Mass Email

Productivity Tip

Emailing is our number one method of contacting clients - simple and very cost effective. We make it a habit to always confirm the client email address when we are speaking with them, and as a result, we have email addresses for over 90% of our client base. We also regularly test it by sending out newsletters. We might send 500 newsletters and get 30 bounces. Remember we prefer to email to work. A bounced email usually means somebody has moved on, has had a change of circumstance and thus has a need for a review.

Mass Email Setup

1.	Please note that mass emails are not available directly from E-Broker if your ISP happens to be Clear. They basically seem to block all emails using SMTP and don't seem at all receptive to discussing this blockage.

2.	If Clear is your ISP, then you will need to use Email BCC as an electronic mass communication means

3.	So if your ISP is not Clear, then we need to set up your ISP details under Admin / Security / Owners.

4.	Firstly though, we need to find out who your ISP is - basically who sends your emails. Ours are through Telecom xtra.

5.	Once you know who your ISP is, go to the web and search for their smtp address - the format is like smtp.xtra.co.nz

6.	Copy this smtp address to the field in Security / Owners.

7.	Whist you are here, we also need to put your return email address into Admin / Security / Users / Email Address - emails won't go without this.

8.	Now you are ready to do your first email campaign.

Mass Email testing

1.	Please don't get all excited and try to do an email campaign to 3000 clients, without first running a small test.

2.	Our suggestion is that you try to run a mini campaign first - and perhaps use us as the guinea pigs.

3.	It's really important that you chose recipients who are outside of your office - if you happen to be using MS Exchange for your mail, then internal emails don't leave the building. This means that you will have a false result for your test.

4.	Easiest option here is to write your email template (see Word Templates ) and then just use F3 to say retrieve Barbara and myself as victims.

5.	You could also create a Group and add a couple of Members and then retrieve them via query on Group Master Title as we have done below. View the query with the top right hand button.

6.	Right click in the Query Builder View screen and choose Create Campaign.

7.	Create the mini campaign as per the Advanced Tutorial Create a Marketing Campaign

8.	Now open the Campaign tab and select your campaign.

9.	Add a small pdf attachment if you like - something small like a quote or similar.

10.	Select All members you want to send to.

11.	Try to send.

12.	The emails take around 10 seconds each to transmit and receive a response that it was sent OK.

13.	Below you can see that both emails have been sent.

14.	You are now ready to send a real Campaign to your 3000 people.