Create a "New Mailing List"

Arclab® MailList Controller

group  Create a "New Mailing List"

The "New List" wizard starts automatically when you run the program the first time.
Click on "New Mailing List" if you want to add additional lists.

 

New List

 

What is a "Mailing List"?

 

You can change the list settings and setup advanced options, e.g. to limit the number of outgoing messages, in the "List Settings" after the list was created.

build  List Name and Description

 

Name that identifies your 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 header field (by default).
Don't include any confidential information in the list name.

You can place a note in the description, e.g. to give yourself a closer descriptions of the list. The description does not appear in any message.

build  Email Address and Friendly Name

 

List Email Address

 

The list email address will be used as sender of the mailing. If you enable incoming mail, then the program can process user requests sent to this email address, e.g. subscribe/remove requests. The list email address is the most important list setting.

Please note, that each list with enabled incoming mail requires a unique email address, which is not used by another list.

The friendly name is shown in the recipients mail client as "From", e.g. use your company name. Use a name here, not an email address!

The program can auto-detect the SMTP/IMAP/POP server for many accounts.
Please uncheck the "Autodetect Mail Server for Incoming and Outgoing Mail" if you know the server names for incoming and outgoing mail.

build  POP/IMAP Server and Account for Incoming Mail

 

POP/IMAP Account

 

The account details should be provided by your mail administrator or mail provider.
In most cases you can also retrieve them using the web interface of your mail account or web server.

The program can process incoming mail, like returned messages, subscribe and remove requests.

If you just want to send a mailing and the program should NOT process incoming mail at all, then you can leave this section empty to disable incoming mail. Clear the "POP/IMAP Server", "User" and "Password" to disable incoming messages.

Please enter the account details for the email address specified in "Email Address and Friendly Name".
Important: Each list with enabled incoming mail requires a unique email address, which is not used by another list.

 

MailList Controller supports POP and IMAP servers, but using an IMAP account is recommended (if your account supports IMAP). If you want to connect to your MS Exchange server, then you need to ensure that IMAP is enabled on the MS Exchange server before. Some hosted email accounts, like e.g. Gmail or Google Apps email accounts require that you enable IMAP access and third-party mail clients first.

See also:

 

Enter the user and password for the account. Sometimes the user (name) is identical with the email address, but it can also be different.

build  Incoming Mail (Subscribe/Remove)

 

If you have left the "POP/IMAP Server" empty to disable incoming mail on the previous page, then this page won't be shown.
You can enable "Incoming Mail" in the "List Settings" > "List Synchronization" at any time.

 

List Synchronization:

The program receives incoming mail, like e.g. subscribe requests, during a list synchronization ("Sync").
A "Sync" is done by default every 60 minutes (you can change the check interval in the "Options" later).

 

Important:

  • The program receives incoming mail during a sync – it does not send mailings during a "Sync".
  • The program does NOT send incoming mail, e.g. sent from a list contact to the list email address, to other contacts.
  • Only you or authorized users (using an "External User Account") can send mailings to your list.

 

Subscribe and Remove:

An user can subscribe to your list by sending an email containing the subscribe keyword in the subject or by filling out a web form.
The remove keyword works the same: the status of the contact will be updated to "Unsubscriber", so that the user will not receive future messages from this list.

 

The available options depend on what kind of server you are using:

 

Subscribe and Remove Settings

 

IMAP Server:

  • The program will process all list messages in the "Inbox" folder, e.g. subscribe requests.
  • Other messages (non-list messages) will be left in the "Inbox".
  • Processed messages will be moved to the folder "MailList Controller".
  • Please clean your IMAP folders from time to time to free up space on the IMAP account.

 

POP3 Server:

Using a POP account works a bit different:
The program will process all list messages, like subscribe/remove requests, and removes the messages from the mail account.

 

Please define how the program should handle non-list messages, like replies or questions.
You can choose between 3 options:

  • Leave non-list messages on POP mail account: Any non-list message will not be removed from the POP mail account. Please check the account from time to time (using your normal mail program or web mail) to process the non-list messages.
  • Remove all messages and forward non-List messages to forward address: Please make sure, that you use an email account, which is not setup in any other mail program when using this option. All non-list messages will be removed from the mail account and forwarded to the email address specified as "Forward Address". Important: Don't enter the list email address here! The email specified as forward address should be an email address, which you check frequently, e.g. your support email address. The program will forward and remove all messages from POP mail account!
  • Remove all messages from POP mail account: Warning(!) ... this option removes all messages from the POP mail account!

build  SMTP Server and Account for Outgoing Mail

 

Please enter the account details for the email address specified in: "Email Address and Friendly Name".

 

SMTP Account

 

Enter the user and password for the mail account if you have not entered the user and password before. You will get this information from your mail provider or administrator. Sometimes the user (name) is identical with the email address, sometimes it’s different. The program supports all authentication types including SSL and StartTLS and works with any SMTP mail server.

Some hosted email accounts, like e.g. Gmail or Google Apps email accounts require that you enable third-party mail clients first.
See also: List of SMTP and IMAP mail servers

Click on "Test SMTP Login" to detect the authentication method and verify the account settings. You can manually override the detected authentication here or later in the "List Settings" > "Outgoing Mail Server (SMTP)". You can also setup advanced options like a limit for outgoing mail in the list settings.

build  Mailing List or Linked List?

 

MailList Controller supports 2 list types:

  • Mailing List (default list type; supports all options)
  • Linked List (list is linked to an external database; read only; no subscribe requests)

 

List Type

 

It's recommended to use a "Mailing List" when using MailList Controller for the first time.

build  Mailing List: Custom Fields

 

You can add up to 15 custom fields for personalization. The fields can be populated using a webform or by importing contacts from a database or excel file.

 

Custom Fields

 

Enter the field name in the edit box and click on "Add Custom Field" to add a custom field.

Use "Move Up" and "Move Down" to sort the fields.

Use "Remove Custom Field" to delete a custom field. "EMAIL" is required cannot be moved or removed!

 

The wizard shows a summary on the next screen.
The list setup for a "Mailing List" has been completed.

build  Linked List: External Database

 

Please select the external database:

 

External Database

 

MaiList Controller support MS Access, MS Excel and ODBC. ODBC allows you to link to e.g. a MySQL or MS SQL Server database.

It is required that an ODBC driver for the data source is installed on the computer. Please make sure, that you select a SYSTEM DSN if you want to connect to a SQL server, e.g. MS SQL or MySQL. If you want to link the list to a MySQL server, then you need to install the MySQL ODBC Connector first.

 

See also:

build  Linked List: Source Table

 

A database can contain multiple tables or sheets (MS Excel).
Select the table and click on "Next":

 

Table Selection

build  Linked List: Email Address Column

 

The wizard shows the column names and a sample record.
Select the column which contains the email address and click on "Use Column as Email Address":

 

Email Column

build  Linked List: Database Fields

 

You can add up to 15 custom fields. Move the column(s) to the right side.
It's not required to add the email address column again!

 

Add Fields

 

The wizard shows a summary on the next screen.
The list setup for a "Linked List" has been completed.