8. Message Creation

8.1 Message Drafts
8.2 Message Editor
8.2.1 Plain-Text Part
8.2.2 Rich-Text (HTML) Part
8.2.3 Import HTML and Text Files
8.2.3.1 HTML Source - "Source Mode"
8.2.4 Personalization
8.2.5 Embedded Images in HTML Messages
8.2.6 File Attachments
8.2.7 External HTML Editor
8.2.8 Send Test Message
8.2.9 Language Support (Using Charsets for International Mailings)
8.2.10 Message Templates

8.1 Message Drafts

Message drafts are saved in the "Message Drafts" section of the management application. Double-click on a message to open the message in the "Message Editor" or click on "New Message" to create a new message. 

The program also includes some templates, which could be used royalty-free with MailList Controller. 
Click on "Message Templates" to open the selection dialog. (See 8.2.10 Message Templates)´

8.2 Message Editor

The message editor can be used to create complex, personalized message in HTML, Plain-Text and Multi-Part format. It also supports File Attachments and Inline Attachments (embedded images).

Menu (1)

• "New Message"
  Creates a new (empty) message
  
  
• "Message Templates"
  Open and import one of the included or a custom Template
  
  
• "Open Message"
  Opens a list of all saved drafts
  
  
• "Save Message"
  Saves the current message with all settings (like List, Subject, Text ...)
  
  
• "Attachment"
  Opens a file dialog, which lets you attach a file to the message
  
  
• "Test Email"
  Use this option to send out a test message to a email address. You can use this option to take a look at the message before you sent out the message to your list members
  
  
• "Send Email"
  Opens the send dialog. Here you can set the date and time when the message should be sent. When you click on "Send", the editor closes.
  
  
• "User Manual"
  Opens this manual
  
  
• "Save & Exit"
  Save the message and close the editor
  
  

Edit Fields (2)

• "List"
  Here you can select the list, the message should be sent to. After you've selected a list, the field "From" changed and also the available fields for personalization
  
  
• "From"
  The "From" line contains the sender of the message. The value defined as "Name" in the list properties (not the List-Name), together with the list email-address is used automatically as sender information
  
  
• "To"
  The "To" line is for the recipients email address and name. You can add additional fields for personalization here.
  
  
• "Subject"
  The "Subject" line contains the message subject. You can add additional fields for personalization here.
  
  
• "Description"
  You can use this field to add a private comment to the message. The description is not sent with the message.
  
  

Personalization (3)
You can insert placeholders in the message to personalize a message. When you send out the message the
placeholders are replaced with a value from the database. This placeholders have the format [...]. You can use
any defined database field from the list here, e.g. [Name], [Address], [EMAIL] ...

• "Fields"
  The dropdown-menu contains all database fields after you have selected the list. This database fields can be used for personalization. Choose the field you want to insert into your message, e.g. [Name]. 
  
  
• "Insert Field in Content"
  Insert the field as placeholder, e.g. (Name) into the text or HTML edit field. The placeholders are replaced by the database value when you sent out the message.
  
  
• "Insert Field in "To""
  Inserts the field in the "To" line. The "To" line contains the recipient information. The placeholders are replaced by the database value when you sent out the message. The "Friendly Name" part of the email address will be shown as To in the recipients mailclient. 
  
  Important: Don't enter any email addresses in the To-line. The email address will be added automatically. This field can be used for personalization only. You can leave it empty if the program should use the email address only (no "Friendly Name")
  
  
• "Insert Field in "Subject""
  Inserts the field in the "Subject" line. The placeholders are replaced by the database value when you sent out the message.
  
  

Sections (4)

• "Plain Text"
  Here you can create and edit the plain-text part of the message.
  
  
• "Text Preview"
  Shows the text message, as it will be sent out. Placeholder are replaced by their database values. You can use this to make sure everything is correct.
  
  
• "Rich Text (HTML)"
  Here you can create and edit the HTML (rich text) part of the message.
  
  
• "HTML Preview"
  Shows the HTML message, as it will be sent out. Placeholder are replaced by their database values. You can use this to make sure everything is correct.
  
  
• "HTML Source"
  Shows the HTML source code. You can change the source code here. Check "Source Mode" here, if you want to disable the "Rich Text (HTML)" WYSIWYG editor. If the WYSIWYG editor is disabled, then the html code will not be reformatted by the editor. This might be useful if you want to import complex html code created with a different html editor. If you have checked the option "Source Mode", then the Rich Text (HTML) section is disabled and you want to edit the html file again, then you can use the function "External Editor" to open the current HTML sourcecode in an external editor.
  
  

• "Attachments"
  This sections contains an overview about all attachments. Also you can find all graphics, which are used and included in your message here.

8.2.1 Plain-Text Part

A plain text message has not the format options like a HTML-message, but the size is very small and every recipient can read the message, even if the recipients mail-client is very old. A plain text message has a text part only. To create a plain text message, leave the HTML part empty. Please
enter plain text in the "Plain Text" section.

"Insert Field in Content" can be used to insert personalized fields into the message. If your message contains personalized fields (e.g. [Name]), you can preview the message in the "Text Preview" section.

Click on the "File Open" icon to import a text file and the "Disk Icon" to save the content to a text file on your local hd. The "New Document" icon will delete the text content.

Language Support (Using Charsets for International Mailings):
See: International Character Sets (charsets) for Email Newsletter Messages

8.2.2 Rich-Text (HTML) Part

Many todays email clients can receive and view HTML/MIME messages.
A rich-text (HTML) message can (basically) look like a normal webpage, including colors, fonts, images and tables.

The section "Rich-Text (HTML)" contains a WYSIWYG HTML editor, the message sourcecode is shown in the "HTML Sourcecode".

"Insert Field in Content" can be used to insert personalized fields into the message. If your message contains personalized fields (e.g. [Name]), you can preview the message in the "HTML Preview" section.

Click on the "File Open" icon to import a HTML file and the "Disk Icon" to save the content to a HTML file on your local hd. The "New Document" icon will delete the HTML content. A HTML message contains a HTML part and an alternate text part. The alternate text part is shown only, if the email client is not capable of viewing HTML messages. Enter the alternate text in the "Plain Text" section. You can use the function "Extract Plain Text from HTML" to auto fill the text part.

Language Support (Using Charsets for International Mailings):
See: International Character Sets (charsets) for Email Newsletter Messages

8.2.3 Import HTML and Text Files

You can import the content from an external file, if you already have designed a html or text message. 
Please use the import function:

• "Import" -> "Text File"
• "Import" -> "HTML File"

The import function auto-imports images on your local disk and adds them as inline attachments.
Please don't paste HTML sourcecode directly if the program should import and attach the image files to the
message (as inline attachment) - use the import function instead.

It imports:

• Images e.g. <img src="image on your local hd" ...>
• Body-Backgrounds e.g. <body background="image on your local hd" ...>
• Table-Backgrounds e.g. <table background="image on your local hd" ...>
• Cell-Backgrounds e.g.<td background="image on your local hd" ...>
• URL()  e.g. <style="BACKGROUND: url('c:\images\image1.png') ... ">

Please note, that some mailclients will not support table and cell background-images at all.
Its recommended to use pure html without any active content, no CSS, no DHTML, no Layers, no Java, ...

8.2.3.1 HTML Source - "Source Mode"

Check "Source Mode" in the "HTML Source" section , if you want to disable the "Rich Text (HTML)" WYSIWYG editor. If the WYSIWYG editor is disabled, then the html code will not be reformatted by the editor.

This might be useful if you want to import complex html code created by a different html editor. If you have checked the option "Source Mode", then the Rich Text (HTML) section is disabled and you want to edit the html file again, then you can use the function "External Editor" to open the current HTML sourcecode in an external editor.

8.2.4 Personalization

MailList Controller supports personalization. Personalization means placeholders inside the message are replaced by database values when you send out a message. It makes your messages individual for each recipient. The information stored in the lists is used for personalization. Only this information can be used. In the member view available fields for personalization are marked in brackets (field).

Start the internal editor to create a new message. Select the list, the message should be sent to. After you have selected the list, the drop down selection "Fields" is updated. It contains the available fields. You can add (use) the fields inside the text and HTML part and inside the lines "To" and "Subject".

To insert a field, place the cursor on the correct position, e.g. inside the "Subject" line. Select the field you want to insert, e.g. "Last_Name" and click on "Insert Field in Subject". Now (Last_Name) is inserted into the "Subject" line. Please don't change or rename the placeholders, but you can use different formats e.g. bold inside the HTML message.

8.2.5 Embedded Images in HTML Messages

You can either use inline attachments or links if the HTML part should contain an image or background-image.

Inline Attachments
Sample: c:\temp\image.gif.

Click on the "Add Image" icon and select the file. The program automatically adds the image to the message (HTML Content). You don't need to do anything else. Each image increases the message size, so it takes longer to send the message and also to receive the message.

Linked Images
Sample: http://www.mydomain.tld/newsletter/image1.png

A linked Image is an image, which is located on your webserver. The mail client downloads the image when the message is viewed. The use of linked images helps to keep the message size low. Click on the "Add Image" icon and enter the URL.

The import function auto-imports images on your local disk and adds them as inline attachments. It imports:

• Images e.g. <img src="image on your local hd" ...>
• Body-Backgrounds e.g. <body background="image on your local hd" ...>
• Table-Backgrounds e.g. <table background="image on your local hd" ...>
• Cell-Backgrounds e.g.<td background="image on your local hd" ...>
• URL()  e.g. <style="BACKGROUND: url('c:\images\image1.png') ... ">

8.2.6 File Attachments

You can also include file attachments to your plain text or HTML message. Please note, that all attachments will increase the message size!

Add a File to a Message
Please click on the icon "Attachmet". MailList Controller opens a file dialog, where you can select the file you want to attach and the program goes to the section "Attachments".

Here you can see all your file attachments and graphics. Please verify that all attachments are added correctly.

File attachments, which should be sent with the message are shown as Content-ID "Attachment".

Important: Make sure, that the file exists and is not opened (locked) by another application.
Otherwise you will get an error message! (AMSG2MIME failed)

Add HTML Content
Click on "Add HTML Content" to add special HTML content attachments like css files, images or other files. All you have to do is to replace the local filenames with the "HTML Content ID" in the message source (HTML Source). The Content-ID is auto assigned from the filename when you "Add" a HTML Content file.

Sample:
Replace <link rel="stylesheet" type="text/css" href="arclab/style/arclab.css">
with <link rel="stylesheet" type="text/css" href="cid:arclab.css"> (after you clicked on "Add HTML Content)

8.2.7 External HTML Editor

The internal editor contains all functions and features to create HTML message, but you can also use an external HTML editor, e.g. MS Frontpage to create or edit the message. You can edit the current message with an external HTML editor without leaving the program.

If you click on "External Editor" for first time, the program lets you specify the external editor, which should be used to edit html files.

Please click on "Select External HTML Editor" and select the Executable File of the external editor.
e.g. C:\Program Files\Microsoft Office\Office\FRONTPG.EXE for Microsoft Frontpage
The external editor can be changed at any time using "Misc" -> "Select External HTML Editor".

Sample:

The following sample should illustrate how it works. We want to insert a table in the message. The table should
be created with the external editor. 

1. First click on "Open with external HTML Editor". Now the current message draft is opened in the external editor.
2. Make the changes inside the external HTML editor, e.g. MS Frontpage
3. Save the file (message) without changing the filename or path!
4. Now close (exit) the external editor.
5. MailList Controller shows the following window ...
   
6. Click on "Update Now" to apply changes made in the external editor.

8.2.8 Send Test Message

Its recommended to send out a test messgae before sending out the message "List Message" to your subscribers. 
Click on "Test Email" to open the following dialog:

This feature should also be used to verify the fields. By default it verifies the fields and adds an ok to the fieldname, which means the fieldname is valid for the selected list. If the option "Fill fields with first record from database" is checked, then the fields inside the message will be filled with the data of the first list member. Please note, that this function fails, if your list has no members at all, so uncheck this option if your list has no members at this time.

Enter the recipients email address and click on "Send Email". (Enter a single email address only!)
The program will add detailed error information, e.g. if the password is incorrect or the mailserver does not respond.

Important: Always test each message with multiple mail-clients and webmail-clients to see if everything is ok!

8.2.9 Language Support (Using Charsets for International Mailings)

See: International Character Sets (charsets) for Email Newsletter Messages

8.2.10 Message Templates

Click on "Templates" to open the template selection dialog.

You can either import one of the included or a custom template.
The included Templates can be used and modified royalty-free with MailList Controller.

• Included Template:
  Select one of the templates – now you should see a small preview of the message.
  
  Double-click or click on "Import Template" to open it.
  
  Please note: Using one of the included templates does not replace sending out test messages!
  Always test each message with multiple mail-clients and webmail-clients to see if everything is ok.
  
  The included templates are using basic HTML with tables. It should be easy to change the template for
  your needs. Its recommend to use an external HTML editor if you want to change the table or the cells.
  
  
• Custom Template:
  
  Click on "Import Custom Template" and select the file on your local hard-drive.
  
  If you have checked the option "Source Mode" (the Rich Text (HTML) section is disabled now) and you want to edit the html file again, then you can use the function "External Editor" to open the current HTML sourcecode in an external editor. This might be useful if you want to import complex html code created by a different html editor.