3. New List Wizard

3.1 List Name and Description
3.2 Email-address, Friendly-name and Charset
3.3 Incoming Messages – POP3/IMAP Settings
3.4 Incoming Messages – Additional Settings
3.5 Outgoing Messages – SMTP Settings
3.6 List Type
3.7 Linked List - External Database
3.8 Linked List – Database Table
3.9 Linked List – Email Address Field
3.10 Linked List – Fields

3.1 List Name and Description

First you have to choose a name for your new list. You can use any name you want, but you should give the list a unique name. The list-name is used in autoresponder messages and as x-mailer (by default). You can place a note in the second field, e.g. to give yourself a closer descriptions of the list. The description does not appear in any message.

3.2 Email-address, Friendly-name and Charset

Email-address:
Please enter the list email-address. The list email-address is the address, which is used to send out messages and to which requests should be sent. If you want to process incoming messages or email requests, please make sure you enter the email address of the email account used for incoming and outgoing messages.

Name:
In the second field you can enter a name, which appears in the outgoing message as sender name.

Charset:
The program chooses the correct charset during the installation, so in most cases you don't need to change anything as long as you are sending messages in the same language (and charset) as your system language (and charset).

What Charset should I use?
See: International Character Sets (charsets) for Email Newsletter Messages

3.3 Incoming Messages – POP3/IMAP Settings

Please enter the account details (POP3/IMAP) for the email-account you specified as list-email address. You can leave the POP3/IMAP server empty, if you don't want to process incoming messages or external clients. You can also edit the POP3/IMAP server later in the "List Settings".

Server Type:
MailList Controller supports POP3 and IMAP accounts. Please select the "Server Type" required for your mailserver.

During a "Synchronize" the program connects to the lists inbox (POP3/IMAP account) and checks for the new messages. This can be a subscribe or remove request, an external client message or a reply from a list member to one of your mailings.

Each list needs an unique email address or POP3/IMAP account – this means you cannot use the same email-address for multiple lists with enabled incoming messages. The software will disable incoming messages for lists using the same email account to make sure, that the messages will not be processed by a second list using the same email address.

3.4 Incoming Messages – Additional Settings

This dialog will not be show if you have not specified a POP3 or IMAP server.

Please notice: Incoming messages are not sent to other list members. Its not a discussion list software – only authorzied users with a valid external client account can send messages to the list from outside.

Keywords - Subscribe and Remove Subject Line Commands

List-type "Regular List":
This list-type can process subscribe and remove requests. Please enter the subject line keywords for subscribe and remove requests.

List-type "Linked List":
Unsubscribers and "Returned" - members are stored inside MailList Controller, the external database will not be changed. MailList Controller opens the external database in read-only mode.

The dialog looks different depending on your selection in 3.3.
POP3:

Non-List Messages (POP3 only!)
Defines what should happen with non-list messages. A non-list message can be e.g. spam, additional questions,
reply to your message or other messages.

• "Remove all messages and forward non-list messages to the foward-address."
  All non-list messages are removed from the mailserver and forwarded to the email-address you specified as "Forward-address". Don't enter the lists email address here, or you would generate a mail-loop! Please make sure, that you use a seperate email account, which is not setup in any other mailclient when using this option. It will remove all messages from the inbox! This option is the first choice if the list should run without user intervention.
  
  

• "Remove all messages from POP account"
  Any non-list message is deleted from the server.
  Warning: This option will delete all messages from the specified POP3 mailaccount!
  
  

• "Leave non-list messages on POP3 account"
  Any non-list message is not deleted from the server. You should check the account from time to time
  with your normal mail-client and check those messages. This is the default option.

The dialog looks different depending on your selection in 3.3.
IMAP:

IMAP Account: The program will process all List Messages in the "Inbox" folder.
Processed Messages will be copied to the folder "MailList Controller" and expunged from the "Inbox".

Please clean your IMAP folders from time to time to free up space on the IMAP account.

3.5 Outgoing Messages – SMTP Settings

Please enter the account details (SMTP) for the email-account you specified as list-email address.

Authentication:
The default authentication method is "SMTP Standard - AUTH". Please use this option if you use the option "My account requires authentication" (non-SSL) in e.g. MS Outlook.  Please use SSL if your server requires a secure connection (Implicit SSL). The program also supports StartTLS (Explicit SSL).
Some older mailserver require "POP before SMTP" authentication, which is also supported.

Please refer to the mail account information provided by your ISP or mailprovider for the correct settings. The program automatically selects the most common port, but its also possible that you have to adjust the port.

Click on "Test SMTP Login" to test the account. The test function also tries to find the correct authentication setting automatically.

Mailserver Pickup Directory:
Please select "Mailserver Pickup Directory" as "Authentication" and select the pickup folder of your mailserver. The default directory is Mailroot\Pickup when using MS IIS SMTP Service. This option can be used if you are running a local mailserver, which has a pickup directory. In this mode, the program does not send using SMTP. It creates a .eml file in the pickup directory for each message, which will be used directly by your mailserver. The mailserver picks up the .eml file and sends it. This option is the fastest way to send out messages if you are running a local mailserver, which has a pickup directory.

3.6 List Type

IMPORTANT: Please note, the list mode cannot be changed afterwards !

"Regular List":
There are 15 customized fields available for personalization. Enter the field name in the edit field and click on "Add" to add a database field. "Up" and "Down" allows you to sort the list. "Remove" deletes the field out of the list. (SUPPORTS SUBSCRIBE AND REMOVE)

"Linked List":
In this mode MailList Controller links to an external data source (e.g. your existing customer database) and retrieves the members from the external database when you send out a message. The external database is opened in read-only mode – it does not write back any data! This means you cannot use the program's subscribe feature - but you can use e.g. a custom webform, which writes the information directly to the external database
.
Click on "Next". If you have selected "Regular List" a final summary is shown. 

All further steps are required for the list-type "Linked List" only.

3.7 Linked List - External Database

Now select the data source for the linked List. The external database can be a MS Access database, a MS Excel worksheet or any ODBC data connection, e.g. SQL server. Check "Edit ODBC Connection String", if you want edit the connection string.

Important: Download and install the "2007 Office System Driver: Data Connectivity Components" for MS Office
2007 filetypes. The ODBC driver can be downloaded from www.microsoft.com.

Microsoft Access and Microsoft Excel
Please make sure, that the mailservice has access to the directory containing the external database. The mail service runs (by default) with the user permissions "local system", of the machine on which it is installed. You can change the user in the "Options" → "Core Settings Run → MailList Controller Core Setup" → "Custom Setup".

ODBC Link to an ODBC-Database
Please make sure, that you use a SYSTEM DSN when using a database via ODBC. The program has (by default) no access to a USER DSN unless you change the permissions for the mailservice.

3.8 Linked List – Database Table

Select the "Source Table":
The wizard shows a list of all available tables within the selected database. After you've selected the table, all associated fields (columns) are shown in the upper window. 

Please note that you can use only one table. If the required data contains fields from more than one table, you
need to create a view first. Views are also shown in the list of tables.

3.9 Linked List – Email Address Field

The wizard shows a list of all available tables within the selected database. After you've selected the table, all associated fields (columns) are shown in the upper window. Please note that you can use only one table. If the required data contains fields from more than one table, you need to create a view first. Views are also shown in the list of tables.

3.10 Linked List – Fields

Now you can select, which fields should be available for personalization. Select the field and click on the button ">". To add all available fields, please click on ">>".At last you see a short summary about your list. Now your list is ready and you can start sending messages.