Web hosting Plan. (Not essential just there for your organization if you have many accounts rotating.) • Server Host Name: This is a domain name that you place on the web hosting plan. Typically the web hosting company will place your selected domain on their server for your web hosting/email plan. Tipbefore you sign up with a web hosting company go to a domain registrar and verify whether the new domain name that you are going to place on your web hosting plan is available. Dont register the domain name at the registrar, just verify the domain exists. 24
  25. 25. 2. How to work with DBE Your web hosting company will register the domain name for you, and many oer a free domain or two when you register for web hosting. When you enter the domain name into the Server Host name box you either will either enter the domain name without the ( www. ) before it as shown in the screen shot or you enter smtp.hostingcompanyname.com. Your web hosting will send you an email that will tell you what its SMTP access is. TipIf you are selling dierent types of products choose domain names that are not about one particular product because each web hosting plan with your domain name for that hosting plan can be simultaneously utilized to email your opt-in list. • Port number. Place 465 in the port box and place a check mark in the box that says: Use Secure Transfer (SSL). Most of the time your local ISP that you will be bypassing and your web hosting company both have port 465 SSL open so your DBE will sync with your web hosting plan allowing you to control the sending of email from your web hosting plan. We will test for connectivity between the DBE and your hosting company after we complete entering the next two entries, and if we nd there is no connectivity then you will use either port 25, 26, or 587 without the SSL box checked. For now leave it 465 with SSL box checked. Some hosting plans require Login Information, and some do not under port 465 SSL. Before you go further hit the SAVE button on the right hand side which will test for connectivity. If you have a successful test you do not have to enter the Provider Requires Login section. If you get a failure then continue with Provider Requires Login section. IMPORTANT NOTE: When you sign up for a hosting plan it will take up to 30 hours for that domain name to propagate so if you get a failed test within 30 hours the chances are it is due to this. Also many hosting plans will send you their welcome email as soon as you sign up but that does not mean that your chosen domain has propagated throughout the Internet. • Provide Login Information: If this section is needed place a check in the box and enter the account name and then the password of hosting plan purchased. Some hosting plans will assign the account name and PW and some will utilize ones that you created when you registered for the hosting plan. Your welcome email will give you your SMTP account name and account password. Some hosting plans will for the account name the email address that you requested for the plan and some will use just alpha and/or numeric.If port 465 SSL did not obtain a successful test you will use one of 3 SMTP ports(25, 26, 587) with the Provide Login Information box checked. Before you try usingone of the 3 SMTP ports make sure there is NOT a check mark in the Use SecureTransfer SSL box. You should already have your Account Name and Account Password entered beforetrying SMTP port options. After you try each SMTP port you hit the SAVE buttonon the right hand side to test connectivity. TipTry SMTP port 26 rst; however ifyour local ISP is Comcast try port 587. You can simply use a search engine to easily 25
  26. 26. 2. How to work with DBEask what SMTP ports your own ISP has open so you can bypass your ISP and connectto your purchased hosting plan. If you have not been able to obtain a successful test chances are you have enteredin a wrong account name/PW or host name or propagation of the domain has not yettaken eect. If you have waited 30 hours and have followed the above and still can notobtain a successful test use the contact page of the website www.DatabaseEmailer.comto advise us and we will set up a technician to help you out for a $30 fee. If thetechnician can not get you synched you do not pay the fee. • Hourly Messages: DBE allows you to adhere to the speed limitations of each hosting plan that you have chosen. Remember to SAVE after any speed changes you make. • Threads: If sending under a speed limitation under 1000 an hour per plan the amount of threads used is ne at 10 threads. Increase threads by 15 for each additional 1000 per hour. If you are purchasing a Virtual Private Server (VPS) to relay through and it has no limitations you can set the threads at 256. What is the ideal speed per hour/number of threads ratio? For limited SMTP servers basically if you have 100 emails per hour, you can use 1 or 2 threads. For limited SMTP server, 1000 emails per hour you can use about 5 10 threads. If you observe you were not able to send at speed near 1000 emails per hour as you specied, you can increase threads a little. This will help you achieve required speed. If you have unlimited SMTP account use at least 10 threads or more to achieve the best possible speed per hour. Amount of threads allows to send the specied amount of emails simultaneously. But it depends on Internet connection speed and concretely used SMTP server and also depends on how many incoming SMTP connections SMTP server allows. The maximum total allowed amount threads for all accounts and DBE highly depends on how many gigabytes of RAM has your PC. So we recommend to have 4 GB of RAM for optimum performance. • Activate or De-Activate SMTP hosting Accounts: You can check or un-check the boxes next to the name of your SMTP servers to activate or deactivate them.2.2.2. Auto-Conguration of SMTP AccountIf manual conguration of SMTP account into DBE does not work for you or you donot know right combination of required port numbers, domain names, etc., you cantry to use SMTP account auto-conguration option. See Figure: 2.3. First type email address in the email address eld. Then type password into thepassword line. Click Next button. DBE will start detecting email account congura-tion. You will see a progress bard during this operation. Figure 2.4. After some timeyou will see if DBE was able to nd correct SMTP account conguration. Figure 2.5.If not try to nd your email hosting provider introductory email with SMTP accountconguration and or ask your email hosting provider for correct SMTP congurationand then try manual conguration instead. See 2.2. 26
  27. 27. 2. How to work with DBEFigure 2.3.: SMTP Email Account Auto-Conguration Wizard 27
  28. 28. 2. How to work with DBEFigure 2.4.: Detecting SMTP Email Account 28
  29. 29. 2. How to work with DBEFigure 2.5.: Correct SMTP Account Conguration was Detected 29
  30. 30. 2. How to work with DBE DoNotUseReturnPath SendingThreads HourlyMessages SecureTransfer RequiresLogin Description Hostname Password Email Login Port smtp.XX.com xyz@XX.com smtp.XX.com 465 2 True xyzz1 pass123c 10 1 False Table 2.2.: Example of SMTP Accounts CSV File Column Sequence2.2.3. Utilizing FREE Email Service Providers to Email your Op-In ListDBE has an Load and Import button which enables you to upload an unlimitedamount of SMTP accounts. For load of SMTP Accounts conguration from CSV le:First line in the CSV le is header: Description, Email, Hostname, Port, SecureTransfer, RequiresLogin, Login, Pass-word, HourlyMessages, SendingThreads, DoNotUseReturnPath then on next lines are data in columns separated by comma. For Description specify text account description. For Email specify email addressrelated to SMTP account. For Hostname specify domain name or IP address of theSMTP account. For port specify port number value. SecureTransfer should containnumbers 0 for No, 1 for TLS and 2 for SSL option. For HourlyMessages specify num-ber of hourly messages sending limit or 0 for unlimited hourly messages sending. ForSendingThreads specify number of sending threads used for sending emails simulta-neously. For RequiresLogin and DoNotUseReturnPath use True or False values or 0or 1. For Login specify your login and for Password specify your password. The .csvle uploaded must contain the SMTP information in the following column sequence:Activate Accounts See the Activate button located on the left hand side underSMTP servers. You can use this button after you have imported a large list of freeaccounts to activate accounts. You can use Ctrl+A to select all accounts or or selectany number of accounts with mouse and shift key. Then use Activate button toactivate selected accounts.Deactivate Accounts See the Deactivate button located on the left hand side underSMTP servers. You can use this button to deactivate active accounts. You can useCtrl+A to select all or to select any accounts number of accounts with mouse andshift key. Then use Deactivate button to deactivate selected accounts. 30
  31. 31. 2. How to work with DBE2.3. Inbound Servers CongurationDBE needs to handle incoming mail because there will almost always be bouncebacks on invalid email addresses and Unsubscribes, and it needs to know where tosend such responses. You can set up as few as just one single POP3 server, but youprobably want to enter several. For starters, it is not necessary to set up (in Accounts)a unique POP3 account for each SMTP account. To know how many POP3 serversyoull want, you have to think ahead to your mailing campaigns. DBE gives you thevery desirable option, when you actually send your message, to round-robin throughmultiple From Addresses. This makes your messages less likely to be intercepted andblocked, because they arent identical. If you are going to use seven From Addresses,each of those must have its domain represented. That could mean seven dierentPOP3 servers, if each From account is with a dierent host. Or you might have sevenFrom Addresses, all being dierent UserIDs for e-mail at the same host. The latter 1would indicate one POP3.2.3.1. Add a New POP3 ServerTo add a new POP3 server, click on the new button next to the Inbound (POP) MailSettings . Enter an account description. Dont just say POP at Liquidweb . Be morespecic: MyEmailAddress POP at Liquidweb is more satisfactory. Enter the servername. Examples: pop.gmail.com or pop.secureserver.net or mail.mydomain.com Iden-tify the Server Port by its number. If you cannot get conrmation of the Server Port,try 110 and 995. These are common POP3 ports that often work. Enter the accountname. myemailaddress@mydomain.com (the full email address) Enter the accountpassword. Then click on Save. Note: be very careful about clicking Delete. Once clicked, there is no way to retrievethe Account that you just erased.2.3.2. Auto-Conguration of POP3 Email AccountIf manual conguration of SMTP account into DBE does not work for you or you donot know right combination of required port numbers, domain names, etc., you cantry to use POP3 account auto-conguration option. See Figure: 2.7. First type email address in the email address eld. Then type password into thepassword line. Click Next button. DBE will start detecting email account congura-tion. You will see a progress bar during this operation. Figure 2.8. After some timeyou will see if DBE was able to nd correct POP3 account conguration. Figure 2.9.If not try to nd your email hosting provider introductory email with SMTP accountconguration and or ask your email hosting provider for correct POP3 email accountconguration and then try manual conguration instead. See 2.3. 1 Do You Have a Photographic Memory? Track Your Account User Names and Passwords in Excel. Remember, if you dont have a spreadsheet to keep track of all your dierent emails and server ports, then you should start one. Very quickly this data detailing which login and password you used on which accounts becomes too much for a log book that is easily misplaced. 31
  32. 32. 2. How to work with DBE Figure 2.6.: POP3 Account CongurationFigure 2.7.: POP3 Email Account Auto-Conguration Wizard 32
  33. 33. 2. How to work with DBEFigure 2.8.: Detecting POP3 Email Account 33
  34. 34. 2. How to work with DBEFigure 2.9.: Correct POP3 Email Account Conguration was Detected 34
  35. 35. 2. How to work with DBE2.3.3. Modifying an POP3 Server CongurationDo the following: 1. Change the account description The account description will be displayed under POP3 Servers and will be used to reference your POP3 conguration by DBE. 2. Change the server Hostname Your provider will provide you with the address of the server that will provide you with your POP3 services. 3. Server port Normally port 110 is used for non-secured POP3 connections and port 995 for secured (SSL) POP3 connections. Your provider may use a dierent port number. 4. If your provider requires secured (SSL) connections, tick the Use Secure Trans- fer (SSL) option. 5. If your provider requires you to authenticate (login), tick the Provider Requires Login option. Supply the account name (user name) and account password that you received from your provider. 6. Msgs/Hour This setting is ignored for POP3. It is not there this option for POP3 in latest version? Which version do you use? 7. Click on the save button. DBE will test your POP3 conguration. If the test fails, then your conguration will not be saved and you will have to modify your information until it is correct and validated by DBE.2.3.4. Deleting a POP3 serverBe careful with Delete. DBE will prompt if you really want to delete account con-guration before deletion. You need to conrm deletion to be able to delete account.To delete an account, highlight the account on the left hand side as can be seen inthe previous image Figure 2.6. Click on the delete button. The highlighted accountwill be removed and replaced by an example account which you can use in future tocreate a new server account with.2.3.5. Utilizing FREE Email Service Providers to Email your Op-In ListDBE has an Load and Import button which enables you to upload an unlimitedamount of POP3 accounts. For load of POP3 Accounts conguration from CSV le:First line in the CSV le is header: Description, Email, Hostname, Port, SecureTransfer, RequiresLogin, Login, Pass-word then on next lines data in columns separated by comma. For Description specify text account description. For Email specify email addressrelated to POP3 account. For Hostname specify domain name or IP address of the 35
  36. 36. 2. How to work with DBE SecureTransfer RequiresLogin Description Hostname Password Email Login Port smtp.XX.com xyz@XX.com smtp.XX.com 465 2 True xyzz1 pass123c Table 2.4.: Example of POP3 Accounts CSV File Column SequenceFigure 2.10.: Database Emailer Account Setup/Seed Notication Email Address CongurationPOP3 account. For port specify port number value. SecureTransfer should containnumbers 0 for No and 2 for SSL option. For RequiresLogin use True or False valuesor 0 or 1. For Login specify your login and for Password specify your password. The .csv le uploaded must contain the POP3 information in the following columnsequence:2.4. Database Emailer Account Setup/Seed Notication Email Address CongurationTo congure Databaase Emailer Account conguration you need to provide your FirstName, Last Name and E-mail Address into the specied elds and then to click Savebutton to save it. E-mail Address here is also seed notication E-mail Address. If youneed to have multiple Seed Notication E-mail Addresses, you can click on Addresses,type multiple email addresses into poped dialog and click OK. Then click Save buttonto Save modied conguration. See Figures 2.10, Email Landing Page CongurationSee: www.EmailLandingPage.com for more info what Email Landing Page is exactlyand to start using it. To congure Email Landing Page into DBE click on EmailLanding Page button in the Accounts page and type Email Landing Page URL intothe text eld, then click OK button. See Figure 2.12. More info about conguringEmail Landing Page web script could be found here: ELP Instructions. 36
  37. 37. 2. How to work with DBEFigure 2.11.: Multiple Seed Notication E-mail Addresses Conguration Figure 2.12.: Email Landing Page URL Conguration 37
  38. 38. 3. Address Book ManagementThe address book screen allows you to do the following: • Import data into the database. • Export data from database to le. • Export all the bad addresses and opt-outs. • Remove existing data from the database • Suppress email addresses you do not want to email • Deduce or calculate new information based on the data, and add it to each record. Examples of the new information that DBE can deduce or calculate: the county, gender, income level, radius from a given point, own vs rent, and ethnicity.3.1. Load DataThere is possible to load email address data from CSV, packed CSV with BZ2 andGZ les. The rst row of your CSV input le contains the eld names for each dataelement. DBE will map the eld names found in your CSV le to the correct eldsautomatically. See 3.1.2. There is also possibility to load custom CSV data, in thiscase rst CSV converter will be used to convert data into DBE required CSV leformat. See B.1. Then standard DBE loading mechanism will be used for loadingconverted data. See Load ModeFirst select load mode - the way how data will be loaded. There are two modes to loaddata and how data will be loaded in the case there are already same email addressesin DBE database: 1. Ignore mode - if selected, during loading of new data, the records in DBE with the same email address as from loaded data le will stay in DBE intact. 2. Replace mode - if selected, during loading of new data, the records in DBE with the same email address as from loaded data le will be replaced with the records from data le. 38
  39. 39. 3. Address Book ManagementFigure 3.1.: Address Book Management 39
  40. 40. 3. Address Book Management Figure 3.2.: Import Data3.1.2. Load Data Obtained from DBE Into Emailer DatabaseUse this option to load data which are obtained from DBE website or les which havethe DBE required CSV le format. Click the load data button. A pop up will allowyou to browse for a CSV le to import Figure 3.2. Select a le and click on open. The import progress bar will be displayed Figure3.3. Once the process is done, it will display Done message. Figure 3.4. Similarly you can load DBE BZ2 and DBE GZ les. Previously the data that were possible upload into DBE could not have quotes: John Smith around values. DBE was upgraded to now handle both quoted Figure3.5 and NOT quoted data values Figure 3.6. The format is detected automaticallyduring data upload. This way users can save CSV les with Microsoft Excel or OpenOce Calc and then easily load it into DBE without any modication.3.1.3. Load Data Not Obtained From DBE Into DatabaseIn the case you would like to load your own email addresses stored in dierent CSV leformat than what DBE is expecting, see expected CSV le format B, use this option 40
  41. 41. 3. Address Book Management Figure 3.3.: Loading CSV Email Address DataFigure 3.4.: Loading CSV Emaill Address Data Finished 41
  42. 42. 3. Address Book ManagementFigure 3.5.: Quoted CSV Data Values 42
  43. 43. 3. Address Book ManagementFigure 3.6.: Not Quoted CSV Data Values 43
  44. 44. 3. Address Book Management Figure 3.7.: Select CSV File to Convert into DBE Formatto load your data. Click on Load Data Not Obtained From DBE Into Databasebutton in the addressbook page. Then DBE CSV Converter wizard will be started.Select CSV File you would like to convert into DBE format rst Figure 3.7. Clickon Browse button, the open CSV le dialog will appear see Figure 3.8. Select theyour CSV File you would like to convert. Click Open button, then click Next in thewizard. Type your CSV le column separator character and click Next button. See Figure3.9. The CSV data will start loading. Figure 3.10. After CSV data are loaded into DBE CSV Converter, you can see a preview of yourCSV File data separated by columns based on your specied CSV column separatorcharacter. You can repeat the step of providing correct separator character in the caseyou do not see data separated correctly into multiple columns. Similarly as you cansee on Figure 3.11. Now click on C1 - Cn columns in the data preview and select and assign correctcolumn names into the CSV le data columns you see in preview. See example onFigure 3.12 . At least EMAIL_ADDRESS column needs to be assigned to be able tocontinue. After you assign columns to the CSV le columns click on Next button. Select output folder into which converted CSV data le will be exported. See 3.13.Then click on Next button. The converted le will be saved. Figure 3.14. Wait until the converted le is saved and you should see Figure 3.15. Then DBE will ask if you wish to load/import converted CSV le data. Figure 44
  45. 45. 3. Address Book Management Figure 3.8.: Browse for CSV File to ConvertFigure 3.9.: Select CSV File Data Column Separator Character 45
  46. 46. 3. Address Book Management Figure 3.10.: CSV Converter is Loading Data from CSV FileFigure 3.11.: Assign DBE Column Names into Your CSV File Columns 46
  47. 47. 3. Address Book Management Figure 3.12.: DBE Columns Assigned into CSV File ColumnsFigure 3.13.: Select Output Folder where Converted CSV File will be Exported 47
  48. 48. 3. Address Book Management Figure 3.14.: Saving Converted CSV FileFigure 3.15.: CSV File Conversion Finished 48
  49. 49. 3. Address Book Management Figure 3.16.: Import Converted Data? Figure 3.17.: Select File Tag Value to Identify Loaded Data in the DBE Database3.16. Click yes and type File Tag to be able to identify loaded CSV le in the DBE fromthe queries. Figure 3.17. Then click OK and then DBE will start to load your datainto DBE. Figure 3.18. When data are loaded into DBE you should see Figure Frequent QuestionsQuestion: What happens if I upload a record that is already in the database? Willthe database keep the old or replace it with the new? Answer: It depends on Load Mode you select. The system uses the email addressas the unique identier. If you select Replace mode, if you upload an entry it willoverwrite an existing entry that contains the same email address, even if all otherelds are dierent. The new record is presumed by DBE to be more up-to-date andcorrect. If you select Ignore mode, the entry with the same email address in DBEdatabase will not be overwritten. 49
  50. 50. 3. Address Book Management Figure 3.18.: Loading Converted CSV DataFigure 3.19.: Loading Converted CSV Data Finished 50
  51. 51. 3. Address Book Management Figure 3.20.: Exporting Data3.2. Export DataDBE can export your data in your database in CSV format. Click on Export data.You will be prompted with the following pop up Figure 3.20asking you to select thedestination le. In the File name: input, type the name of the export le you want to create. Oncedone, click on Save to continue. The progress of your export will be displayed Figure3.21. Once done the following message will be displayed Figure Export Data Bad Addresses OnlyThe export data bad addresses only option will export address information from yourdatabase containing email addresses found to be marked as bounced or unsubscribed.If you pick this option you will be prompted to select a location and le to export thebad addresses to Figure 3.23. Fill in a new le name in the File name: input box and pick Save. A progresswindow will be displayed Figure 3.24. 51
  52. 52. 3. Address Book ManagementFigure 3.21.: Exporting Data Progress Figure 3.22.: Export Finished 52
  53. 53. 3. Address Book ManagementFigure 3.23.: Exporting Data - Bad Address Only Figure 3.24.: Exporting Data Progress 53
  54. 54. 3. Address Book Management Figure 3.25.: Export Finished Once export of bad data is completed, the following pop up will be displayed Figure3.25.3.3. Suppression File - Upload File Will Not Be EmailedThis functionality allows to unsubscribe email addresses provided in simple le. Eachemail address in a le needs to be on separate line. Click on Suppression File UploadFile Will Not Be Emailed button then select your suppression le. Figure 3.26. ClickOpen button. Progress dialog will be displayed. And all email addresses provided ina le will be unsubscribed - the records in DBE database will have unsubscribe ag.So you will not email to those email addresses.3.4. Domain Suppression File - Upload File Will Not Be EmailedThis functionality allows to unsubscribe email addresses for the specied domainsprovided in simple le. Each domain name in a le needs to be on separate line. Clickon Domain Suppression File Upload File Will Not Be Emailed button then selectyour suppression le. Click Open button. Progress dialog will be displayed. And allemail addresses for all specied domains provided in a le will be unsubscribed - therecords in DBE database will have unsubscribe ag. So you will not email to thoseemail addresses domains. Eg. specify domain like hotmail.com on the line, then allhotmail.com email addresses will be suppressed. It is also possibly to specify completeTDL like .gov, .mil or endings like .something.any.domain.com . 54
  55. 55. 3. Address Book Management Figure 3.26.: Select Suppression File DialogFigure 3.27.: Remove Existing Database Entries 55
  56. 56. 3. Address Book Management Figure 3.28.: Addressbook has been Emptied3.5. Remove Existing Database EntriesThe remove existing database entries option will remove all data from your database.THIS CANNOT BE UNDONE! Once done, you will be notied that the task is complete with the following dialogFigure 3.28. Press the OK button to return to the Address Book Management screen.3.6. Adding New Information Append to DatabaseThis set of features is a great way to add value to your databases. Lets start with the example of ethnicity. In most cases, your database of purchasedaddresses will include a last name but not the ethnicity of the individual. When youclick on Append Ethnicity, DBE rapidly checks every last name against a table ofethnic family names and in roughly half of typical cases, nds a likely match. Acolumn (eld) is added to the database, named Ethnicity, and lled with whateverethnic match seemed most likely. Where no match seemed likely to be accurate, the eld is left empty. This kind oflook up system will yield some mistakes, but it is surprisingly accurate. Among theethnicities you can look up: Hispanic, Chinese, Jewish, Slovenian and many more. After running Append on Ethnicity, click on Lists (the open lock icon) at top menu.When the mailing list appears, scroll toward the right until you nd the columnEthnicity. Then scroll down until you see values (ie. Hispanic, Romanian, Japanese)in the column. You can then Query for ethnicity Hispanic and use the resulting queryresponse to send a mailing to Hispanics. Some of the Append functions, including Gender and Radius, are time consuming.On a large database, you may want to schedule these to run over a weekend. To see what each Data Append possibility is based on, just scroll down from thelarge Data Appending block in the Address Book screen. It explains, for example, 56
  57. 57. 3. Address Book Managementthat Radius causes DBE to look up the latitude and longitude based on zip code; thenyou can query on records with a location within or outside a particular distance fromthat zip code.3.6.1. County AppenderThe zip code in the data record is matched against County/Zip tables that are con-tained in the software to append the county name to your data record so you canquery by County.3.6.2. Gender AppenderDBE matches the rst name in the data record with over 12,000 female names and10,000 male names to append gender status to the record.3.6.3. Income AppenderThe zip code in the data record is matched against the US Census Bureau Income perzip code rankings in the software for all USA zip codes, so you can query by incomeparameters.3.6.4. Own/Rent AppenderThe postal record in the data is analyzed to determine if the dwelling is a home or anapartment so as to query by either of these dwelling statuses.3.6.5. Ethnicity AppenderDBE analyzes and matches the last name of the data record against tens of thousandsof common surnames of many dierent ethnic groups to query by ethnicity.3.6.6. Domain Name AppenderDomain name appender is useful to generate domain name data into domain_namecolumn for data loaded into database. So your own data, data that is not issued byus can be appended and domain name analyzed to stay below threshold limitations.See Data Cleaning Refresh ServiceData cleaning refresh service allows to update database data with fresh bounce agscollected in Emailer server. This helps to avoid to send email messages to alreadynot existed or bad email addresses or recipients. Which helps to avoid to get SMTPaccounts suspended. And helps to achieve better message sent/delivered ratio. Firstyou need to congure username and password for data cleaning refresh service. Then 57
  58. 58. 3. Address Book ManagementFigure 3.29.: Data Appenders 58
  59. 59. 3. Address Book Management Figure 3.30.: Data Cleaning Refresh Serviceyou can see how many bounce updates are ready from the top of the Address Bookpage.3.7.1. CongurationTo be able to use data cleaning refresh service you need specify your username andpassword. See Figure Loading Fresh Bounces DataTo be able to load fresh bounces data into Emailer, you need rst congure yourusername and password. See 3.7.1. If you wish to load the fresh bounces data into 59
  60. 60. 3. Address Book Management Figure 3.31.: Data Cleaning Refresh Service Conguration Figure 3.32.: Loading Fresh Bounces DataEmailer, just click the (N) bounce updates are ready... button. See Figure 3.30.Then fresh bounces data les will be loaded. See Figure Update Mailing Lists or whole Database with Fresh Bounces Data FlagsWhen fresh bounces data are loaded, then you are ready to update your mailing listsor whole database with the fresh bounces data ags. To be able to do it, go to Listspage, select mailing list for which you would like to update bounce ags. Then clickon Update Bounces from Server button in the right bottom of Lists page. See Figure3.33. Then for all the records in the selected mailing list will be updated bouce ag.So you will not send email messages to bad, bounced recipients any more. This wayyou can avoid to get a lot of bounce email messages back to email account(s) andlimit risk of possible SMTP account suspension from email account provider. 60
  61. 61. 3. Address Book ManagementFigure 3.33.: Update Mailing Lists with Fresh Bounces Data Flags 61
  62. 62. 3. Address Book Management Figure 3.34.: Options3.8. Options for Data Conguration and Proxy Services3.8.1. Data and CongurationsIn the Data and Conguration Options, it is possible to switch between Shared Dataand Congurations Among All Windows Users (default) and Users Own Data andCongurations. See Figure 3.34. Based on this the base path location of the database le and conguration leschanges. For Shared Among Windows Users option it is the default location which wasoriginally used with previous version of Emailer Software (under Win XP): c:Documentsand SettingsAll UsersApplication DataDatabase Emailer and for Users Own databasele and conguration les base location: c:Documents and SettingsCurrent UserApplicationDataDatabase Emailer . In newer Windows Vista and Windows 7, the location path of the les is: c:ProgramDataDatabaseEmailer for Shared Among Windows Users c:UsersCurrent UserAppDataRoamingDatabaseEmailer for Users Own. The operating system environment variables for the All Users and User pathsis little dierent for each operating system. That is why there are dierent locations.In newer Operating Systems (OS) there are always the same paths/links which arethe same as in older Win XP for All Users and User paths. So eg. if you go to c:Documents and SettingsAll UsersApplication DataDatabaseEmailer you will end in c:ProgramDataDatabase Emailer (in Win 7/Win Vista). If you go to c:Documents and SettingsCurrent UserApplication DataDatabaseEmailer you will end in c:UsersCurrent UserAppDataRoamingDatabase Emailer(in Win 7/Win Vista). Both paths are valid for the same location and leads to the same paths in newerOSs. Why and when would you use the NON default option: If you had multiple employees/customers/remote oces each with their own Userlogin name and password on a remote server and each of the users would need to usetheir own SMTP and POP3 accounts and their own email recipients and EmailLand-ingPage.com (ELP) tracking also. 62
  63. 63. 3. Address Book Management Figure 3.35.: Proxies3.8.2. ProxiesRecent emailer allows to use Socks 4/5 and Http proxies for sending of emails. Thiscould be useful to hide your IP. See Figure 3.35. To Allow to use proxies check Use Proxies for Email Sending check box. To specify New Proxy conguration use New button. Then Proxy congurationDialog will appear. Specify Proxy Host, Proxy Port, Socks version 4 or 5 for SocksProxy or 6 for Http proxy. If your Proxy requires Username and Password, specifyUsername and Password there otherwise leave it empty. You can test your Proxyconguration with Test button. To Edit Proxy conguration, select Proxy conguration in the left list and clickEdit button. To Delete Proxy conguration, select Proxy conguration in the left list and clickDelete button. To Acivate/Deactivate Proxy conguration click on check mark on the left of theProxy in the left list. To Search for Socks 4/5 proxies use Search Socks 4/5 button. To Search for Http proxies use Search Http button. To Load proxy conguration from CSV le use Load button. CSV le in correct for-mat should contain: Host,PortNumber,ProxyTypeNumber,Username,Password columnsheader in the rst line of the le and then on next lines data in columns separated bycomma. Host should be IP. PortNumber should be port number, ProxyTypeNumbershould be either 4 for socks 4, 5 for socks 5 and 6 for HTTP proxy type. If your proxyneeds username and password, specify username and password there otherwise leaveit empty. To Import proxy conguration from CSV le in other format use Import button.CSV converter will be used to convert the CSV le to the required format for loadinginto emailer. 63
  64. 64. 4. Mailing List ManagementWhy would you want to dene a new mailing List? To ascertain how many probableIrish or Indian individuals you have in the database, and group them for analysis orto send them Irish-centric marketing campaigns. Or to segregate recipients by agegroup, or county, or get a view of every record where the zip code starts with 10024and ends with 10026 (say, to mail to people on Manhattans upper West Side). The mailing list management screen allows you to do the following: • Dene new mailing lists. Modify existing mailing lists. • Preview a mailing list. • Delete a mailing list. • Clear a mailing list denition. • Export mailing list members to le. • Select a mailing list as part of a job.When you rst see the Mailing List Management screen it should look similar to this(except with your own data) have a look on Figure Dening a New Mailing List • Click on the New button. You should now have a new Example Mailing list in the Mailing Lists area. • Type the name for your new mailing list into the Description eld of the List Conguration area. • The List Conguration area has a number of drop-down boxes. These drop-down boxes can be used to create lters on your email data to create mailing lists for only sending mail to people who match your criteria. There are 4 drop-down boxes per line. You can enter multiple lters and the resulting lter would be the combined result of all your lters. The rst drop-down allows you to select a eld from your database. Some of the values are calculations like the AGE of a person or a persons BIRTHDAY. The 2nd drop-down box allows you to select an operator on the eld. Dierent elds have dierent operators, but in general you have operators like equals, is, between, etc. The 3rd drop-down box is the rst value of the lter to compare. For operators like equals you will only need 64
  65. 65. 4. Mailing List ManagementFigure 4.1.: Mailing List Management 65
  66. 66. 4. Mailing List Management Figure 4.2.: Dening a New Mailing List to use the 3rd drop-down box. The 4th drop-down box is the second value of the lter. This value is used for operators like between where you need 2 values. Some of the elds you can select in the rst drop-down will provide pre-dened options for its values which will become available once you select a eld. • Once you have nished adding your lters, click on the Save button to save your mailing list.As you can see we have now added a mailing list called My rst mailing list withstate lter dened. 1 1 The records database is not aected by making a new mailing List. It is probably helpful if you think of a mailing list as a view of the records database. To illustrate this, run a query in 66
  67. 67. 4. Mailing List Management Figure 4.3.: Query Email Landing Page Data4.1.1. Query Email Landing Page DataThere is possible to query Email Landing Page data in the Lists page. User can queryall ELP data by EmailLandingPage_id to query, all interested email addresses, toquery just all who opened email message (all who was able to see attached ELP imagein the message) with ELP_ID_Opened, all who clicked the ELP url in the messagewith ELP_ID_Clicked, all who clicked ELP more info with ELP_ID_More_Info(clicked to a button on the ELP landing page). Query can be made for just one ELPID with equals and specifying ELP ID or ELP ID range with between and ELPID from and ELP ID to. See Figure Modify Existing Mailing ListIn order to modify a mailing list you need to do the following: List Conguration for zip code starting with 10001 and ending with 30000. You will see that the number of records has dropped drastically. But if you click on Clear, the number immediately reverts to whatever it was before. 67
  68. 68. 4. Mailing List Management Figure 4.4.: Modify Existing Mailing List• Highlight the mailing list you want to modify in the Mailing Lists area.• Change the name of the mailing list to your new name in the Description box of the List Conguration area.• Modify the lters for your mailing list.• Click on Save.• Your mailing list should now look similar to this in Figure 4.4. 68
  69. 69. 4. Mailing List Management Figure 4.5.: Preview of Content of a Mailing List4.3. Preview a Mailing ListIn order to make sure that your mailing list will have members once your lters aredened you can preview all members of your mailing list. Click on the Query button. 2 The area should now list the members of your mailing lonlyist. The Figure 4.5 is an example of a preview. You can see the U or B next to the left of the data record after you query for eitherof them. Which means record U is unsubsribed member, record B is bounced memberof the mailing list. You query the Unsubscribes and Opt-outs by using the drop downon the lists page and going to Bounces and unsubscribes and doing a query on them. 2 If this list is empty there are no matching people for your mailing list and the list will be ignored when sending mails. 69
  70. 70. 4. Mailing List Management Figure 4.6.: Data Preview Controls Data preview is divided into the page system, which allows to preview subset amountof specied records of the data. You can change page of the previewed data with |,, , | buttons. See Figure 4.6. | button allows to go to the rst page, button allows to go to previous page, button allows to go to next page and| button allows to go to the last page.4.3.1. Amount of Records per PageDBE has default value of amount of rows to preview per page, which is 500 rows perpage. You can change this value if you wish by changing Records per page value.See Figure Hide Bounces and Opt-Outs from the Mailing ListIf you wish to then Hide bounces or opt-outs there is a button on the lists page thatallows you to hide the bounces and opt-outs B and U from showing up. If youwish to see bounces and opt-outs, click Show/Hide Bounces and Opt-Outs buttonthe way it shows Show Bounces and Opt-Outs. If you wish to hide bounces andopt-outs, click Show/Hide Bounces and Opt-Outs button the way it shows HideBounces and Opt-Outs.4.3.3. Auto Fetch RecordsSometimes it could be handy to disable auto fetch of records from DBE database.It could be in the case you have multiple millions of records loaded in DBE and thequery for preview of data starts to take time you are not comfortable with. In thiscase you can disable auto fetching of records for data preview by unmarking AutoFetch Records checkbox. See Figure Count RecordsOther option how to speed up fetching of records from DBE database for preview isto disable count of records for the query. Counting amount of records which matchlter some dicult criteria over whole database could take time. That is why if youare interested only in preview of data matching the lter without counting, you candisable count of records by unmarking Count Records checkbox. See Figure Deletion of Mailing ListIn order to delete a mailing list do the following: 70
  71. 71. 4. Mailing List Management • Highlight a mailing list in the Mailing Lists area. • Click the Delete button. Your mailing list should now be deleted.4.5. Clear a Mailing List DenitionIn order to clear a mailing list denition so that you can perhaps modify all the lters,do the following: • Highlight the mailing list you want to clear. • Click the Clear button. The mailing list should now be cleared as in the Figure 4.7 example.4.6. Export Mailing List Members to FileIn order to export mailing list members to le: • Click on the Export button. • You will be provided with the following dialog Figure 4.8. The dialog allows you to set the following: Maximum number of lines per le. If there is more data then the data will 3 be spread over multiple les similar to the split import functionality . Browse and select the directory to which the data will be exported. Select the eld name on which le splitting will be made, e.g. if you select LAST NAME then there will be a le created for each unique last name in the results. • Export does not aect the data held in DBE. If you export 100,000 records, the number of records remaining in DBEs database does not go down. Export is a way to copy information from DBE to les outside DBE. An example of some exported le names from mailing list export is displayed onFigure 4.9. Each le will have a header containing the eld names in the rst line.This makes it easy to import it again into DBE in future. It is easy to divide yourmailing lists along other lines. For example, ethnicity can be a useful breakout. Load your CSV le into DBE underAddress Book, using Append Ethnicity. Of course the data must contain last names to 3 When possible, its advisable to split the le along lines that are useful for organizing the data, or marketing products. For example, you might split the les by State. One of the most common reasons to split up a large le is the limit of approximately 66,000 rows in earlier versions of Excel, which still are widespread in usage. DBE can handle very large les, and the process of splitting them up is extremely rapid. 71
  72. 72. 4. Mailing List ManagementFigure 4.7.: Clear a Mailing List Denition 72
  73. 73. 4. Mailing List Management Figure 4.8.: Export Mailing List Dialogenable DBE to estimate the ethnicity of each record. Then go into Lists, click on Ex-port, and when the dialog box appears and asks the eld name for splitting, click Eth-nicity. DBE will immediately its so rapid that you may not realize the operation hastaken place create les with such names as database_export_ETHNICITY_Italianand so on. You will not see these les if you open Excel because they are CSV and notExcels native format; remember you must tell Excel to look for all le types, LoadExcel, choose File, then Open, then at the bottom in File type click to select All Filetypes. Note: there is no need to break up a large le by sorting it, then copying outsections. DBE can do this for you almost instantly.4.7. Select a Mailing List as Part of a JobIn order to select a mailing list and add it to a job: • Tick the checkbox to the left of the mailing list in the Mailing Lists area. • Once you have ticked all the mailing lists you want to be part of the job, you can click on Messages button to continue to the Message Template Management screen.4.8. Add a New Record into DBEIf you wish to manually add a new record into the DBE, you can click on Adda Record button. New Record dialog will be displayed. See Figure 4.10. Youneed at least to ll EMAIL_ADDRESS eld and if you wish you can ll other elds 73
  74. 74. 4. Mailing List Management Figure 4.9.: Example of some Exported File names from Mailing List Exportalso. Like CONTACT, FIRST_NAME, LAST_NAME, ADDRESS, CITY, STATE,COUNTRY, ZIP, etc...4.9. Modify Existing DBE RecordIf you need you can modify existing records in DBE manually. You need to doubleclick on existing record in the data preview and Modify Record dialog will appear.You can change the data in there and then to conrm, click OK button. See Figure4.11.4.10. Unsubscribe RecordsYou can either unsubscribe records manually with mouse or you can make a queryand then click OptOut button to unsubscribe all recipient from the query.4.10.1. Manually Unsubscribe Records with MouseTo manually unsubscribe record. Simply click into the data preview on the left sideof where the recipient email address is. And if you have selected Show Bounces and 74
  75. 75. 4. Mailing List ManagementFigure 4.10.: Add a New Record Dialog 75
  76. 76. 4. Mailing List ManagementFigure 4.11.: Modify Existing DBE Record Dialog 76
  77. 77. 4. Mailing List Management Figure 4.12.: Opt-Out Conrmation DialogOpt-Outs, you should see U on the left side of the record. Otherwise if you are inthe Hide Bounces and Opt-Outs mode the clicked record will simply disappear.4.10.2. Unsubscribe Records with a Filter QueryFirst you need to construct a query. Click New button to create new mailing listquery. Then construct the query similarly like you construct normal mailing listquery see 4.1. Then click on OptOut button. The Opt-Out conrmation dialogwill appear. See Figure 4.12. If you are sure that you wish to unsubscribe multiplerecipients from the query, then click Yes button, otherwise click No. If you click yes,you will not be able to send emails to the selected email address anymore. So becareful here with the query construction and conrmation.4.11. Verify Email AddressesTo avoid receiving bounces, it is wise to verify email addresses. In DBE there are twotypes of verication. First is syntax only email addresses verication. The second ismore extended, it is syntax email addresses verication with DNS and SMTP serverstype of response email address verication. See Figures 4.13 and 4.14. DBE allowsto verify email addresses for the selected query. Detected wrong email addresses aremarked with ag Bounce in DBE database. The way that this email addresses willnot be used for sending.4.11.1. Syntax Only VericationSyntax email address verication veries if email address is syntactically correct. Thismeans if the email address is constructed correctly according to email address con-struction rules. Eg. if email address has @ character, if there is domain name, thelength of email address text, etc. See Figure 4.13. 77
  78. 78. 4. Mailing List ManagementFigure 4.13.: Email Addresses Verication Dialog 78
  79. 79. 4. Mailing List Management Figure 4.14.: Syntax Verication with SMTP Response Verication Dialog4.11.2. Syntax Verication with SMTP Response VericationThis type of email address verication uses syntax verication rst. If the emailaddress is syntactically valid, then DNS records and SMTP servers are tried to detectfor email address. If the records are found and SMTP servers for the email address,then DBE pretends that we are going to send email message to the veried emailaddress. If SMTP server responds unusual way, eg. that recipient does not exists,then the email address is marked as invalid and marked with ag bounce in DBEdatabase. See Figure 4.14. With this type of verication there is possibility to specifySocks 4 or Socks 5 type of proxy. You need to set host IP or name, port number,select port type 4 or 5, user name and password and it should pass Test. This wayyou can make contacting of SMTP servers more anonymous.4.12. Modify File TagSometimes you could need to change le_tag value for one or multiple lter queries.In this case rst you need to mark all of the lists queries for which you would like tochange le_tag. Then click on Modify le tag button. Mofy le tag dialog willappear. Type new le_tag there and click OK. If you have processor dicult typeof queries in the marked lists and big database with millions of records, in this casesometimes you need to be patient. So wait until it nishes. See Figure 4.15. 79
  80. 80. 4. Mailing List ManagementFigure 4.15.: Modify File Tag Dialog 80
  81. 81. 4. Mailing List Management4.13. Permanent Records Deletion from Database for the Mailing ListIf you wish to permanently delete records from database, then you can use DeleteRecords button in the Lists page. First select mailing list or create a new query tospecify which records you would like to delete. Then click the button. See Figure4.16. Then you will need to conrm records deletion, since it is permanent, to be sureyou would like to do it. See Figure Generate Domain Name ReportIt is possible to generate domain name reports for the query in the Lists page foremail addresses. It could be very usable so you can get an ordered amount of emailsfor the domains ordered with the highest quantity of emails for the domain in theselected query. First select list for which you would like to generate domain namereport. Then ensure that domain_name is not missing for the data records there. Ifthe data are missing for the domain_name column, go to Address Book page and clickDomain Name Appender to generate domain_name for all the data in the database.If you have data for the domain_name, select the list and click Domain Name Reportbutton. Domain Name Report Dialog shoud appear. It is possible to specify theamount of the maximum domains to generate report for the ordered list. Then clickGenerate button to generate the report. See Figure Sending Speed LimitFor the mailing list query this is possible to specify sending speed limit. This couldbe useful in the cases if we would like to send messages with maximum hourly sendingspeed limit to avoid getting bounces. Eg. some domains like aol.com, yahoo.com,hotmail.com, gmail.com etc. could have some maximum hourly message allowed re-ceiving limit from the same sender or IP address. In this cases we could construct thequeries the way to specify hourly messages sending speed limit for this type of emailaddresses/domains. That we meet the domain hourly messages receiving limit. See example of specifying hourly sending speed limit for aol.com, yahoo.com, hot-mail.com, gmail.com with combination of not limited sending for everything else, seeFigures 4.19 and 4.20. This was useful for older version of emailer. With the outputfrom Domain Name Report in the recent emailer and domain_name database columnit is preferred way to do this type queries rather over domain_name instead. Sincethis type of queries are faster than queries directly over EMAIL_ADDRESS. See Fig-ure 4.21 and Figure 4.22. So use domain_name in the mailing list queries to make fastqueries for include and exclude of domains instead of using EMAIL_ADDRESSESwhich is slower. 81
  82. 82. 4. Mailing List ManagementFigure 4.16.: Permanent Records Deletion from Database for the Mailing List 82
  83. 83. 4. Mailing List ManagementFigure 4.17.: Records Deletion Conrmation Figure 4.18.: Domain Name Report 83
  84. 84. 4. Mailing List ManagementFigure 4.19.: All email addresses excluding hotmail.com, aol.com, gmail.com, ya- hoo.com domains 84
  85. 85. 4. Mailing List ManagementFigure 4.20.: All email addresses with hotmail.com, aol.com, gmail.com, yahoo.com domains and 200 hourly messages sending speed limit 85
  86. 86. 4. Mailing List ManagementFigure 4.21.: Exclude Domains in the Query 86
  87. 87. 4. Mailing List ManagementFigure 4.22.: Include Domains in the Query 87
  88. 88. 5. Email Message ManagementThe email message template management screen is where you dene, create templatesform messages that will be sent to the people on your mailing lists. To get to thesefunctions, go to the top Menu and click on Messages. The screen allows you to do the following: • Create a new message. • Modify an existing message. • Delete a message. • Import an HTML le as message contents. • Export message contents as HTML le. • Select messages as part of a job.5.1. Create Your First Marketing MessageBefore we get started, there are a few concepts to cover briey. First, this is notjust any message that youre about to create. Its a message that will have uniquefeatures designed to increase deliverability. One of those features is multiple FromAddresses. Lets assume that back in Accounts, you added seven outbound accounts.Those are invisible to the recipients of your mailing, unless you enter them here in theFrom Address eld. By rotating, going round-robin through your From Addresses,DBE makes it less likely that your mail trigger barracuda alarms. Note: Each FromAddress on your marketing message must also appear correctly in your AccountsPOP3 inbound list. If you employ a From Address in your marketing message thatdoes NOT appear identically in your POP3 list in Accounts, you could be labeled a spoofer. Additionally, you can have as many Subject lines as you wish. DBE willalso round-robin through these subject lines as it sends out your mailing. The ReplyTo address is where your bounces and unsubscribes will be sent by DBE. If you donot enter a Reply To address, then responses will be sent to the From Address thatyou enter on this Messages page. There is also possible to have rotated multiple FromNames. See Figure 5.1. Note: If you do not enter a Reply To address on your message,and you enter multiple From addresses for the message, the bounces and unsubscribeswill be distributed in round-robin fashion, across those multiple From addresses. 88