Karelo e-services Inc. Contact us: Tel Fax MALING LISTS SYSTEM DOCUMENTATION TABLE OF CONTENTS

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1 Karelo e-services Inc. Contact us: Tel Fax MALING LISTS SYSTEM DOCUMENTATION TABLE OF CONTENTS 1. ACCESSING MAILING LIST SYSTEM PREPARING AND SENDING A MESSAGE... 3 Preparing the message... 3 Sending the message CHECKING MESSAGE STATUS... 6 Reviewing sent messages... 6 Retrieving Drafts... 7 Queuing messages REVIEWING MEMBERS OF A MAILING LIST EXPORTING ADDRESSES... 7 TABLE OF FIGURES Figure 1: Home Page... 2 Figure 2: Navigation Options... 2 Figure 3: Preparing Message... 3 Figure 4: Sending Message... 5 Figure 5: Reviewing Messages... 6 Mailing Lists System Documentation Karelo e-services Inc.

2 1. ACCESSING MAILING LIST SYSTEM Please go to to access the Mailing Lists Administration System. Enter the login name and password provided by Karelo.com and click Enter. Home Page The following options will be available after you log-on: Figure 1: Home Page List and user functions lists use this link to view your mailing lists, to see the members of each list, edit the lists, etc. export use this link to export addresses and other member information as a text file Message functions send use this link to create a message messages click to view sent messages, to resend or edit a sent message or to edit a draft Navigation Options Logout: Main page: Lists: Send a message: Manage users: Messages: click to end your session click to go to home page click to view your mailing lists allows you to prepare a message click to export addresses click to view sent messages Figure 2: Navigation Options Mailing Lists System Documentation Page 2 of 7

3 2. PREPARING AND SENDING A MESSAGE Preparing the message Log-on to the system, and click send on the home page (or send a message) in order to create a message. In the next screen (shown in Figure below), enter the following information: Figure 3: Preparing Message Subject: enter the subject line of your message From line The system defaults the admin address on file. If you would like to use a different address, enter it in the input field. Mailing Lists System Documentation Page 3 of 7

4 Embargoed until The system defaults the embargoed date to the current date and time. If you would like to send your message at a later date and time, then select the new date using the drop down menus. Important: the system will send the message at 4:00 am of the following day. If you schedule a message to be sent on January 30 th at 8:00 pm, the message will actually be sent at 4:00 am of the following day, i.e. 4:00 am, January 31 st. Format Select the format of your message (HTML or text). If you select Auto detect, the system will automatically identify whether your message is in HTML format or text. Send as It is recommended that you use text and HTML. This will allow all users to view the as a text or HTML message, depending on their account settings. Use template The Karelo.com staff will create templates (headings) for your organization. Select the template that you would like to use. Rich text editor options Use these features to change fonts, colors, etc. in your message text. You can also add pictures, tables and special characters to your messages. The option Attribute allows you to create a personalized message by entering the members first name and/or last name as part of the message (see figure below). Mailing Lists System Documentation Page 4 of 7

5 Sending the message Figure 4: Sending Message Test message When the body of your message is ready, you can send a test message to yourself by clicking on Send test message before ing it to all members in your list. This allows you to verify that the format is correct. You can send the test message to more than one address. Test messages are sent immediately. Save as a draft Use this option to save your message and send or edit it at a later date. Sending message When you are ready to send your message, select the mailing lists that you want to send it to, and click Send Message to Selected Mailing Lists. Ifyou select several mailing lists, and someone is subscribed to multiple lists, the system ensures that the message is only sent once to every user. Important: the system will send you message at 4:00 am of the following day. Tip: subscribe yourself to the mailing lists in order to receive a copy of the messages that you send to your members. This will allow you to make sure that the message was sent. Mailing Lists System Documentation Page 5 of 7

6 3. CHECKING MESSAGE STATUS Go to messages if you would like to view the status of a message. The system will display sent messages, drafts and queued messages. Figure 5: Reviewing Messages Reviewing sent messages Go to the sent tab. The system will display all sent messages. Each message displays the date and time when the was sent. The number of Bounced messages shows the number of invalid addresses in the list. Such addresses did not receive the message because the address is not correct, the mail box is full, or the sender s address was refused. The system keeps track of the number of bounces for each address. After five bounces, the address is removed from the list. Navigation Options View Click to view the body of the message Requeue Click to resend the to the members who subscribed to the list after the message was sent. Only newly subscribed members will receive the message. Edit Click to edit the message, and resent it to selected mailing lists. All subscribed users will receive the edited message. Tip: use the Edit function to edit and resend a message Delete Use to remove the message from the list. Mailing Lists System Documentation Page 6 of 7

7 Retrieving Drafts Go to the drafts tab. The system will display all drafts messages. Select the message that you want to edit. You will be able to send the message after you have edited it. Queuing messages Click on the queued tab to see the messages that will be sent by the system. The messages listed will be sent the following morning at 4:00 am. 4. REVIEWING MEMBERS OF A MAILING LIST Go to lists. The system will display the lists that the Karelo.com team has set up for your organization. Order: set the order in which the lists should be displayed (0 5) Functions Edit Click to make changes to the list name, or list description View Members Click to view all members who are subscribed to the list. You will also be able to add to remove addresses. Delete Use this option if you would like to remove the list. Important: if you delete a list, all addresses subscribed to that list will be lost. Active: only lists marked as Active will be displayed on the subscription page for the users. Tip: use the Test List to send a message to a selected group. 5. EXPORTING ADDRESSES The system allows you to download the addresses of all subscribed members. Select export from the Home Page and then select the columns that should be included in the report. Click Export. The file will be saved as a TAB delimited text. Mailing Lists System Documentation Page 7 of 7