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SendFree User's Guide On Mailing List Messaging

Overview Of Mailing List Messaging

Setting Up A Broadcast

Personalization and HTML Broadcasts



Overview Of Mailing List Messaging

How mailing list messaging works.

A Preferred Service membership gives you the ability to send broadcast messages. Sending broadcasts to your mailing list is an email marketing tool separate from your SendFree autoresponder follow up messages.

Broadcasts to your email lists, allow you to compose and send an email message to some or all of the leads in your accountís database at any time.

Sending a broadcast message to your leads does not affect your autoresponders' follow up messages. The broadcasting feature simply gives you the ability to send out additional messages to your leads whenever you like. If you have a product update, a price change, an informational report or a regular newsletter, you can use the broadcast message feature to send out the emailing.

Your SendFree account gives you the ability to send up to 30,000 broadcast messages a month. Thus if you send out a mailing to a list of 5,000 leads, you will have 25,000 remaining broadcast messages available for the month. You can purchase an advanced broadcasting package to increase your broadcast messaging capabilities to 300,000 messages a month for an additional $24.97 monthly.

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Automated list management.

SendFree makes broadcasting to your mailing lists easy with itís automated list management.

Every broadcast message is delivered with a list management / removal link at the bottom of the message. Your leads can access the link to update their subscribed email address or to remove themselves from your list. All remove requests and changes are immediately processed to keep you list accurate.

In addition, email addresses which bounce back undeliverable messages due to delivery failure are deleted from your list. The default setting for your SendFree database is 2 bounced message. If a lead generates 2 undeliverable bounce messages in a row from your broadcasts and/or follow-up messages, that lead is deleted from your SendFree lead database as an invalid lead.

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Importing a pre-existing mailing list into your SendFree account for sending mailing list messages.

If you have a pre-existing opt-in email list containing the addresses of individuals who have requested your information or subscribed to your list, you can import these addresses into your SendFree account in order to send them your broadcast messages.

You'll import your email list using the "Upload Leads" tool from the "Manage Leads" section of your account. See the Users Guide for The Lead Database for step by step instructions.

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Setting Up A Broadcast

Selecting your email list.

To send out a broadcast message, from your Account Headquarters select the "Broadcast Message" link from the top grey menu bar. Next choose to "Set-Up Broadcast."

You will now be on the "Select Leads For Broadcasting" page. Here you will pull up the list of leads from your database to whom you would like your broadcast message sent.

For example you could select to send an email to every lead in your database. To select all of your leads, in the "Autoresponder" listing, click to highlight the top autoresponder's name. Now hold down your control key and continue to click on each autoresponder's name until all your autoresponders' names are highlighted. Once you've highlighted every name simply click the "Select" button and your lead list will be displayed.

If you would like to send your message to a single autoresponder lead group, just highlight the name of that autoresponder and click the "Select" button. All of the leads who requested that particular autoresponder will be pulled from your database to receive the broadcast.

You can also narrow your broadcast to be sent only to your newest leads. Simply select the appropriate autoresponder name(s) and then enter in certain date restrictions. Only leads from that time period who requested the autoresponder(s) selected will be pulled up.

As you can see, you have complete control over choosing your broadcast list. Our system automatically checks your lead list prior to sending out your broadcast message and removes all duplicate email addresses.

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Entering your broadcast message.

Once you have selected your lead list, click the "Broadcast to these results" link. You will be presented with a copy box for the subject line of your broadcast as well as 2 additional copy boxes. The first copy box is for the text version of your email message and the second copy box is for the HTML version of your email message.

When you enter a text version of your message into the text copy box you should note that the copy box does not wrap your text message. Therefore you will need to format your text message by inserting carriage returns at the end of each line.

To ensure the web site addresses and email addresses you have in your text broadcast message are hyper linked you should list all URLs with - http:// and all emails with - mailto: .

Thus a URL should look like, http://www.sendfree.com and an email address should look like, mailto:info@sendfree.com .

You have the option of inputting an HTML formatted message, as well as a text message for your broadcast. All of the leads in your database which have been designated as HTML compatible, by our email detector, will then be sent the HTML version of your message rather than the text version.

If you only enter a text version of your message, your broadcast message will be delivered as a text message to your leads.

Those leads in your database which have been designated as AOL compatible, by our email detector, will be sent the text version of your message with the AOL hyper links automatically added.

If you enter an HTML message make sure you include HTML tags within the message so that your message is formatted properly.

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Testing your broadcast message.

Prior to sending out your broadcast message you have the option of having a test sample of your broadcast message sent to you for double checking.

To test your message just click the test button. A copy of your broadcast message will be emailed to the address you have registered with SendFree. If you have a text message entered you'll receive a text and an AOL test version of your message. If you have an HTML message entered you will also be sent the HTML version of your message.

Important Note: After clicking the Test button the web page will reload notifying you that the test has been sent. DO NOT CLOSE YOUR BROWSER WINDOW! Check your email for the test messages leaving your browser open to the broadcast page otherwise you will loose the broadcast you just set-up.

If you notice any errors in your message and would like to make corrections, simply edit your message in the copy boxes of your open browser window.

You can send yourself tests of your broadcast message and make edits to your message as many times as necessary.

If you decide not to send the broadcast simply click on the "Account Headquarters" link from the top grey menu bar or close your browser window.

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Scheduling your broadcast message.

When you are ready to send your broadcast message to your leads select a send date and click the "Queue Broadcast for Sending" button. If you select today's date your broadcast will be emailed out immediately. Any other date selected will result in your broadcast being sent out at 12:10 am EST on that day.

Please make absolutely sure your broadcast is ready for distribution when you click the "Queue Broadcast for Sending" button. Once your broadcast has been Queued it will be sent to your leads.

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Delivery of your broadcast message.

Your broadcast message will be emailed out on the date you specified when you queued your broadcast for sending. After your broadcast has been sent you will be emailed a report notifying you of your broadcast's completion. The report will show a copy of the message you sent along with how many leads successfully received your message.

If you notice the number of leads who successfully received your message is less than the number of leads you selected when you set up your broadcast message this is due to undeliverable messages.

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Personalization and HTML Broadcasts

Adding personalization to your broadcast messages.

You can personalize your broadcast messages by including your prospect's name and email address in your outgoing message. To personalize a message include the appropriate code in the place you would like your prospect's information entered.

[[firstname]] will include your prospect's first name.
(i.e. 'Hi [[firstname]]' will be 'Hi Pamela!', if your prospect's first name is Pamela).

[[name]] will include your prospect's full name.
(i.e. 'Hi [[name]]' will be ' Hi Pamela Anderson', if your prospect's name is Pamela Anderson).

[[email]] will include your prospect's e-mail address.
(i.e. 'Your e-mail address is [[email]]' will be 'Your e-mail address is pamela_anderson@hotmail.com', if your prospect's e-mail address is pamela_anderson@hotmail.com .)

You can include these codes in the subject and body of your broadcast messages.

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Sending out HTML broadcast messages.

You have the option of inputting an HTML formatted message, in addition to your text message for your broadcast.

All of the leads in your database which have previously been designated as HTML compatible, will be sent the HTML version of your message rather than the text version.

If you enter an HTML message make sure you include HTML tags within the body of the message so that your message is formatted properly.

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Creating an HTML messages for your broadcast.

An HTML message has HTML tags included within the message so that your message will contain special formatting, bold lettering, colors and graphics within its layout.

If you are not familiar with creating documents using HTML you may not want to use this feature.

What you do when you create an HTML email message is write your message as a web page and then input the source (raw HTML) into the HTML message box.

Programs such as MS Outlook, MS word and web page creation programs can all assist you in creating an HTML messages. Once you have created the message, save it as an .html file. Next view the source of the saved HTML file, by opening the document with an editor such as Notepad. Now, copy the source code of your message into the HTML message box.

You'll want to eliminate from your HTML message body the following tags: <body> </body> <html> </html> <head> </head>.

Once you have entered your message, you should click the "Test" button. This will send you a copy of the message so you can check to make sure it appears as you intended.

If you would like to learn how to write HTML message code, a good resource for learning how is - htmlgoodies.com .

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