6. 1. Getting Started
1.1. What is Database Emailer?
Database Emailer (DBE) is marketing inspiration. There seems to be no comparable
product on the market that performs a similar function. It is a crucial solution for
one of the two great challenges of e-mail marketing. We assume you have met the rst
great challenge: getting a good mailing list. The second challenge is DELIVERING
your 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 that
delivering your message to a valid e-mail address even a double opt-in who has white
listed you personally - is a dicult task. Entire industries are built upon the goal of
stopping your e-mail message. You probably have heard the terms spam assassin
and barracuda lter. They are part of the weaponry that stands between you and
your future customers. Database Emailer is an ingenious mechanism for getting your
marketing message to the recipient's Inbox, where your target customer can decide
all by himself or herself, without any government authority coaching or advising
if it's of interest. But, in fact, DBE does much more: it greatly reduces the chances
that your website(s) will be shut down in retaliation for bulk mailing. It similarly
lessens the chances that your credit card payment processing will be abruptly turned
o, crippling your e-commerce activity, with much of your sales revenue held hostage
for 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 box
company that claims to be delivering your e-mail messages, you save that money and
regain control and visibility over the sending process. DBE combines a SQL database
with a feature-rich e-mailer. Don't worry; you don't need to know anything about
databases except that they contain data. In your case, the database is your mailing
list. 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. Unlike
most databases handling hundreds of thousands of records on a PC, DBE is usually
lightning fast. It's in a dierent universe, speed-wise, when compared to most mail
out systems, including and especially those which are hosted on monthly subscrip-
tion services. Business data can be searched by dierent criteria and multiple criteria
can be combined to create complicated searches. It's quite possible that all you care
about is sending an e-mail that is personalized with Hello, Mrs Sally Jones, Here
is our wonderful product. But for later on, keep in mind that DBE oers you great
exibility. And not only exibility; it has a way to add value to your purchased email
lists. It can determine ethnicity of the recipients, their income level, gender, and their
rent/own status with a surprising degree of accuracy. It will do this very rapidly and
6
7. 1. Getting Started
add 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 for
delivery. This is extremely valuable, because traps are waiting for your message all
across the Internet. These traps, or lters, are triggered when too many identical
messages come at the same time from a single server or sender. That last sentence
will oend technical purists because it is not precise, but it will help the newcomer
understand what he or she is up against with bulk mailing. This is particularly true
when sending to gmail.com addresses. If Google decides you are spamming, it will
go into Gmail inboxes that you have already successfully delivered to, and if the user
hasn't opened your email, Google will delete it.
Industry Problem: You can have opt-in email data but as soon as you go over the
threshold limits of recipients lters you can not get into the recipients inbox. Bulk
emailers spend enormous amounts of money trying to get deliverability by purchasing
huge blocks of Internet Protocol (IP) addresses and rotating them; however they are
nding that this approach is not working as the lters are blocking not just one
addressbut the entire block of IP addressees. There are only two ways to get your
opt-in email through:
OPTION ONE) Spend hundreds of hours lling out White-List applications with a
thousand Internet Service Providers (ISP's) and email from a dedicated email server
with a dedicated IP address and domain name and your business must be the only
one using that IP address. This is a very timely and very costly proposition just to
be 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 the
threshold limits of the recipient ISP's lters, DatabaseEmailer (DBE) was developed.
If you only have a small opt-in list (under 2 million a month) there is no reason to
spend any money at all on emailing as the DBE can simultaneously use dozens of free
email accounts. If you have a size able email list DBE allows a user to purchase and
simultaneously use an unlimited number of very low cost web hosting plans which of
course 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 emails
per 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 anywhere
near the deliverability that is obtained with this system. DBE's user friendly software
allows a business to simultaneously use as many web hosting/email service accounts
as a business needs to get its opt-in database outall accounts of course have their
own 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 allows
you to have your presentation round robin rotated over as many web hosting plans
as you like to stay below threshold limits of recipient ISP lters. In addition to the
multiple domains and IP's being rotated the software stays below the lter thresholds
by rotating your businesses from addresses ( sales@YourDomainName.com, sup-
port@YourDomainName.com, marketing@YourDomainName.com ) etc. Additionally
unlimited subject lines and presentations are also rotated to stay below lter thresh-
7
8. 1. Getting Started
olds to get your opt-in email delivered. DBE was developed with speed throttles to
make sure that your business stays in compliance with the Term of Service (TOS) of
the web hosting/Email Service providers you choose. DBE also automates opt-outs
so you can stay in compliance with some countries laws which require removal of the
subscriber if they wish to be taken o your list. DBE Controls Email Servers without
the Need for an IT Person Normally to obtain incredibly low pricing as obtained with
DBE you would be forced to lease your own dedicated server. Managing a dedicated
server would entail: Transferring data (via File Transfer protocol) to a dedicated
server, installing a database, knowing how to query that database, installing email
software 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 person
to manage a dedicated email server. DBE handles all this work without the need for
an IT person. Complete PC novices are able to use DBE.
1.2. System Requirements
DBE runs on the following systems: Microsoft Windows 2000/XP/Vista/Windows
7/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 2GB
at least. Excellent condition is to have PC with 4 GB and more to handle multiple
millions of records easily. Recommended processor power is some Dual Core Intel
or AMD based processor. You should have at least 1GB of hard disk space for one
million 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 up
is NOT supported.
1.3. Installation
DBE has a quick and easy installer which will allow you to create a desktop Icon to
launch DBE. This section just covers how you install DBE on your computer. If you
have it installed, skip to the next section and run DBE by clicking on the Database
Emailer 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 Figure
1.2.
Read the license agreement by scrolling through it. When done, select I accept the
agreement and click on Next to continue. You will get to the destination location
selection screen Figure 1.3. Select the location on your computer where you want to
install DBE. You can click on Browse. . . in order to change the default. Once you
have made your selection, click on Next to continue. You will get to the Start Menu
Folder Selection screen Figure 1.4.
Select the Start Menu Folder you want to create on your Start Menu for the DBE
application. Once you have made your selection, click on Next to continue. You will
8
12. 1. Getting Started
Figure 1.4.: Database Emailer Installation Wizard - Start Menu Folder Selection
12
13. 1. Getting Started
Figure 1.5.: Database Emailer Installation Wizard - Additional Tasks Selection
get to the Select Additional Tasks screen Figure 1.5. The Create a desktop icon
option will place an icon on your desktop which you can click on in order to launch
DBE. The Create a Quick Launch icon will place an icon on your windows task
bar which you can click on in order to launch DBE. Note that you need to have the
quick launch bar activated in order to see this icon. The Install Outlook Plugin will
install a plug-in for Microsoft Outlook. The Outlook plug-in allows you to import
your Microsoft Outlook address book into DBE. By clicking Next you will get to the
Ready to Install screen Figure 1.6.
Click on Install to continue with the installation. The following installation status
screen 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 following
screen 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. Once
you have made your selection, click on Next to continue. You will get to Ready to
Install screen Figure 1.11.
Click on Install to continue and install the Outlook plug-in.
13
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 Setup
Wizard 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 Wizard
screen Figure 1.13.
Select the Launch Database Emailer option if you want to launch DBE after
installation. Click on Finish to complete the installer of DBE.
1.4. The Ultra-Short Tutorial
Install the program. Click on Accounts and enter some outbound accounts to send
your email and some inbound accounts to receive mail back Click on Address Book
and load in a CSV le of emails. Click on Append if you need additional data such
as ethnicity or gender to be calculated. Click on Lists and check this list, so it can
be used by your campaign. Click on Messages and create or copy in your campaign
email. You'll 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. That's it.
19
21. 2. How to work with DBE
2.1. Accounts Management
Note: technically advanced users will nd some of this information imprecise, but
please read through because some important features are explained in this section. To
send email, it has to come from someplace. It needs a point of origin and a way to
leave that point of origin. For that reason, you're going to need at least one outbound
email server. DBE needs to know how to identify that server. Why? Because DBE is
a database that can only send your messages if it has an outbound server, known as
an SMTP server, to give instructions to. No SMTP server, no email goes out. That's
because DBE does not send email out `by itself.' Rather, it logs into your email
account briey and instructs the server to send an email or thousands of emails each
containing your marketing message. Here you see the Accounts page. This is where
you will set up the SMTP server so that DBE knows where it is sending from. The
lower part of the Accounts screen is where you set up Inbound mail servers, generally
being what's known as POP3 servers. You need inbound mail accounts because when
you send email to thousands of people, you get responses. The responses range from
Invalid Address to Unsubscribe to I'll buy all you have! or less welcoming: Stop
bothering me .
DBE accounts page is divided into two sections; the top section contains the settings
for outgoing email (SMTP) and the bottom contains the inbound (POP) email settings
see Figure 2.1. DBE has the ability to remotely access the SMTP and POP settings of
an unlimited amount of web hosting plans which you need to purchase. Web hosting
plans range from shared server access plans of about $7 a month for 750 opt-in emails
per hour (720,000 a month) to Virtual Private Server (VPS) plans at $30 a month for
about 10,000 opt-in emails per hour ( 7.2 million per month). There are thousands of
web hosting companies that may be utilized. We are not an aliate nor recommend
the use of any particular web hosting companies; you need to decide on your own
which ones to use.
2.2. Outbound Servers Conguration
Why you need multiple outbound servers? In practice, you will most likely want to
set up multiple SMTP servers which equates to making it appear that your emails
come from multiple dierent email accounts. You need to know that Gmail, AOL,
MSN, and every other major email domain has sophisticated software that works 24x7
attempting to catch and trap your messages if you trigger their lter alarms.
21
22. 2. How to work with DBE
Figure 2.1.: Accounts Management
22
23. 2. How to work with DBE
An alarm could well go o at Google (gmail.com) if several hundred identical emails
addressed to gmail account-holders came through in the space of 15 minutes. Quite
likely, nearly all those several hundred emails would not arrive or if they did get to
an 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, you
could 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, DBE
could send a small percentage of the emails from your main account, then a small
percentage from one of your secondary accounts, then a few from your cousin's Yahoo
account that never gets used.
The spam lters waiting out there will nd it dicult to ascertain that the messages
coming 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.com
but it's best to scatter them around. If all your sending email accounts are at one
host, or domain, they are probably all originating from the same IP address. That
makes your mass mailing campaign easier to pick out (and block) amidst the enormous
ocean of email that crosses the Internet each hour.
Another key reason to use multiple SMTP outbound accounts is that many email
accounts and servers impose volume restrictions on you. This means they shut down
and 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 they
may not. From their viewpoint, it's a pretty serious oense if you exceed the speed
limit they have set. When your ood of outgoing email ties up their servers and
bottlenecks their many other customers, you become the bad guy very quickly.
By sprinkling your outgoing volume across several outbound SMTP accounts, and
respecting their speed limits (hourly quotas), you remain a welcome person. Now let's
look at how you do that.
First, you need to open several email accounts, preferably at dierent hosts that
allow you to send a great number of emails each month or day. For each of these, you
need to make up a detailed, very accurate list best to store it on your hard drive
but make sure you always have a backup copy of your email accounts that will used
in Accounts to send your messages. We'll assume that you have taken a few hours to
research which hosts allow you to send a LOT of emails per hour/day/month and you
have opened the necessary email accounts with them.
In this list, you'll 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 you're setting up requires SSL
23
24. 2. How to work with DBE
Figure 2.2.: SMTP Server Conguration
• The address of the email account you'll use
• The password on that account
• The allowable number of emails per hour, day, and month for each account and
host domain
DBE needs the password, remember, because it must log into your email accounts to
employ their servers to send.
Until you have collected all that info, you cannot send any emails (Jobs). The good
news 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 open
hosting 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.com
and email account names like bounces@ebooksforyou.com. It will make sense why,
later on.
2.2.1. Add a New SMTP Server
To 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.
Don't register the domain name at the registrar, just verify the domain exists.
24
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 using
one of the 3 SMTP ports make sure there is NOT a check mark in the Use Secure
Transfer SSL box.
You should already have your Account Name and Account Password entered before
trying SMTP port options. After you try each SMTP port you hit the SAVE button
on the right hand side to test connectivity. TipTry SMTP port 26 rst; however if
your local ISP is Comcast try port 587. You can simply use a search engine to easily
25
26. 2. How to work with DBE
ask what SMTP ports your own ISP has open so you can bypass your ISP and connect
to your purchased hosting plan.
If you have not been able to obtain a successful test chances are you have entered
in a wrong account name/PW or host name or propagation of the domain has not yet
taken eect. If you have waited 30 hours and have followed the above and still can not
obtain a successful test use the contact page of the website www.DatabaseEmailer.com
to advise us and we will set up a technician to help you out for a $30 fee. If the
technician 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 Account
If manual conguration of SMTP account into DBE does not work for you or you do
not know right combination of required port numbers, domain names, etc., you can
try to use SMTP account auto-conguration option. See Figure: 2.3.
First type email address in the email address eld. Then type password into the
password 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 time
you 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 account
conguration and or ask your email hosting provider for correct SMTP conguration
and then try manual conguration instead. See 2.2.
26
27. 2. How to work with DBE
Figure 2.3.: SMTP Email Account Auto-Conguration Wizard
27
28. 2. How to work with DBE
Figure 2.4.: Detecting SMTP Email Account
28
29. 2. How to work with DBE
Figure 2.5.: Correct SMTP Account Conguration was Detected
29
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 Sequence
2.2.3. Utilizing FREE Email Service Providers to Email your Op-In List
DBE has an Load and Import button which enables you to upload an unlimited
amount 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 address
related to SMTP account. For Hostname specify domain name or IP address of the
SMTP account. For port specify port number value. SecureTransfer should contain
numbers 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. For
SendingThreads specify number of sending threads used for sending emails simulta-
neously. For RequiresLogin and DoNotUseReturnPath use True or False values or 0
or 1. For Login specify your login and for Password specify your password. The .csv
le uploaded must contain the SMTP information in the following column sequence:
Activate Accounts See the Activate button located on the left hand side under
SMTP servers. You can use this button after you have imported a large list of free
accounts to activate accounts. You can use Ctrl+A to select all accounts or or select
any number of accounts with mouse and shift key. Then use Activate button to
activate selected accounts.
Deactivate Accounts See the Deactivate button located on the left hand side under
SMTP servers. You can use this button to deactivate active accounts. You can use
Ctrl+A to select all or to select any accounts number of accounts with mouse and
shift key. Then use Deactivate button to deactivate selected accounts.
30
31. 2. How to work with DBE
2.3. Inbound Servers Conguration
DBE needs to handle incoming mail because there will almost always be bounce
backs on invalid email addresses and Unsubscribes, and it needs to know where to
send such responses. You can set up as few as just one single POP3 server, but you
probably 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 servers
you'll want, you have to think ahead to your mailing campaigns. DBE gives you the
very desirable option, when you actually send your message, to round-robin through
multiple From Addresses. This makes your messages less likely to be intercepted and
blocked, because they aren't identical. If you are going to use seven From Addresses,
each of those must have its domain represented. That could mean seven dierent
POP3 servers, if each From account is with a dierent host. Or you might have seven
From Addresses, all being dierent UserIDs for e-mail at the same host. The latter
1
would indicate one POP3.
2.3.1. Add a New POP3 Server
To add a new POP3 server, click on the new button next to the Inbound (POP) Mail
Settings . Enter an account description. Don't just say POP at Liquidweb . Be more
specic: MyEmailAddress POP at Liquidweb is more satisfactory. Enter the server
name. 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 account
name. myemailaddress@mydomain.com (the full email address) Enter the account
password. Then click on Save.
Note: be very careful about clicking Delete. Once clicked, there is no way to retrieve
the Account that you just erased.
2.3.2. Auto-Conguration of POP3 Email Account
If manual conguration of SMTP account into DBE does not work for you or you do
not know right combination of required port numbers, domain names, etc., you can
try to use POP3 account auto-conguration option. See Figure: 2.7.
First type email address in the email address eld. Then type password into the
password 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 time
you 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 account
conguration and or ask your email hosting provider for correct POP3 email account
conguration 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 don't 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. 2. How to work with DBE
Figure 2.6.: POP3 Account Conguration
Figure 2.7.: POP3 Email Account Auto-Conguration Wizard
32
33. 2. How to work with DBE
Figure 2.8.: Detecting POP3 Email Account
33
34. 2. How to work with DBE
Figure 2.9.: Correct POP3 Email Account Conguration was Detected
34
35. 2. How to work with DBE
2.3.3. Modifying an POP3 Server Conguration
Do 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 server
Be 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 in
the previous image Figure 2.6. Click on the delete button. The highlighted account
will be removed and replaced by an example account which you can use in future to
create a new server account with.
2.3.5. Utilizing FREE Email Service Providers to Email your Op-In List
DBE has an Load and Import button which enables you to upload an unlimited
amount 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 address
related to POP3 account. For Hostname specify domain name or IP address of the
35
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 Sequence
Figure 2.10.: Database Emailer Account Setup/Seed Notication Email Address
Conguration
POP3 account. For port specify port number value. SecureTransfer should contain
numbers 0 for No and 2 for SSL option. For RequiresLogin use True or False values
or 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 column
sequence:
2.4. Database Emailer Account Setup/Seed Notication
Email Address Conguration
To congure Databaase Emailer Account conguration you need to provide your First
Name, Last Name and E-mail Address into the specied elds and then to click Save
button to save it. E-mail Address here is also seed notication E-mail Address. If you
need 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 button
to Save modied conguration. See Figures 2.10, 2.11.
2.5. Email Landing Page Conguration
See: www.EmailLandingPage.com for more info what Email Landing Page is exactly
and to start using it. To congure Email Landing Page into DBE click on Email
Landing Page button in the Accounts page and type Email Landing Page URL into
the text eld, then click OK button. See Figure 2.12. More info about conguring
Email Landing Page web script could be found here: ELP Instructions.
36
37. 2. How to work with DBE
Figure 2.11.: Multiple Seed Notication E-mail Addresses Conguration
Figure 2.12.: Email Landing Page URL Conguration
37
38. 3. Address Book Management
The 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 Data
There is possible to load email address data from CSV, packed CSV with BZ2 and
GZ les. The rst row of your CSV input le contains the eld names for each data
element. DBE will map the eld names found in your CSV le to the correct elds
automatically. See 3.1.2. There is also possibility to load custom CSV data, in this
case rst CSV converter will be used to convert data into DBE required CSV le
format. See B.1. Then standard DBE loading mechanism will be used for loading
converted data. See 3.1.3.
3.1.1. Load Mode
First select load mode - the way how data will be loaded. There are two modes to load
data and how data will be loaded in the case there are already same email addresses
in 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. 3. Address Book Management
Figure 3.1.: Address Book Management
39
40. 3. Address Book Management
Figure 3.2.: Import Data
3.1.2. Load Data Obtained from DBE Into Emailer Database
Use this option to load data which are obtained from DBE website or les which have
the DBE required CSV le format. Click the load data button. A pop up will allow
you 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 Figure
3.3.
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 Figure
3.5 and NOT quoted data values Figure 3.6. The format is detected automatically
during data upload. This way users can save CSV les with Microsoft Excel or Open
Oce Calc and then easily load it into DBE without any modication.
3.1.3. Load Data Not Obtained From DBE Into Database
In the case you would like to load your own email addresses stored in dierent CSV le
format than what DBE is expecting, see expected CSV le format B, use this option
40
41. 3. Address Book Management
Figure 3.3.: Loading CSV Email Address Data
Figure 3.4.: Loading CSV Emaill Address Data Finished
41
42. 3. Address Book Management
Figure 3.5.: Quoted CSV Data Values
42
43. 3. Address Book Management
Figure 3.6.: Not Quoted CSV Data Values
43
44. 3. Address Book Management
Figure 3.7.: Select CSV File to Convert into DBE Format
to load your data. Click on Load Data Not Obtained From DBE Into Database
button 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. Click
on Browse button, the open CSV le dialog will appear see Figure 3.8. Select the
your CSV File you would like to convert. Click Open button, then click Next in the
wizard.
Type your CSV le column separator character and click Next button. See Figure
3.9.
The CSV data will start loading. Figure 3.10.
After CSV data are loaded into DBE CSV Converter, you can see a preview of your
CSV File data separated by columns based on your specied CSV column separator
character. You can repeat the step of providing correct separator character in the case
you do not see data separated correctly into multiple columns. Similarly as you can
see on Figure 3.11.
Now click on C1 - Cn columns in the data preview and select and assign correct
column names into the CSV le data columns you see in preview. See example on
Figure 3.12 . At least EMAIL_ADDRESS column needs to be assigned to be able to
continue. 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. 3. Address Book Management
Figure 3.8.: Browse for CSV File to Convert
Figure 3.9.: Select CSV File Data Column Separator Character
45
46. 3. Address Book Management
Figure 3.10.: CSV Converter is Loading Data from CSV File
Figure 3.11.: Assign DBE Column Names into Your CSV File Columns
46
47. 3. Address Book Management
Figure 3.12.: DBE Columns Assigned into CSV File Columns
Figure 3.13.: Select Output Folder where Converted CSV File will be Exported
47
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 Database
3.16.
Click yes and type File Tag to be able to identify loaded CSV le in the DBE from
the queries. Figure 3.17. Then click OK and then DBE will start to load your data
into DBE. Figure 3.18.
When data are loaded into DBE you should see Figure 3.19.
3.1.4. Frequent Questions
Question: What happens if I upload a record that is already in the database? Will
the database keep the old or replace it with the new?
Answer: It depends on Load Mode you select. The system uses the email address
as the unique identier. If you select Replace mode, if you upload an entry it will
overwrite an existing entry that contains the same email address, even if all other
elds are dierent. The new record is presumed by DBE to be more up-to-date and
correct. If you select Ignore mode, the entry with the same email address in DBE
database will not be overwritten.
49
50. 3. Address Book Management
Figure 3.18.: Loading Converted CSV Data
Figure 3.19.: Loading Converted CSV Data Finished
50
51. 3. Address Book Management
Figure 3.20.: Exporting Data
3.2. Export Data
DBE 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 the
destination le.
In the File name: input, type the name of the export le you want to create. Once
done, click on Save to continue. The progress of your export will be displayed Figure
3.21.
Once done the following message will be displayed Figure 3.22.
3.2.1. Export Data Bad Addresses Only
The export data bad addresses only option will export address information from your
database 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 the
bad addresses to Figure 3.23.
Fill in a new le name in the File name: input box and pick Save. A progress
window will be displayed Figure 3.24.
51
52. 3. Address Book Management
Figure 3.21.: Exporting Data Progress
Figure 3.22.: Export Finished
52
53. 3. Address Book Management
Figure 3.23.: Exporting Data - Bad Address Only
Figure 3.24.: Exporting Data Progress
53
54. 3. Address Book Management
Figure 3.25.: Export Finished
Once export of bad data is completed, the following pop up will be displayed Figure
3.25.
3.3. Suppression File - Upload File Will Not Be Emailed
This functionality allows to unsubscribe email addresses provided in simple le. Each
email address in a le needs to be on separate line. Click on Suppression File Upload
File Will Not Be Emailed button then select your suppression le. Figure 3.26. Click
Open button. Progress dialog will be displayed. And all email addresses provided in
a 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
Emailed
This functionality allows to unsubscribe email addresses for the specied domains
provided in simple le. Each domain name in a le needs to be on separate line. Click
on Domain Suppression File Upload File Will Not Be Emailed button then select
your suppression le. Click Open button. Progress dialog will be displayed. And all
email addresses for all specied domains provided in a le will be unsubscribed - the
records in DBE database will have unsubscribe ag. So you will not email to those
email addresses domains. Eg. specify domain like hotmail.com on the line, then all
hotmail.com email addresses will be suppressed. It is also possibly to specify complete
TDL like .gov, .mil or endings like .something.any.domain.com .
54
56. 3. Address Book Management
Figure 3.28.: Addressbook has been Emptied
3.5. Remove Existing Database Entries
The 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 dialog
Figure 3.28.
Press the OK button to return to the Address Book Management screen.
3.6. Adding New Information Append to Database
This set of features is a great way to add value to your databases.
Let's start with the example of ethnicity. In most cases, your database of purchased
addresses will include a last name but not the ethnicity of the individual. When you
click on Append Ethnicity, DBE rapidly checks every last name against a table of
ethnic family names and in roughly half of typical cases, nds a likely match. A
column (eld) is added to the database, named Ethnicity, and lled with whatever
ethnic match seemed most likely.
Where no match seemed likely to be accurate, the eld is left empty. This kind of
look up system will yield some mistakes, but it is surprisingly accurate. Among the
ethnicities 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 column
Ethnicity. 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 query
response 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 the
large Data Appending block in the Address Book screen. It explains, for example,
56
57. 3. Address Book Management
that Radius causes DBE to look up the latitude and longitude based on zip code; then
you can query on records with a location within or outside a particular distance from
that zip code.
3.6.1. County Appender
The 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 can
query by County.
3.6.2. Gender Appender
DBE matches the rst name in the data record with over 12,000 female names and
10,000 male names to append gender status to the record.
3.6.3. Income Appender
The zip code in the data record is matched against the US Census Bureau Income per
zip code rankings in the software for all USA zip codes, so you can query by income
parameters.
3.6.4. Own/Rent Appender
The postal record in the data is analyzed to determine if the dwelling is a home or an
apartment so as to query by either of these dwelling statuses.
3.6.5. Ethnicity Appender
DBE analyzes and matches the last name of the data record against tens of thousands
of common surnames of many dierent ethnic groups to query by ethnicity.
3.6.6. Domain Name Appender
Domain name appender is useful to generate domain name data into domain_name
column for data loaded into database. So your own data, data that is not issued by
us can be appended and domain name analyzed to stay below threshold limitations.
See 4.15.
3.7. Data Cleaning Refresh Service
Data cleaning refresh service allows to update database data with fresh bounce ags
collected in Emailer server. This helps to avoid to send email messages to already
not existed or bad email addresses or recipients. Which helps to avoid to get SMTP
accounts suspended. And helps to achieve better message sent/delivered ratio. First
you need to congure username and password for data cleaning refresh service. Then
57
59. 3. Address Book Management
Figure 3.30.: Data Cleaning Refresh Service
you can see how many bounce updates are ready from the top of the Address Book
page.
3.7.1. Conguration
To be able to use data cleaning refresh service you need specify your username and
password. See Figure 3.31.
3.7.2. Loading Fresh Bounces Data
To be able to load fresh bounces data into Emailer, you need rst congure your
username and password. See 3.7.1. If you wish to load the fresh bounces data into
59
60. 3. Address Book Management
Figure 3.31.: Data Cleaning Refresh Service Conguration
Figure 3.32.: Loading Fresh Bounces Data
Emailer, just click the (N) bounce updates are ready... button. See Figure 3.30.
Then fresh bounces data les will be loaded. See Figure 3.32.
3.7.3. Update Mailing Lists or whole Database with Fresh Bounces
Data Flags
When fresh bounces data are loaded, then you are ready to update your mailing lists
or whole database with the fresh bounces data ags. To be able to do it, go to Lists
page, select mailing list for which you would like to update bounce ags. Then click
on Update Bounces from Server button in the right bottom of Lists page. See Figure
3.33. 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 way
you can avoid to get a lot of bounce email messages back to email account(s) and
limit risk of possible SMTP account suspension from email account provider.
60
61. 3. Address Book Management
Figure 3.33.: Update Mailing Lists with Fresh Bounces Data Flags
61
62. 3. Address Book Management
Figure 3.34.: Options
3.8. Options for Data Conguration and Proxy Services
3.8.1. Data and Congurations
In the Data and Conguration Options, it is possible to switch between Shared Data
and Congurations Among All Windows Users (default) and User's Own Data and
Congurations. See Figure 3.34.
Based on this the base path location of the database le and conguration les
changes. For Shared Among Windows Users option it is the default location which was
originally used with previous version of Emailer Software (under Win XP): c:Documents
and SettingsAll UsersApplication DataDatabase Emailer and for User's Own database
le and conguration les base location: c:Documents and SettingsCurrent UserApplication
DataDatabase Emailer .
In newer Windows Vista and Windows 7, the location path of the les is: c:ProgramDataDatabase
Emailer for Shared Among Windows Users c:UsersCurrent UserAppDataRoamingDatabase
Emailer for User's Own.
The operating system environment variables for the All Users and User paths
is 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 are
the same as in older Win XP for All Users and User paths.
So eg. if you go to c:Documents and SettingsAll UsersApplication DataDatabase
Emailer you will end in c:ProgramDataDatabase Emailer (in Win 7/Win Vista).
If you go to c:Documents and SettingsCurrent UserApplication DataDatabase
Emailer 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 newer
OSs.
Why and when would you use the NON default option:
If you had multiple employees/customers/remote oces each with their own User
login name and password on a remote server and each of the users would need to use
their own SMTP and POP3 accounts and their own email recipients and EmailLand-
ingPage.com (ELP) tracking also.
62
63. 3. Address Book Management
Figure 3.35.: Proxies
3.8.2. Proxies
Recent emailer allows to use Socks 4/5 and Http proxies for sending of emails. This
could 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 conguration
Dialog will appear. Specify Proxy Host, Proxy Port, Socks version 4 or 5 for Socks
Proxy or 6 for Http proxy. If your Proxy requires Username and Password, specify
Username and Password there otherwise leave it empty. You can test your Proxy
conguration with Test button.
To Edit Proxy conguration, select Proxy conguration in the left list and click
Edit button.
To Delete Proxy conguration, select Proxy conguration in the left list and click
Delete button.
To Acivate/Deactivate Proxy conguration click on check mark on the left of the
Proxy 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 columns
header in the rst line of the le and then on next lines data in columns separated by
comma. Host should be IP. PortNumber should be port number, ProxyTypeNumber
should be either 4 for socks 4, 5 for socks 5 and 6 for HTTP proxy type. If your proxy
needs username and password, specify username and password there otherwise leave
it 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 loading
into emailer.
63
64. 4. Mailing List Management
Why would you want to dene a new mailing List? To ascertain how many probable
Irish or Indian individuals you have in the database, and group them for analysis or
to send them Irish-centric marketing campaigns. Or to segregate recipients by age
group, or county, or get a view of every record where the zip code starts with 10024
and ends with 10026 (say, to mail to people on Manhattan's 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 4.1.
4.1. 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 person's 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. 4. Mailing List Management
Figure 4.1.: Mailing List Management
65
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 with
state 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. 4. Mailing List Management
Figure 4.3.: Query Email Landing Page Data
4.1.1. Query Email Landing Page Data
There is possible to query Email Landing Page data in the Lists page. User can query
all ELP data by EmailLandingPage_id to query, all interested email addresses, to
query just all who opened email message (all who was able to see attached ELP image
in the message) with ELP_ID_Opened, all who clicked the ELP url in the message
with 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 ELP
ID with equals and specifying ELP ID or ELP ID range with between and ELP
ID from and ELP ID to. See Figure 4.3.
4.2. Modify Existing Mailing List
In 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. 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. 4. Mailing List Management
Figure 4.5.: Preview of Content of a Mailing List
4.3. Preview a Mailing List
In order to make sure that your mailing list will have members once your lters are
dened 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 either
of them. Which means record U is unsubsribed member, record B is bounced member
of the mailing list. You query the Unsubscribes and Opt-outs by using the drop down
on 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. 4. Mailing List Management
Figure 4.6.: Data Preview Controls
Data preview is divided into the page system, which allows to preview subset amount
of 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 Page
DBE has default value of amount of rows to preview per page, which is 500 rows per
page. You can change this value if you wish by changing Records per page value.
See Figure 4.6.
4.3.2. Hide Bounces and Opt-Outs from the Mailing List
If you wish to then Hide bounces or opt-outs there is a button on the lists page that
allows you to hide the bounces and opt-outs B and U from showing up. If you
wish to see bounces and opt-outs, click Show/Hide Bounces and Opt-Outs button
the way it shows Show Bounces and Opt-Outs. If you wish to hide bounces and
opt-outs, click Show/Hide Bounces and Opt-Outs button the way it shows Hide
Bounces and Opt-Outs.
4.3.3. Auto Fetch Records
Sometimes 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 the
query for preview of data starts to take time you are not comfortable with. In this
case you can disable auto fetching of records for data preview by unmarking Auto
Fetch Records checkbox. See Figure 4.6.
4.3.4. Count Records
Other option how to speed up fetching of records from DBE database for preview is
to disable count of records for the query. Counting amount of records which match
lter some dicult criteria over whole database could take time. That is why if you
are interested only in preview of data matching the lter without counting, you can
disable count of records by unmarking Count Records checkbox. See Figure 4.6.
4.4. Deletion of Mailing List
In order to delete a mailing list do the following:
70
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 Denition
In 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 File
In 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 DBE's 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 on
Figure 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 your
mailing lists along other lines.
For example, ethnicity can be a useful breakout. Load your CSV le into DBE under
Address Book, using Append Ethnicity. Of course the data must contain last names to
3
When possible, it's 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. 4. Mailing List Management
Figure 4.7.: Clear a Mailing List Denition
72
73. 4. Mailing List Management
Figure 4.8.: Export Mailing List Dialog
enable 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 it's so rapid that you may not realize the operation has
taken place create les with such names as database_export_ETHNICITY_Italian
and so on. You will not see these les if you open Excel because they are CSV and not
Excel's native format; remember you must tell Excel to look for all le types, Load
Excel, choose File, then Open, then at the bottom in File type click to select All File
types. Note: there is no need to break up a large le by sorting it, then copying out
sections. DBE can do this for you almost instantly.
4.7. Select a Mailing List as Part of a Job
In 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 DBE
If you wish to manually add a new record into the DBE, you can click on Add
a Record button. New Record dialog will be displayed. See Figure 4.10. You
need at least to ll EMAIL_ADDRESS eld and if you wish you can ll other elds
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74. 4. Mailing List Management
Figure 4.9.: Example of some Exported File names from Mailing List Export
also. Like CONTACT, FIRST_NAME, LAST_NAME, ADDRESS, CITY, STATE,
COUNTRY, ZIP, etc...
4.9. Modify Existing DBE Record
If you need you can modify existing records in DBE manually. You need to double
click 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 Figure
4.11.
4.10. Unsubscribe Records
You can either unsubscribe records manually with mouse or you can make a query
and then click OptOut button to unsubscribe all recipient from the query.
4.10.1. Manually Unsubscribe Records with Mouse
To manually unsubscribe record. Simply click into the data preview on the left side
of where the recipient email address is. And if you have selected Show Bounces and
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75. 4. Mailing List Management
Figure 4.10.: Add a New Record Dialog
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76. 4. Mailing List Management
Figure 4.11.: Modify Existing DBE Record Dialog
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77. 4. Mailing List Management
Figure 4.12.: Opt-Out Conrmation Dialog
Opt-Outs, you should see U on the left side of the record. Otherwise if you are in
the Hide Bounces and Opt-Outs mode the clicked record will simply disappear.
4.10.2. Unsubscribe Records with a Filter Query
First you need to construct a query. Click New button to create new mailing list
query. Then construct the query similarly like you construct normal mailing list
query see 4.1. Then click on OptOut button. The Opt-Out conrmation dialog
will appear. See Figure 4.12. If you are sure that you wish to unsubscribe multiple
recipients 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 be
careful here with the query construction and conrmation.
4.11. Verify Email Addresses
To avoid receiving bounces, it is wise to verify email addresses. In DBE there are two
types of verication. First is syntax only email addresses verication. The second is
more extended, it is syntax email addresses verication with DNS and SMTP servers
type of response email address verication. See Figures 4.13 and 4.14. DBE allows
to verify email addresses for the selected query. Detected wrong email addresses are
marked with ag Bounce in DBE database. The way that this email addresses will
not be used for sending.
4.11.1. Syntax Only Verication
Syntax email address verication veries if email address is syntactically correct. This
means 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, the
length of email address text, etc. See Figure 4.13.
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79. 4. Mailing List Management
Figure 4.14.: Syntax Verication with SMTP Response Verication Dialog
4.11.2. Syntax Verication with SMTP Response Verication
This type of email address verication uses syntax verication rst. If the email
address is syntactically valid, then DNS records and SMTP servers are tried to detect
for 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 email
address. 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 DBE
database. See Figure 4.14. With this type of verication there is possibility to specify
Socks 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 way
you can make contacting of SMTP servers more anonymous.
4.12. Modify File Tag
Sometimes 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 to
change le_tag. Then click on Modify le tag button. Mofy le tag dialog will
appear. Type new le_tag there and click OK. If you have processor dicult type
of queries in the marked lists and big database with millions of records, in this case
sometimes you need to be patient. So wait until it nishes. See Figure 4.15.
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80. 4. Mailing List Management
Figure 4.15.: Modify File Tag Dialog
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81. 4. Mailing List Management
4.13. Permanent Records Deletion from Database for the
Mailing List
If you wish to permanently delete records from database, then you can use Delete
Records button in the Lists page. First select mailing list or create a new query to
specify which records you would like to delete. Then click the button. See Figure
4.16. Then you will need to conrm records deletion, since it is permanent, to be sure
you would like to do it. See Figure 4.17.
4.14. Generate Domain Name Report
It is possible to generate domain name reports for the query in the Lists page for
email addresses. It could be very usable so you can get an ordered amount of emails
for the domains ordered with the highest quantity of emails for the domain in the
selected query. First select list for which you would like to generate domain name
report. Then ensure that domain_name is not missing for the data records there. If
the data are missing for the domain_name column, go to Address Book page and click
Domain 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 Report
button. Domain Name Report Dialog shoud appear. It is possible to specify the
amount of the maximum domains to generate report for the ordered list. Then click
Generate button to generate the report. See Figure 4.18.
4.15. Sending Speed Limit
For the mailing list query this is possible to specify sending speed limit. This could
be useful in the cases if we would like to send messages with maximum hourly sending
speed 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 the
queries the way to specify hourly messages sending speed limit for this type of email
addresses/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, see
Figures 4.19 and 4.20. This was useful for older version of emailer. With the output
from Domain Name Report in the recent emailer and domain_name database column
it is preferred way to do this type queries rather over domain_name instead. Since
this 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 fast
queries for include and exclude of domains instead of using EMAIL_ADDRESSES
which is slower.
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82. 4. Mailing List Management
Figure 4.16.: Permanent Records Deletion from Database for the Mailing List
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83. 4. Mailing List Management
Figure 4.17.: Records Deletion Conrmation
Figure 4.18.: Domain Name Report
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84. 4. Mailing List Management
Figure 4.19.: All email addresses excluding hotmail.com, aol.com, gmail.com, ya-
hoo.com domains
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85. 4. Mailing List Management
Figure 4.20.: All email addresses with hotmail.com, aol.com, gmail.com, yahoo.com
domains and 200 hourly messages sending speed limit
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86. 4. Mailing List Management
Figure 4.21.: Exclude Domains in the Query
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87. 4. Mailing List Management
Figure 4.22.: Include Domains in the Query
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88. 5. Email Message Management
The email message template management screen is where you dene, create templates
form messages that will be sent to the people on your mailing lists. To get to these
functions, 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 Message
Before we get started, there are a few concepts to cover briey. First, this is not
just any message that you're about to create. It's a message that will have unique
features designed to increase deliverability. One of those features is multiple From
Addresses. Let's 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 the
From Address eld. By rotating, going round-robin through your From Addresses,
DBE makes it less likely that your mail trigger barracuda alarms. Note: Each From
Address on your marketing message must also appear correctly in your Accounts
POP3 inbound list. If you employ a From Address in your marketing message that
does 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 will
also round-robin through these subject lines as it sends out your mailing. The Reply
To address is where your bounces and unsubscribes will be sent by DBE. If you do
not enter a Reply To address, then responses will be sent to the From Address that
you enter on this Messages page. There is also possible to have rotated multiple From
Names. 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 unsubscribes
will be distributed in round-robin fashion, across those multiple From addresses.
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89. 5. Email Message Management
5.1.1. DBE Has a WYSIWYG Editor
Always maximize the size of the Message screen to get a view of all the commands and
features in DBE. In particular, the formatting icons on the Message Editor bar will be
1
useful . You'll see that the Messages box goes wider and now you can see the Message
Editor bar and all its command icons. DBE oers several useful WYSIWYG editorial
and formatting features, allowing you to work visually while it creates your marketing
message in HTML code. However, DBE's main purpose is not to be an HTML editor
and design tool. If you have more sophisticated design requirements, such as handling
and changing tables, or you want entire background of your campaign email to be
chartreuse, you are advised to create your message in a document or HTML editor
that you are comfortable with, then import it to DBE.
The message management screen has the following layout as it is on Figure 5.1.
Note: To make the round-robin really work for you, and give you maximum pro-
tection, have an odd number of From Addresses. Have a dierent odd number of
Subjects. For example, if you have seven From Addresses, and nine subject lines, the
message will repeat only every 63 outgoing emails. And to add greater variety to the
message that will reduce its chances of being caught as spam, remember that DBE is
going round-robin through your outbound accounts. If you have 11 outbound SMTP
accounts, the message would only show the identical subject, From, and SMTP server
every 693 emails.
5.1.2. Create a New Marketing Message
To create a new marketing message:
• Click the New button.
• Enter message Description. It is title under which you will nd you message
easily in DBE.
• Enter a From Name.
• Enter a From Address.
• Enter a Rely To address; this should be where your bounces will go.
• Then enter a subject. If you would like to have some personalization have it start
eg. with $FIRST_NAME so you can see how personalization of a marketing
message. Other database elds column names from message list screen are also
supported here, see list of all supported data elds B.1. Mailing List screen
Figure 4.1 and Mailing List Management 4.
1
If you didn't understand the above instruction, click on the white square next to the red box with
X.
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