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Difference between revisions of "Addresslists and newsletters"

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(→‎Create addresslists)
(→‎Sending newsletters / mailings)
 
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#Sending newsletters
 
#Sending newsletters
 
#Categorize contacts because you can filter on them too
 
#Categorize contacts because you can filter on them too
−
#Send an e-mail to this list
+
#Quickly select the members in this list in a regular e-mail
  
 +
==Creating an addresslist==
 
To create a list go to:
 
To create a list go to:
  
 
Addressbook -> Administration -> Addresslists
 
Addressbook -> Administration -> Addresslists
  
−
You can add contacts in that dialog or you can check multiple lists at the "Edit contact" dialog.
+
Click on "Add" in that tab. Enter a name and click on "Apply" to save it.
  
−
===Sending newsletters / mailings===
+
Now you can add contacts in the addresslist dialog:
−
To send a newsletter go to:
+
  
−
Addressbook -> Send mailing
+
[[Image:Add-contacts-at-addresslist.png|Addresslist dialog]]
  
−
Select a template if you have created one and select the list to send the newsletter too. Now simply compose your e-mail like you would do with a normal e-mail and click at send.
+
Or you can check multiple lists at the "Edit contact" dialog:
−
A background process will send the e-mails. It will send it slowly so it won't bring the server down. You can check the progress at:
+
  
−
Addressbook -> Administration -> Addresslist -> Doubleclick the list and click at Sent mailings
+
[[Image:Select-addresslist-at-contact.png]]
  
−
<b>Note:</b>You can also simply select the list from the addressbook at the e-mail composer. This is useful for small lists only.
+
==Filtering on addresslists==
 +
Once you created some addresslists a filter appears at the left in the addressbook. This is useful to quickly view the contents of a list:
  
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====Using a special SMTP server====
+
[[Image:Addresslist-filter.png]]
−
If you want to use a different SMTP server to send all mailings you can set the following config variables:
+
  
 +
 +
==Sending newsletters / mailings==
 +
[[Image:Email_template.png|right|thumb|An example e-mail template]]
 +
To send a newsletter you must first create an address list and an [[E-mail#Creating_an_e-mail_signature_.2F_template|e-mail template]]. After that go to:
 +
 +
Addressbook -> Newsletters
 +
 +
The Newsletter status screen will open:
 +
 +
[[Image:Sent-newsletters.png]]
 +
 +
To start a new mailing click "Send mailing":
 +
 +
Select an [[E-mail#Creating_an_e-mail_signature_.2F_template|E-mail template]] if you have created one and select the list to send the newsletter too. Now simply compose your e-mail like you would do with a normal e-mail and click at send.
 +
 +
Datafields in the template will be replaced with data from the addressbook so you can created personalized e-mails.
 +
 +
A background process will send the e-mails. It will send it slowly so it won't bring the server down.
 +
 +
<b>Note:</b>You can also simply select the list from the addressbook at the e-mail composer. This is useful for small lists only.
 +
 +
===Controlling the sending speed===
 +
By default Group-Office sends 30 messages per minute. If you want to change this number you can set it in the config.php file:
 
<pre>
 
<pre>
−
$config['mailing_smtp_encryption']="ssl";//empty, ssl or tls
+
$config['mailing_messages_per_minute']=30;
−
$config['mailing_smtp_server']="smtp.bulkmail.com";
+
−
$config['mailing_smtp_port']="25";
+
−
$config['mailing_smtp_username']="";
+
−
$config['mailing_smtp_password']="";
+
 
</pre>
 
</pre>
 +
 +
==Document merging for sending paper letters==
 +
To create a merged document to send a letter by regular mail you need to make an export to CSV first and then use that as a datasource for [http://wiki.services.openoffice.org/wiki/Documentation/How_Tos/Creating_Mail_Merge_Documents_From_Text/CSV_or_Spreadsheets OpenOffice.Org] or [http://support.microsoft.com/kb/197657 Microsoft Word]. When using LibreOffice, be sure you have installed LibreBase and follow these unofficial [http://davidmburke.com/2011/08/10/mail-merge-in-libreoffice/ instructions] for the Wizard.

Latest revision as of 13:21, 23 November 2012

Addresslists are useful for:

  1. Sending newsletters
  2. Categorize contacts because you can filter on them too
  3. Quickly select the members in this list in a regular e-mail

Creating an addresslist

To create a list go to:

Addressbook -> Administration -> Addresslists

Click on "Add" in that tab. Enter a name and click on "Apply" to save it.

Now you can add contacts in the addresslist dialog:

Addresslist dialog

Or you can check multiple lists at the "Edit contact" dialog:

Select-addresslist-at-contact.png

Filtering on addresslists

Once you created some addresslists a filter appears at the left in the addressbook. This is useful to quickly view the contents of a list:

Addresslist-filter.png


Sending newsletters / mailings

An example e-mail template

To send a newsletter you must first create an address list and an e-mail template. After that go to:

Addressbook -> Newsletters

The Newsletter status screen will open:

Sent-newsletters.png

To start a new mailing click "Send mailing":

Select an E-mail template if you have created one and select the list to send the newsletter too. Now simply compose your e-mail like you would do with a normal e-mail and click at send.

Datafields in the template will be replaced with data from the addressbook so you can created personalized e-mails.

A background process will send the e-mails. It will send it slowly so it won't bring the server down.

Note:You can also simply select the list from the addressbook at the e-mail composer. This is useful for small lists only.

Controlling the sending speed

By default Group-Office sends 30 messages per minute. If you want to change this number you can set it in the config.php file: 

$config['mailing_messages_per_minute']=30;

Document merging for sending paper letters

To create a merged document to send a letter by regular mail you need to make an export to CSV first and then use that as a datasource for OpenOffice.Org or Microsoft Word. When using LibreOffice, be sure you have installed LibreBase and follow these unofficial instructions for the Wizard.

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