Reference and Help Manual

Mailing Lists

• Add / Import
• Search / Export
• Manage
• Block list
• Create
• Copy
• Rename
• Delete

Mailing Lists

Email addresses are segmented into mailing lists. Each account can have up to 20 mailing lists. Additional mailing lists can be purchased if your account exceeds the limit.

• Contact details can be associated with each email address. Contact details are stored in an Address Book. Each account has an Address Book.

• Additional data can be associated with each email address (for example, music preferences or past purchases). Additional data is stored in a dataset. Each account can have up to 20 datasets.

• Contact details and additional data can be added when you import the mailing list, or can be imported separately. See the section on Importing Data for more information.

• Details can also be added one by one. See the section on Adding a single entry for more information.

• Contact details can also added by contact, via the subscription form. See the section on Subscription Forms for more information.

• Variable data from the Address Book or a dataset can be inserted into a newsletter by inserting a personalisation (mail merge) tag. Inserting personalisation tags (for example, Dear [first name]) can be done in the Editor. See the section on the Editor for more details.

• All recipients opting out or unsubscribing from a mailing list are added to the block list, which is found on every account.

Adding Email Addresses
Adding email addresses to a mailing list

There are three different ways you can add addresses to a mailing list.

1) Typing or copying and pasting from another program or a clipboard.
2) Importing a file of addresses from your computer.
3) Importing a file with email addresses and additional contact data. The additional contact data will be imported into your Address Book at the same time that the email addresses are imported into your mailing list. The Wobble mail application accepts the following file formats: .txt,.csv, .xls and .xlsx.

Adding email addresses by typing or copy/paste

If you have selected to type or copy and paste email addresses, you will see a window where you can either type in individual email addresses or paste email addresses you have copied from another application. When you have finished typing all of the addresses or pasted them all in the window, click ‘add’.

If ‘Preview enabled’ is ticked, you will be able to see the email addresses in the list and you can scroll down to ensure the ones that you have just added are there. If you want to edit one of the addresses, highlight it and click ‘edit’. If you want to delete one of the addresses, highlight it and click ‘delete’.

Adding email addresses by importing from a file

If the email addresses you want to add are in a file, you can import that file directly into The Wobble mail application to avoid having to copy/paste it. Importing is easy – just browse to your PC to select the file you wish to import and click ‘import’. Before importing, you have to certify that the email addresses you are uploading have been obtained in a way that complies with our Anti-spam and Privacy policies. Remember, The Wobble mail application supports the following file formats: .txt, .csv, .xls and .xlsx When you click ‘import’, your file is put into an import queue to be processed. You will be informed immediately of your place in the queue. Please be patient, as the time it takes to import depends on the number of files in the queue and the size of those files. It may take up to two hours to process all of the uploads in the queue. The maximum size for file upload is 500 kilobytes (kB). If your file is larger than this, you will need to divide it into several smaller files. While you are waiting for your file to be imported, you can work on your newsletter while the import process continues in the background. At any time, you can come back to the ‘Add addresses’ menu and click on the ‘import view details’ button in the upper right-hand corner of the page. Clicking on this button will take you to a page that shows you the status of your import. During the import process, The Wobble mail application will remove any duplicate email addresses from
Your list, as well as blatantly incorrect email addresses (addresses that do not contain a @, for instance.)

If ‘Preview enabled’ is ticked, you will be able to see the email addresses in the list and scroll down to ensure that the ones you have just added are present. If you want to edit one of the addresses, highlight it and click ‘edit’. If you want to delete one of the addresses, highlight it and click ‘delete’.

Adding addresses and contact details by importing from a file

You can add addresses and contact details to your Address Book at the same time, provided the file type is .csv, .xls or .xlsx. Your Address Book must be properly configured so that it has the entries created for the type of data you are going to import. If you are going to import zip codes, for instance, you must have configured your Address Book to contain a ‘zip code’ category. The file you are going to import needs to have each email address followed by the additional information you wish to import, for instance, in an Excel file the row should contain: email address, then telephone number and first name. To import the file, browse to the file on your PC, make sure you have selected the mailing list and mobile list you want to import the email addresses and telephone numbers to, and click ‘continue’.

The Wobble mail application will check the file you have imported and return with a screen that asks you to confirm the data columns. Select the correct data type from the drop-down list above the previewed examples and then tick the check box next to it. When you have assigned the data to the correct columns, click ‘continue’. The Wobble mail application will return the data column names and a couple of records that will be stored in that column. If the data records correspond with the correct column headings, click ‘finish’ once you have clicked ‘finish’, a window will appear, displaying the import progress. You will be notified when your data has imported successfully.

It is possible to change your Import Settings. To do so, click on the [+] next to ‘Import Settings’. You can do the following:

• Set the column names in your Excel sheet to be in the same order as they are within your dataset. This will allow you to import your dataset quickly, without having to select the columns.
• Set mailing list, mobile list and dataset defaults at import.
• Set import to add and update entries to your Address Book, or to only update entries.
• Set the sheet name of the Excel spread sheet you will import.
• Set the default import method.

To edit an address, click on the specific email address and click on the ‘edit address’ button. The email address will appear and you can edit or change the status code of the email address. Remember to save these changes. To delete an email address, click on the specific email address and click on the delete address button. The email address will be deleted.

Searching for Email Addresses

The Wobble mail application makes it simple to find out which list(s) a particular email address is on. To search a specific mailing list, click on the mailing list name. To select more than one mailing list, click on one mailing list, hold down Ctrl and select the other mailing lists. You can filter your search using the following criteria:
• Email address – this option allows you to search the mailing lists for a specific email address.
• Status code – this option allows you to filter email addresses by status code, e.g. [HBs] – Hard Bounced, [S] Subscribes or [U] – Unsubscribes.
• Specific date ranges – click on the calendar picker to select the ‘from’ and ‘to’ date range

After you click on ‘search’, the results will be displayed in a preview window. A maximum of 1 000 email addresses can be viewed in the preview window. To view larger amounts, you will need to export the search results to an Excel file.

Exporting Mailing Lists or Email Address Queries

You can export all the email addresses in a mailing list, or you can export only the email addresses that are returned by a specific search. The email addresses are exported as a comma separate file (.csv format), so you can open them easily in Excel.

You can choose to export only the email addresses, or to include the date/time stamp and IP address from which the email address was subscribed. If you imported the email address, then the IP address will be your IP address.
You can also save your search to a new mailing list if you want to use it for a future campaign.

Export options are as follows:
• Export to a new mailing list – you must enter the name of the new mailing list. Clicking ‘create’ will create the new mailing list and copy the email addresses returned in your search to it.
• Export all email addresses in the selected mailing lists – this will export all addresses in a list.
o If you want to export the email addresses from more than one list, select additional lists by using Ctrl+click.
o You can export only the email addresses, or the email addresses with the date/time stamp and IP address recorded at the time of subscription.

• Export all email addresses in the above search results – this will only export your search results.
o You can export only the email addresses, or the email addresses together with the date/time stamp and IP address recorded at the time of subscription.

After clicking ‘create export file’, The Wobble mail application will create the .csv file and you will see a ‘download file’ link. Click on that link and you will be prompted to save the file to your PC.

Managing Email Address and Mailing Lists

Email addresses are organized in mailing lists. In the previous section, we explained how you could add email addresses to a mailing list. In this section, we’ll explain how you can remove an email address from a mailing list and how you can copy or move an email address to a new list. It is important to mention that someone can add themselves to one of your mailing lists by subscribing to it via the subscription form located on your website or any web page (see the Subscription Form section for more info). They can also subscribe via the subscribe link in the footer of your newsletters (see the Footer/Header Set-up section for more info). If someone has subscribed to your mailing list using a The Wobble mail application subscription form, we will record the time and date that they subscribed, as well as the IP address. Each email address in a mailing list is assigned a status code that tells you information about the address:

o (OK) – This code is assigned to correct, active email addresses that have been imported into the mailing list.

o (HB) = Hard Bounce – this code is assigned to invalid email addresses. These are email addresses from unknown users or domains. When The Wobble mail application sends to a mailing list, it DOES NOT send to emails marked as HB.
o (S) = Subscription – this code is assigned to all email addresses that subscribed to your mailing using your subscription form. The Wobble mail application records the date, time and IP address of the subscribing email address.

o (U) = Unsubscribed – this code is assigned to all email addresses that have unsubscribed from your mailing list. When The Wobble mail application sends to a mailing list, it DOES NOT send to emails marked as U.
o (SP) = Subscription Pending – this code is only relevant if you are using a double opt-in subscription process. It is temporarily assigned to someone who subscribes and has been sent the ‘confirm your subscription’ email. When they click on the link in that email and confirm their subscription, their status will change to S2.

o (S2) = Double Opt-in Subscription – if someone has completed the double opt-in process, they will be marked as S2. On the ‘Manage Mailing List’ page, you will see two windows. You can use this page to preview different mailing lists and to move or copy emails between the two lists.

Navigation within a mailing list
Addresses in a mailing list are always displayed in alphabetical order. If a mailing list has more than 1 000 addresses, they are grouped alpha-numerically from A-Z and 0-9. If you want to preview a particular alphanumeric grouping in the list, click on the number or letter.

There is also a search field at the bottom of the column. You can do exact or partial searches to return queries within the selected mailing list. For more powerful searches across multiple lists, use the ‘Search / Export’ menu. Moving, copying and deleting email addresses to copy or move email addresses between lists, you need to select the addresses you want to move. Use Shift+click to select a list of email addresses, or Control+click to select a few individual email addresses. If you are moving or copying email addresses from one list to another, make sure the correct ‘from’ and ‘to’ mailing lists are selected in each column.

Editing an email address
If you want to change an email address or its status, select the email address, click ‘edit’, make the change and then click ‘save’.

Block list

Each account has a unique block list or suppression list. When someone unsubscribes from your newsletter, his or her email address will be added to the block list. No email address on the block list will receive emails from the Wobble mail application, except if you are mailing to a list to which there are still marked as (S) – i.e. subscribed. You cannot remove addresses from the block list. Should you wish to remove an address, you will need to ask the user to subscribe again, or make the request to the Wobble mail application support. If you have a list of ‘do not send’ email addresses, you can also import that to your block list. Supported file types are Excel (xls, xlsx) and delimited text files (csv, txt).

You can export your block list to sync it with your external files.

Creating New Mailing List

Each account can have up to 20 mailing lists. If you need more mailing lists, you can purchase them from the Wobble mail application. When we create your mail application account, we create a default mailing list called ‘My Mailing List’.

To create a new mailing list, simply give it a name and click ‘create’.

If you will always be sending to the same list then do not tick the ‘Display this new mailing list on the subscribe form’; it would give yours subscribers a meaningless ‘choice-of-one’ checkbox.

Copying, Merging and Synchronizing Mailing Lists

The Wobble mail application has sophisticated list management tools that allow you to copy all the addresses from an existing list to a new list, merge addresses from one list with another list, and synchronize email address status across two lists.

Copying a mailing list

To copy an existing list to a new list, select the list you want to copy from the drop-down menu and name your new list. If you only want to copy some of the email addresses, for instance the subscribed emails, select the appropriate email status from the drop-down list. If you would like this copied list to be displayed on your subscription form, tick the box to the left of ‘Display this new mailing list on the subscribe form’. For more information, go to the Subscription Form Set-up section of the manual.

Merge two mailing lists

If you want to copy the email addresses from one list into another existing list, use the ‘merge list’ function.

Select the list you want to copy email addresses from and the list you want to merge them with. If you only want to copy some of the email addresses, for instance the subscribed emails, select the appropriate email status from the drop-down menu.

Synchronizing two mailing lists

If you have two lists with the same email addresses and haven’t used one in a while, you can use this function to ensure that the statuses on the two lists are in sync. This list cleansing functionality allows you to clean a list against a master list. It can also be used to update old lists against your most current lists.

Select the list you want to synchronize. This is the list containing status codes that need to be updated. Then select the master list – the list containing updated status codes. If you only want to synchronize some of the email addresses, for instance the unsubscribed emails, select the appropriate email status from the drop-down menu.

Renaming Mailing Lists

If you want to rename a mailing list, go to the ‘Rename’ sub-menu under ‘Mailing Lists’.

Deleting Mailing Lists

To ensure you do not accidentally delete a mailing list, there is a separate ‘delete’ menu. There are five different types of deletion:

• Delete a mailing list and all the addresses in it.
• Delete just the email addresses in the list, but not the list itself.
• Delete only email addresses with a certain status code from the list.
• Delete email addresses contained in one mailing list, from another mailing list.
• Delete email addresses with a certain status code contained in one list, from another list.