Item 1 - About This Manual - Buttons and Dialog Box Items While reading this manual, words in square brackets [ ] will be in reference to [Buttons and Dialog Box Items].-Back to the Top- Item 2 - Getting Started - Installing 32bit Email Broadcaster Download the newest version of 32bit Email Broadcaster from www.ElectraSoft.com/32besx.exe . Run this file when done downloading. During installation, it will ask you for your registration name and email address, enter the name and email address you want 32bit Email Broadcaster to be registered to. This is the name and email address that you will be known to us at ElectraSoft as. When asked for your [From] or [Sender's] name and email address, enter your return name and email address for the people you send messages to. You can change any of these items later if you wish. It will also ask you for a registration code. Don't worry if you do not have it yet, you can get it later.-Back to the Top- The Main Window Item 3 - Filling in the Blanks - Your Send Email From Email Name This field is where you put the name you want your recipients to see as who the message is from. This field can also be changed under [Options], [Configure], [Your Send Email From Email Name]. When changing this field with the main window, you must exit and start 32bit Email Broadcaster again to make the changes. - Your Send Email From Email Address This field is where you put the email address you want your recipients to see as who the message is from. This field can also be changed under [Options], [Configure], [Your Send Email From Email Address]. When changing this field with the main window, you must exit and start 32bit Email Broadcaster again to make the changes. - Email Server (SMTP server): This field is where you put the email server you will use to send your email messages (ie: smtp-server, smtp.server.net). Here is the smtp-server format: (smtp).(Your Internet Provider's Name).(com or net). If you do not know your smtp address, look in your email program under [Configure], or [Options]. If you still can not figure out what your SMTP is, call your Internet Provider. They will be happy to help you:-) Your SMTP (Simple Mail Transfer Protocol) is the email server you will use to send your email messages. - Email Subject: This field is where you put the subject that will appear on each message that will be sent this session.-Back to the Top- Item 4 - Files Needed - Email Message File (Text File) The Email Message File is where you will specify where the file is, containing the text of the message that you want to send. To select a file, click on [Browse], located to the right of the field box, and browses to and select the message file you have already created. You can also select the Email Message File by clicking on the menu item: [File], then [Email Message File]. You can create a file or edit the file by clicking on the [View/Edit] button just to the left of the [Browse] button. - Email Attachment File Here, you can specify a file to be attached to the Email message you are sending. To attach a file, click the [Attach] check box next to the [Email Attachment Field] then click on the the [Browse] button to select the file to send. If the check box is unchecked, no attachment will be sent. - Email Addresses File (List of Email Addresses in a Text File) The Email Addresses File is where you will specify where the file is, containing the list of the email addresses you wish to send to. To select a file, click on [Browse], located to the right of the field box, and browse to and select the email addresses file you have already created or obtained. You can also select the email addresses file by clicking on the menu item: [File], then [Email Addresses File]. You can create a file or edit the file by clicking on the [View/Edit] button just ot he left of the [Browse] button.-Back to the Top- Item 5 - For Your Information - Status Monitors Lets you know the status of the email as it is being sent outs. It lets you know how many email addresses have been read to be sent, how many email addresses were accepted, correct syntax or not (valid email addresses), and how many email addresses were rejected by the SMTP server. It also displays many other useful bits of information, including [Sending Email To], [Timeout Countdown], [Session Log of Events], etc. - Sending To During the sending of an email list, this field will display the email address that is currently being sent the message. Just below this field is the Session Log of events. This has information about what exactly is being sent and at what time. - Session Log of Events The very bottom and largest box in the main window is the Session Log of Events. This box tells you the date, time, and the status and minor details about all the email being sent.-Back to the Top- Item 6 - [Buttons] - [Send Email] Click this button to send the batch of emails you have prepared. Sending HTML formatted messages o Use your favorite HTML editor such as Front Page, Netscape Editor, Hot Dog Pro, etc to create your message. o Save the file you just made as an html or htm file. o Select this file as the Email Message File within 32bit Email Broadcaster. o If you are having problems sending this, you may want to open the hmtl or htm file in a text editor and remove any tags above the <HTML> tag. Example: To try a test; use a text editor to create a file called example.htm and copy/paste the following example into it (Without the Start Example note and End Example note of course). === Start example.htm === <HTML> <BODY bgcolor="#C0C0C0" text="#000000" link="#0000EE" vlink="#551A8B" alink="#FF0000"> <FONT SIZE="6" COLOR=""><B>32bit Email Broadcaster HTML test</B> </FONT><BR> <FONT SIZE="6" COLOR="">Large text</FONT><BR> <FONT SIZE="6" COLOR=""><B>Large Bold text</B></FONT><BR> Normal text<BR> <B>Bold text</B><BR> Link to <a HREF="http://www.ElectraSoft.com/">www.ElectraSoft.com</a> </BODY> </HTML> === End example.htm === === Start what it will look like === 32bit Email Broadcaster html test
Large text
Large Bold text
Normal text
Bold text
Link to www.ElectraSoft.com === End what it will look like === - [Pause] Click this button to pause the batch send. You can continue later. - [Continue] Click this button to un-pause the batch send you have previously paused. - [Abort Send] Click this button to stop sending the batch of emails. - [Exit] Click this button to exit 32bit Email Broadcaster.-Back to the Top- Item 7 - Menu Items - [File] [File], [Select Email Message] Select this to browse to and select the message file you have already created. The message file should contain the text of the message that you want to send. You can also select the Email Message File by clicking the [Browse] button to the right of the [Email Message File] field, located in the main window. [File], [Select Email Addresses (List of Email Addresses)] Select this to browse to and select the email address list file that you have created or obtain. The file should contain a list of email addresses, one email address on each line. You can also select the Email Addresses File by clicking the [Browse] button to the right of the [Email Addresses File] field, located in the main window. - [Edit] [Edit], [Copy All of Session Log] This will copy all of the contents in the current events Session Log, located at the bottom of the main window, to the clip board. [Edit], [Copy Selected Text in Session Log] This will copy the text that you have highlighted in the events Session Log, located at the bottom of the main window, to the clip board. - [View] [View], [View Session Log File in Editor] This will bring up the entire events Session Log for you to see, using the text editor you have specified in the configure. Notepad is the default text editor. [View], [View Bad Syntax Email Addresses File in Editor] This will bring up the file containing the list of email addresses that failed to be sent because they were not valid email addresses. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. [View], [View Rejected Email Addresses File in Editor] This will bring up the file containing the list of email addresses that were rejected for sending by your outgoing mail server. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. [View], [View Sent Email Addresses File in Editor] This will bring up the file containing the list of email addresses that were successfully sent. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. [View], [View Removed Duplicate Email Addresses File in Editor] This will bring up the file containing the list of email addresses that were removed by the [Remove Duplicate Email Addresses] feature. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. [View], [View Removed Bad Syntax Email Addresses File in Editor] This will bring up the file containing the list of email addresses that were removed by the [Remove Bad Syntax Email Addresses] feature. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. - [Options] [Options], [Configure] This will bring up the Configure box for 32bit Email Broadcaster. - [Tools] [Tools], [Extract Email Addresses From File(s)] This feature will extract any email addresses that are in a given file and store them in a file that can be used by 32bit Email broadcaster. See Item 13 in this help system for more information on this. [Tools], [Remove Selected Email Addresses] This feature will remove the given email address(es) you would like to remove from an email list. See Item 14 in this help system for more information on this. [Tools], [Remove Duplicate and Bad Syntax Email Addresses] This feature will search through the file containing the list of email addresses and remove any email addresses that are duplicated or have Bad Syntax from the list. Selecting this will bring up the [Remove Duplicate and Bad Syntax Email Addresses] dialog box. See Item 15 in this help system for more information on this. - [Help] [Help], [Help] This will bring up the 32bit Email Broadcaster help. [Help], [Readme] This will bring up the 32bit Email Broadcaster readme. [Help], [Manual] This will bring up the 32bit Email Broadcaster manual. [Help], [Tech-Support by Email] This will bring up your default email program with the from and to email addresses already filled in. [Help], [About] This will bring up the 32bit Email Broadcaster about box.-Back to the Top- The Configure Box: To go to the [Configure] box, click on the menu item, [Options], then, [Configure]. Item 8 - Filling in the Blanks - Register Name This field is where you put the name you want to be known to ElectraSoft as. This is the name that 32bit Email Broadcaster will be registered to. - Register Email Address This field is where you put the email address you want to be known to ElectraSoft. This is the email address that ElectraSoft will send you your registration code, product update notices, and other materials deemed necessary. This is not the email address that will appear in the return path of the recipient's email message. - Your Send Email From Email Name This field is where you put the name you want your recipients to see as who the message is from. This field can also be changed through the main window of 32bit Email Broadcaster. When changing this field with the main window, you must exit and start 32bit Email Broadcaster again to make the changes. - Your Send Email From Email Address This field is where you put the email address you want your recipients to see as who the message is from. This field can also be changed through the main window of 32bit Email Broadcaster. When changing this field with the main window, you must exit and start 32bit Email Broadcaster again to make the changes.-Back to the Top- Item 9 - Files Needed - Program to View Files This is where you specify what program will open the text file when you select [View Session Log in Editor]. The item, [View Session Log in Editor] is located in the main window under the menu item, [View]. The default program for this field will be [Notepad]. You can change this by clicking the [Browse] button, located just to the right of the [Program to View Files] field.-Back to the Top- Item 10 - Buttons - Power User You may want to click this button if you think you have a more technical mind set. If you look just above this button, you can see the option on how to handle the Session Log file. Clicking the button [Power User], will select the option, [New Session Log file with new name each session] for you. This makes a new Session Log file for every batch of emails you send out. The Session Log file contains information about how many emails were sent, to who, what date, what time, and other details. - Beginner User You may want to click this button if you don't like to think about technical things. If you look just above this button, you can see the option on how to handle the Session Log file. Clicking the button [Beginner User], will select the option, [One Session Log file, append to it each session] for you. This will cause 32bit Email Broadcaster to use one file for adding the Session Log of events for each session. The Session Log file contains information about how many emails were sent, to who, what date, what time, and other details. - Help Clicking on this button will display the help document. - Cancel Clicking this button will exit the Configure box without changing any of the options. - Apply This will will make the changes you have done take effect and take you back to the main window.-Back to the Top- Item 11 - Session Options - Make sound after each email sent Having this check box selected will cause 32bit Email Broadcaster to make a sound after every email sent. The sound will be the default Windows [OK] sound. You can change this in Windows configure. - Make sound after all emails are sent Having this check box selected will cause 32bit Email Broadcaster to make a sound to notify you whenever a batch send of recipients has been completed. The sound will be the default Windows [Exclamation] sound. You can change this in Windows configure. - Skip email addresses with bad syntax Having this check box selected will cause 32bit Email Broadcaster to filter out email addresses in your email list that do not appear to be valid email addresses. - Delete all Session Log files on exit Having this check box selected will cause 32bit Email Broadcaster to delete any Session Log files in the LogFile folder when you exit the program. Only use this option if you do not want to keep any records of your sends. - Use System Tray Having this check box selected will cause 32bit Email Broadcaster to appear in the System Tray. Once in the tray, you can click the small icon in the tray to minimize or normalize 32bit Email Broadcaster. - Timeout This is the field where you specify how many seconds you want 32bit Email Broadcaster to try to connect to the server. If your specified SMTP server has not responded for the given amount of seconds in this field, 32bit Email Broadcaster will stop trying and let you know the event has failed. The default timeout time is 65 seconds.-Back to the Top- Item 12 - Session Log File Status - No Session Log file This option will couse 32bit Email Broadcaster to not make a Session Log file. The Session Log file contains information about how many emails were sent, to who, what date, what time, and other details. - One log file, append to it each session This option will cause 32bit Email Broadcaster to use one file for adding the Session Log of events for each session. The Session Log file contains information about how many emails were sent, to who, what date, what time, and other details. - New log file with new name each session This option will cause 32bit Email Broadcaster to make a new Session Log file for every batch of emails you send out. The Session Log file contains information about how many emails were sent, to who, what date, what time, and other details.-Back to the Top- [Extract Email Addresses from File(s)] box To go to the [Extract Email Addresses from File(s)] box, click on the menu item, [Tools], then, [Extract Email Addresses from File(s)]. Item 13 - Extract Email Addresses from File(s) - Extract Email Addresses From These Files This is the list of files that you can specify. This list of files will be the files that will be searched through to look for valid email addresses. - Browse Click this button to browse and find a file or files to be added to the file search list. - Put Extracted Email Addresses in This File This is the field where you can tell the program what file you want the found email addresses to be put into. The file will contain one email address per line. Click the [Browse] button next to this field to change the destination file. - Status Monitor This will show you the activity taking place during the email address search procedure as well as give you a summary after the search has been done. - Show All Activity Have this checked to show you all the activity in the Status Monitor as the search is taking place. Uncheck this to display a minimal amount of activity during the search. The search will not take as long if unchecked. - View Extracted Email Addresses File Click this button to view the file with the extracted email addresses after the extraction has taken place. - Extract Email Addresses Click this button to begin the search and extract process. - Help Click this button to diplay the help file. - Abort Click this button to abort the process. The progress will be saved up you click this button. - Close Click this button to close the [Extract Email Addresses from File(s)] dialog box.-Back to the Top- [Remove Selected Email Addresses] box To go to the [Remove Selected Email Addresses] box, click on the menu item, [Tools], then, [Remove Selected Email Addresses]. Item 14 - Remove Selected Email Addresses - Status Monitor This will display the status/progress of the remove process. - Current Email Address This will display the current email address being analyzed. - Last Removed Email Address This will display the last email address that was removed. - Remove Email Addresses by Address or Phrase This is the field where you will enter an email address or phrase to be removed from the default email address file if it exists there. - Remove This Email Address button Type an Email Address in the [Remove Email Addresses by Address or Phrase] field. Click this button to remove this email address from the default email address file. - Remove Email Addresses by Phrase button Type a phrase in the [Remove Email Addresses by Address or Phrase] field. Click this button to remove all email addresses from the default email address file that have this phrase in the email address, the name and/or email address, or all eleven fields. Just above the [Remove Email Addresses by Phrase] button are three radio buttons: [Email Addr], [Name or Email], and [All Fields]. It will be set on [(*)All Fields] by default. Before clicking the [Remove Email Addresses by Phrase] button, be sure to select the appropriate radio button. Radio button description: Email Addr; Find the phrase in the email address only. Name or Email; Find the phrase in the email address or the name. All Fields; Find the phrase in the email address, the name, or any of the eleven fields. See Email Merge for a full description of the eleven fields. - Remove These Email Addresses This is a field where you can specify a file containing a list of email addresses. Every email address found in this file will be removed from the default email address file. This file must have only one 32bit Email Broadcaster compatible email address per line and nothing else. - Browse Click this button to browse to the file that contains the list of email addresses to be removed. This is for the [Remove These Email Addresses] field. - Remove These button Click this button to remove the email addresses from the list. The email addresses are specified in the [Remove These Email Addresses] file field. - Show All Activity Check this check box to have all of the activity shown while removing the email addresses in the email address file. Uncheck this to display a minimal amount of activity during the search. The search will not take as long if unchecked. - Abort Clicking this button will abort the process of removing the specified email address(es). If the process is not finished while this is clicked, the email address file will remain un-modified. - Help Clicking this button will display the help file. - Close Clicking this button will exit the [Remove These Email Address] dialog box and return you to the main program.-Back to the Top- [Remove Duplicate and Bad Syntax Email Addresses] box To go to the [Remove Duplicate and Bad Syntax Email Addresses] box, click on the menu item, [Tools], then, [Remove Duplicate and Bad Syntax Email Addresses]. Item 15 - Remove Duplicate and Bad Syntax Email Addresses - Status Monitor This will display the status/progress of the remove process. - Current Email Address This will display the current email address being analyzed. - Last Removed Email Address This will display the last email address that was removed. - Show All Activity Check this check box to have all of the activity shown while removing the duplicate email addresses in the email address file. Uncheck this check box for more speed while removing the duplicate email addresses. - Abort Clicking this button will abort the process of removing duplicate email addresses. If the process is not finished while this is clicked, the email address file will remain un-modified. - Help Clicking this button will display the help file. - Close Clicking this button will exit the [Remove Duplicate and Bad Syntax Email Addresses] dialog box and return you to the main program.-Back to the Top- - Click a button to View/Edit...Removed Duplicates File This will bring up the file containing the list of Removed Duplicates email addresses. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. - Click a button to View/Edit...Removed Bad Syntax File This will bring up the file containing the list of Removed Bad Syntax email addresses. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. - Click a button to View/Edit...Default Email Address File This will bring up the Default Email Address File. This will come up in the text editor you have specified in the configure. Notepad is the default text editor. - Click a button to Remove...Duplicates Clicking this button will begin the process of removing any duplicate email addresses in the email address file. - Click a button to Remove...Bad Syntax Clicking this button will begin the process of removing any bad syntax email addresses in the email address file. - Click a button to Remove...Duplicates and Bad Syntax Clicking this button will begin the process of removing any duplicate and bad syntax email addresses in the email address file. About Features: Item 16 - Email Merge 32bit Email Broadcaster supports mail merge with up to 10 fields plus the email address. The merge fields can be stored in comma delimited format. You do not need to use comma delimited format if you just want to merge the recipient's name and/or the email address. Here is a sum-up of the rules for the Email Address File: The five supported Email Address methods: Email Address only, method 1: Ename@Domain.com Email Address and Name, method 2: Ename@Domain.com (Name) Name and Email Address, method 3: Name <Ename@Domain.com> Name in double quotes and Email Address, method 4: "Name" <Ename@Domain.com> Email Address and [Merge Fields 1 through 10], method 5: "Ename@Domain.com","Merge Field 1","2","3","4","5","6","7","8","9","10" Method 1 is when you have one email address per line. Method 2 is when you have the email address on the line first and then the recipient's name in parenthesis after the email address. A space is needed in between the two. Method 3 is when you have the recipient's name at the beginning of the line and the the email address, enclosed in triangle brackets, after the name. Method 4 is the same as method 3 except the recipient's name is enclosed in double quotes. Method 5 is the comma delimited method which was mention above. Each field has to be enclosed in double quotes and separated from the neighboring field(s) by a comma. There can be up to 10 merge fields. If you have under 10 fields filled in, you do not need to have blank fields in place of no information. You can use this method 2 different ways: 1st way: Fully comma delimited: "Ename@Domain.com","Merge Field 1","2","3","4","5","6","7","8","9","10" 2nd way: Method 1 - 4 and then the 10 merge fields, ie: "Ename@Domain.com","Merge Field 1","2","3","4","5","6","7","8","9","10" or "Bill <Ename@Domn.com>","Merge 1","2","3","4","5","6","7","8","9","10" or "Ename@Domn.com (Bill K)","Merge 1","2","3","4","5","6","7","8","9","10" Merge field 1 is actually the 2nd field, but the 1st field is reserved for the email address. Merge field 1 and on can be used for whatever information you would like to have. A field in one line should have the same type of information as another comma delimited line does. For example, if on one line, the 1st merge field has the recipients name in it, you would want all other comma delimited lines to have the recipient's name in the 1st merge field. example: "FaxMail@ElectraSoft.com","Bill Krahmer","Tech Support" "eaddress@domain.com","John Doe" All 5 of these email address methods can be used in the same Email Address File. However, if you call a mail merge field in the email message that does not exist in one or more of the lines in the email address file, nothing will be inserted in the email message where the merge was attempted. Rules for using methods 1 through 4: o The Email Address field can be no longer than 128 characters. Rules for using the [Merge Fields 1 through 10], method 5: o Email Address can be no longer than 128 characters. o Merge Fields can be no longer than 128 characters. o The total line can not be longer than 1440 characters. We derive at this number by multiplying 128 characters per field times a total of 11 fields which is 1408, plus 32 characters for the double quotes and commas equals 1440 characters. The following is a list of the email merge fields you can use: (Below this list is an explanation on how to use them) ============+===============+============================================= Merge Code: | Merge Field: | More Information: ============+===============+============================================= [%$%FN] | First Name | ------------+---------------+--------------------------------------------- [%$%FNorEA] | First Name or | use Email Address if no Name is included ------------+---------------+--------------------------------------------- [%$%LN] | Last Name | ------------+---------------+--------------------------------------------- [%$%LNorEA] | Last Name or | use Email Address if no Name is included ------------+---------------+--------------------------------------------- [%$%WN] | Whole Name | ------------+---------------+--------------------------------------------- [%$%WNorEA] | Whole Name or | use Email Address if no Name is included ------------+---------------+--------------------------------------------- [%$%EA] | Email Address | ------------+---------------+--------------------------------------------- [%$%DY] | Day | Current Day, ie: Fri ------------+---------------+--------------------------------------------- [%$%DT] | Date | Current Date, ie: 15 Sep 2000 ------------+---------------+--------------------------------------------- [%$%TM] | Time | Current Time, ie: 12:20:28 ------------+---------------+--------------------------------------------- [%$%TS] | Time Stamp | Time Stamp, ie: Fri, 15 Sep 2000 12:20:28 ------------+---------------+--------------------------------------------- [%$%MF1] | Merge Field 1 | 1 through 10 [%$%MF1], [%$%MF2],...[%$%MF10] ============+===============+============================================= To use merge fields in the Email Message File, you paste in the merge code where you want it to be. For example: If this was an entry in the Email Address File: "FaxMail@ElectraSoft.com","Bill Krahmer","ElectraSoft" and the following is the email message text: Hello [%$%MF1] of [%$%MF2], How are you? It would send this: Hello Bill Krahmer of ElectraSoft, How are you? You can also insert just the first name or just the last name. Look in the above table to view merge codes for various items. The name merge codes will not work in a comma delimited entry. You would use the merge field code [%$%MFx], where x is a number between 1 and 10. See bottom of above table. Also, there are merge codes such as time, date, and email address you can insert. Refer to the above table for the merge codes for these. ========================================================================== How to export your own information to a comma delimited file using MS Access: In MS Access: - Open the database file. - Select the [tables] tab. - Highlight the table that you want to export to our software. Note: Before exporting, be sure that the fields are set up correctly: Make sure that the email address field is the first field. Make sure that there is no more than 11 columns/fields. You will need to convert all field's data types to text if they are not yet defined as text. To do this, look at the table in Design View. Change each field's [Data Type] to text. - Click on [File], [Export...]. - At the bottom, be sure the [Save as Type:] is set to [Text Files(*.txt; *.csv;... etc)]. - Browse to the folder where you have 32bit Email Broadcaster installed. - Click on [Save]. - Check the [Delimited - Characters such as...] check box if it is not checked, then click [Next]. - Where it says, [Choose the delimiter that separates your fields], choose [Comma]. - Uncheck the [Include Field names on first row] if it is checked. - Make sure the [Text Qualifier] is set to ["], and click on [Next]. - Click on Finish. The file has now been exported to a comma delimited file. Now you can use this file as the [Email Address File] in 32bit Email Broadcaster and take advantage of Email Merge if you choose to. If you followed the above directions to the key, then the file you exported should be in the same folder 32bit Email Broadcaster is installed in and should show up when you browse for the [Email Address File] with 32bit Email Broadcaster. If you want to export a data file from a program other than MS Access and you do not know how, please contact the software vender and ask for help on how to set up instructions that will allow you to export your data to a comma delimited file with each field surrounded with double quotes.-Back to the Top-