Using The RealeSeller™ Mass Emailer

Mass Email (Background):
The RealeSeller mass email feature was created because most spam filters will simply dump your email into either the Junk folder or delete it outright when it arrives in your client's inbox.  Why, because most people who do mass email simply do a CC: (carbon copy), or a BCC: (blind carbon copy) and when that type of email arrives in your inbox, it is addressed to no known local email address.  The mass emailer in RealeSeller sends a copy of your email to each individual email address in your mailing list.  While it takes a little longer to do it this way, your email will not be automatically dumped because it will be addressed to the intended recipient.  While this doesn't guarantee that something else won't divert your email to the junk folder, this is a major reason newsletters and other perfectly valid emails are "junked" when they arrive.  If you want to read more about this, you can scroll to the end of this page to read more or just Click Here.

Preparing your mass email:
Before you can send a mass email, you need to create it.  There are a couple of things to keep in mind when you do this.  Files such as PDF (Portable Document Files) or PPT (PowerPoint Files) will automatically be attached to a mass email as these files can not be viewed in the body of an email.  This means you need to create an email template and attach the file to it.  You would then point the mass emailer to the message file and your message along with the attachment would be sent to your selected recipients.

Other files such as HTML (web pages), DOC (Word Document), TXT (standard text files), and PUB (Microsoft Publisher Files) can be shown in an HTML formatted email and can be sent in the body of an email.  You can of course attach any of them to a saved message file to send as an attachment using the same method described above.

Once you have created your email, you can save it in one of the Document Browser folders, or in any Outlook folder that can hold the type of file you created, or save the file to a folder on your hard drive.

Getting Started:
Choose Tools, RealeSeller Mass E-Mail...

The Mass E-Mail Window:
Your first selection should be to choose the recipients (1) of your email message.  Before you open this window, you can go to your prospect/contact folder and choose one or more people to send your email to.  Your default choice as seen below (2) is All X recipient(s) in current folder (Prospects).  In this case X is 9, but any number from 1 to 1,000's is possible and just depends on how may names are in the selected folder.  As with many other features in RealeSeller, you can select (highlight) as few or as many of the people in the folder as you want.  The number of selected people will be shown in the second selection option.  In this case, only 1 recipient was actually selected.  A third choice is to select the recipients (3).  One of the really nice things about this particular feature is that you can select contacts / prospects from multiple folders. (See the Select Recipients image below).

Next, you can choose from one of several places to pull the file from (4).  Choosing Merge From File will allow you to pull any file from any folder, on any drive available.  Press the Folder Browse button (6) when you are ready to select the file you want.  Using Merge From Document Library will open the Document Library browser.  Choose the file you want from one of the library folders.  The third selection, Merge From E-Mail will pull an email from any folder you stored it in and use it as a template.  Once one of these selections is used, the path to the file is added to a list (5).  This allows you to choose the item in the future if it is something you send out often.  After selecting your file using any of the above methods, you can see what the email will look like by pressing the Preview button (7).  This gives you a chance to fix something or change files if it doesn't look like you expect it to.

At this time you can type in the subject of your email.  If you have used the same subject before, it should be in the drop down list for you to select (8).  If you want to have the mass emailer give the mail server some time to take a breath in between emails, you can choose an interval (9) the mass emailer will wait between sending email to your Outlook outbox.  Remember, if Outlook is set to send email out as soon as it is put in the outbox, sending should start as soon as the first email is put in the outbox folder.  One thing to note about the interval option.  Outlook will send all email put into the Outbox one after another until finished... no pause.  It is possible to find an interval to use that adds another email to the outbox after Outlook has emptied it.  But, that is a matter of experimentation.  All computers are a little different.  Different CPU speed, different connection speeds, etc.  When you are ready, press the Send button.  A progress window will appear.

You can cancel the send at any time by pressing the Cancel button.

Advanced Options:
There are some other choices you can make in the mass emailer.  Press the Advanced >> button to expose these options.

Preview Mode (Message Test Tab):
You can preview each email before it is sent and you have to press a button each time the preview pops up in order to send it.  When you get tired of doing that, you can cancel the preview and the rest of the emails will be sent without your intervention.

Test Mode (Message Test Tab):
You can send a test message to any email you want.  This allows you to preview exactly what someone will be getting.  Just type the email address you want the test message sent to in the box provided.

Save sent message(s) to (Message Options Tab):
By default the mass emailer will send a copy of each email to your Sent Items folder.  This is pretty much standard procedure in Outlook.  But, you can choose not to save a copy of each email... just uncheck the box.  You can also choose a different folder by pressing the Folder Browse button and choosing another email folder.  If you are sending dozens, hundreds, or thousands of mass email items, it might be best to not save any of them.


Note:  One thing to keep in mind is any file you point to must continue to exist in the same path or you will not be able to select it from the list of items used previously (5).




  More Email Information:
When you use a CC: or BCC: to send multiple emails, your email server takes care of sending copies of the email to all of your listed recipients.  In the case of a CC:, the person who receives your email can see the email address for every person you sent it to.  Just looking at that from a privacy standpoint, using the CC: method is bad.  Now when the email server uses a BCC: list, the recipient will only see the email address of the original TO: recipient (usually one of your own email addresses) and none of the people on the BCC: list will show up.  At one time this was the easiest and fastest way to send the same email to a group of people.  But, as we all know, SPAM has made our mailboxes a sometimes miserable place to visit.  The email inbox is (or was) often filled with more junk email with crazy or objectionable subjects, stock tips, etc.  Junk email filters now just take items not sent directly to you and either put them in the Junk folder or delete them so you never see the email at all.  Putting things in the Junk folder is fine, but as a person running a business, having the Junk filter delete email is a dangerous proposition at best.  Most Junk email is designed to trick you into opening it... why?  Because when you do a file link (usually a picture) contacts a server and informs them that you just looked at or opened the email.  Your email was just confirmed as "good" or "live" and put into a list of known valid email addresses of people who open junk mail.  Expect even more junk mail in the future.