If you are using the trial version of MultiEmail, there will be some restrictions. To remove these restrictions you will need to purchase the Full version of the software.

To order the full version, do the following:

Click the Buy online button to purchase.
Email us the serial number and a registration key will be sent to you within 12 hours.
Enter the key and press the Unlock button

Follow these steps to send your first message with Multiemail

First you will need to set the following email preferences:

Return Information
Email Server Information

Press the Server Info/Options button in the main window. On the Server Configuration tab enter your outgoing mail server, or SMTP server. If you have Outlook configured you can click on Load SMTP Server and it will automatically enter it for you. In the Return Address field, enter your email address to ensure message delivery. The Name field is optional. Click the Save Changes button to save the settings and exit.
Next, select a group by clicking on it, or click the Groups icon on the tool bar. Click the Import List icon on the toolbar and select the mailing list to import. Click Open to import the list.
Click the New Message icon to compose a message.
Enter a subject and message and click Send

Getting Started

In order to send messages you must enter the SMTP Server information. Without this information you CANNOT send messages. Click on the Server Configuration/Options button on the main screen, and

fill out the SMTP Server field. You must also enter your e-mail address in the space provided.

Server Configuration

You MUST enter your server information before sending messages:

1. Connect to the Internet and start the Multiemail program.

2. Click the Server Configuration/Options button on the main screen.

3. On the Server Configuration tab, enter your outgoing mail server into the SMTP Server field. In the From Address field enter your e-mail address. Most mail servers require a valid "from" address to deliver the message. The server name and your e-mail address are required for the program to run correctly. You can press the Load SMTP server button and Multiemail will try to automatically fill in the SMTP mail server for you. However, if Multiemail cannot automatically detect those settings you will need to fill in the information manually. If you need help finding the name of your SMTP mail server, contact your Internet Service Provider (ISP), or your system administrator.

4. Click the Save Changes button, then you will be able to create group names and import e-mail lists.

5. Other options on the Server configuration form are:

E-mail Setup

This is one of MultiEmail features you can use to make your e-mailing smoother.

E-mail settings options:

1. Click on the Server/Info Option button

2. On the E-mail Setup tab you will find following options:

Request a return receipt from all recipients
If you want to know whether your recipient has received the e-mail message, use this option. You will receive a conformation e-mail that your message has been received.

Login option

Some servers require you to enter a login name and password before sending an e-mail; you can use this option to have Multiemail automatically submit the login information.

Connect Timeout and Message Timeout

Connect Timeout is the length of time Multiemail will wait for a response when contacting the server.

Message Timeout is how long Multiemail will wait for a server response to the message sent.

Sending Delay option:

If you are sending a large number of e-mails, you can use the “Sending Delay” feature to prevent causing yourself problems with your ISP for overloading their server. You can set the delay length and how many emails to send before pausing.

Encoding:

This option is for advanced users only. The default value MIME is suitable for all e-mail sending purposes.

Subject Line/Signature

If you have the names for everyone on your mailing list, you can use the option Customized subject line. The program will automatically insert the recipients name after the text you type in the subject line.

The Signature is a few lines of text that will be added to the end of each email sent. The signature can contain text, web addresses, or anything else you care to put.

Assign Group Names

After filling out the SMTP Server information do the following:

1.       Click on Tools and select Change Group Name

    2.       A dialog box appears that allows you to change any or all group names.

    3.       Press the Save Changes button to confirm all changes.

You will be automatically returned to the main screen and the new group name will be added to the list. Repeat this process to add groups as needed (up to 6).

Add Email Address to the database

1. From the main screen select a group to add e-mail addresses to.

2. Press the Add record button

3. Fill in the form with all known information. For best results you should have at least the name. That allows you to use the customized mailing features of Multiemail.

4. When you are done with the first record, press the Save button and the address will be saved. Repeat the process for each address.

To load a list of addresses, press file and select Import List/From. Select and open the file you want to import. Press the Export List into Group button and select the group to export the addresses to. The entire list is added to the selected group.

Remove domains

After you have imported your e-mail list in the Multiemail list manager, you may have some addresses with unwanted domain names. You can filter the list to remove certain domain names or certain words. Just type in the domain or word you wish to filter and click the remove button at the bottom of the screen.

This is useful for keeping unwanted addresses out of your email lists. However, Multiemail is not responsible for any lost data.

Delete Email Address from database

There are two different ways in which you can delete records from the database:

1. Click on the address from the Multiemail list manager

2. Click on the Delete Record button then click on OK button to confirm the deletion.

If you need to search for an e-mail address to delete it:

1. Click on the Find Contact by E-mail button.

2. Enter your contacts e-mail address then click on the Delete button to erase the record.

Import List from Text File

To load a mailing list from a text file

1. Click on File from the tool bar, select Import List, then From File to list manager. Select the file to import and click the open button. Find the file you wish to import in the program, and click Open. The file must be in .txt format. Click on Export List into Group button. Choose the group and the entire e-mail list will be imported into the groups database.

You can then add or delete addresses from imported address list.

To add to the imported e-mail list, click on the Add New button and insert the e-mail address in the Email field. Click on the Save button to save the changes.

Importing a List from MS Access Database to the Multiemail Database:

To load the database fields (Name, Address, E-mail…) from your MS Access database to the Multiemail database, do the following:

1. Click on File and select Import List. Then From MS Access Database.

2. Select the database file you wish to import and press Open. After that an Import database window will open. The left side of the window represents your selected database, and the right side of the window represents the Multiemail database.

3. On the left side of the window all the fields of your database will be shown (for example: Name, Address, e-mails etc.)

4. On the right side select the group to transfer your data to.

5. Click on the information on the left list (Name, email etc.), drag and drop it to the corresponding field on the right side. You can drag and drop as many times as required. IMPORTANT Do not release the left mouse button while transferring information from one list to the another.

6. After you have completed the drag and drop transfer, click on the Transfer Data button to complete the process.

All content from your database will be automatically transferred to the Multiemail database for instant use.

Important: If you are working with lists over 30,000 e-mails, please be patient while the e-mails are being imported.

This will only take a few minutes. Duplicate addresses will automatically be deleted.

Export List

After you have created a group name and imported an e-mail list, you can now export the addresses to your groups. These groups have been created previously. To export addresses, do the following:

1. Click on Export List into Group. A drop down menu will show available (created) groups.

2. Select the group to export your e-mail list into.

For long e-mail lists be patient while e-mails are being exported. The progress bar will show you the exporting progress. As soon the list is processed you can send e-mails.

Create a Text Message

You can create a text email message using the Message Editor window in Multiemail program.

Select a group to send to, then click on New Message to bring up the message editor. Enter the subject line and message. You can also load the message from a file.

To load a message from the file:

a) Click on the File from the toolbar menu.

b) Select the Open menu.

c) Select the Text file menu.

d) Find your file and click the Open button.

Press the Send button and confirm to start the mailing.

Create a HTML Message

Select a group to send to, then click on New Message to bring up the message editor. Enter the subject line and select the message.

1. Click the Create HTML Message button on the toolbar and select the file to open.

2. The message editor will open with the file loaded into it.

3. Click on the Send button to send it to the selected group.

Create a customized Text Message

You can insert all your database fields into the body of your email message. When you send the email message, the inserted field from the database list will be customized, and sent in the message. For example, you can personalize your email message by inserting the first name field at the top of the body of the message. When the email is opened, the recipient’s name will be displayed at the top of the message.

Select a group to send to, then click on New Message to bring up the message editor. Enter the subject line.

To create a customized text e-mail message:

1. Click on the New Message icon on the toolbar, and the Message Editor Window will open.

2. Enter your Subject line.

3. Enter your message and insert fields from the database list, or load it from the file.

To load a message from the file:

a) Click on the File menu from the toolbar menu.

b) Click on the Open button.

c) Select the Text file menu.

d) Find your file and click Open

To customize your e-mail do the following:

a) In your e-mail message left click where the customized information should be

b) From the list on the top right-hand corner, select the customers information (Name, Last Name, E-mail, Extra Record...)

c) The customized information will be pasted into the location where you have clicked. It will look like this: [[Name]], [[Last Name]], [[E-mail]], [[Extra Record]]

After you send the e-mail, the pasted fields ([[Name]]) will be replaced by the customers information (if available).

Each customer will receive an e-mail with their personal information in the message.

For Example: [[Name]] [[Last Name]]

will look like: John Smith

after the e-mail has been sent.

4. You can preview how the e-mail message will look like before sending it, by clicking on the Preview Tab.

If data is available the "[[... ]]" will be replaced by your customers information. To return, click on the Message Body tab.

5. Click the Send button and confirm to send the emails

Note: Be sure all the records in the mailing list contain data in the fields you have chosen. If a record does not contain data in the field, the email displays a blank space instead of the customers information. For example, you can enter: "Dear ", and then choose the field [[Name]] in the list box on the top right corner. When you send the email message, the records that do not have a name in the Name field will display an empty space after the word Dear.

Create a customized HTML Message

Creating a customized HTML message with MS Word or MS Front Page

1. Open MS Word or FrontPage program, and click in the File/New menu

2. Copy and Paste the text below into the MS Word/FrontPage document

+++++++++++++++++++++++Message body start++++++++++++++++++++++++++++++++++++++++

Name [[Name]] [[LastName]]
Address [[Address]]
Email [[Email]]

Hi [[Name]],

Here is your bank account information
Account Number: [[ExtraRecord1]]
Account Balance: $[[ExtraRecord2]]

Thank you for your time. please contact us if the above information is incorrect.

++++++++++++++++++++++++Message body end+++++++++++++++++++++++++++++++++++++++++

3. Click on File, then Save As

4. Enter a file name (sample) and click on the Save button

5. Make sure it is saved in Web page format(*.htm *.html)

6. Go to the Multiemail Main screen

7. Click the Add Record button to add customer info for example:

a) In the field Name insert: Joe

b) In the field Last name insert: Doe

c) In the field Email insert: sample@e-mail.com

d) In the filed Address insert: 213 Street Small Wile, OH 12345

e) In the field ExtraRecord1 insert number: 1234-1234-1234-1234

f) In the filed ExtraRecord2 insert: 1234.56

g) Click the Save button

Select a group to send to and follow the steps below for an HTML message.

1. Click on the File menu, then select the New Message menu

2. In the New Message form, click on the File menu

3. Select the Open menu

4. Select the HTML message menu

5. Find your already created HTML file and click on the Open menu

6. Click the Preview tab and you will see something like this:

Preview

Only the following fields can be customized, and inserted into the message:

- Salutation

- First Name

- Last Name

- Job Title

- Company

- Address

- City

- State

- Zip

- Postal Code

- Country

- Phone

- Fax

- Email

- Web Site

- ExtraRecord1

- ExtraRecord2

- ExtraRecord3

- ExtraRecord4

Editing the source of your your HTML message

1. Click on the New Message icon on the toolbar, and the Message Editor Window will open

2. Enter your Subject line

3. Enter your message or load it from the file

To load a message from the file:

1. Click on the File menu, then select New Message

2. In the New Message form, click on the File menu

3. Select Open

4. Select HTML message

5. Find your already created HTML file and click on Open

To customize your e-mail, you can do the following:

1. In your e-mail message left click where the customized information should be inserted.

2. From the list on the top right corner select the customers information (Name, Last Name, E-mail, Extra Record...)

3. The customized information will be pasted automatically into the location where you have clicked on before

and it will look like this [[Name]], [[Last Name]], [[E-mail]], [[Extra Record]].

After you send the e-mail, the pasted fields ([[Name]]) will be replaced with the customers information (if available) .

Each customer will receive e-mail with their personalized information in the e-mail message.

For Example: [[Name]] [[Last Name]]

will look like: John Doe

after the e-mail has been sent.

4. Click on Preview tab to preview what your message will look like before sending it.

If data is available, the "[[ ]]" will be replaced by your customers information. To return click the Message Body tab.

5. Click Send and confirm to send the emails

Note:

Be sure that all the records in the mailing list contain data in the field that you have chosen. If a record does not contain data in the field, the email displays a blank space instead of the customers information. For example, you can enter: "Dear ", and then choose the field [[Name]] in the list box on the top right corner. When you send the email message, the records that do not have a name in the Name field will display an empty space after the word Dear.

Customized Subject Line

To use the Customized Subject line option, do the following:

1. Enter some data in one of the six groups (Email, First Name, Last Name...)

2. Click the New Message icon on the MultiEmail Main screen

3. Place the cursor in the Subject Line field.

4. Click on one of the fields from the list box in the upper right hand corner.

5. Press the Preview tab to see customized subject line

Using a Filter to send Messages

This option allows you to send e-mail messages to specific addresses based on multiple criteria, such as text contained in a field. The filter searches your records, and sends the messages only to those records that have met the filter criteria. For example, if you want to send a message only to recipients in California, select State in the Field box. Turn the filter On by selecting "=" in the Filter box. In the box on the right side of the Filter box insert the word CA. The program will search all records and send the message only to those in CA. The most powerful is the filter "Like" in combination with wildcard (*). For example, if you want to send a message only to the recipients where ExtraRecord1 field start with 123, put 123* in the field on the right side of the filter. The wildcard sign * can be use also at the beginning of the word, number, or in the middle of the word or number.

Send a Message

Either before or after you create your e-mail message, you can set the number of e-mails that will be sent. To set this number do the following:

1. On the Multiemail Main screen, in the Messages to be sent text box at the top left, enter the number of e-mails to be sent. (This number must be less than the total number of your e-mails in the selected group).

2. Click on the Send icon on the Multiemail Main screen, or open the E-mail Editor and click on the Send button.

For example if you have 1000 e-mails in your e-mail list, and you only want to send the first 100. Enter the number in the Text Box on the Multiemail Main screen. You may stop, and resume the sending process at any time by clicking the Stop Sending button located on the toolbar.

Statistic of Sent Messages

To keep track of sent messages you can use the Sent messages log:

1. Click on Tools

2. Click on Sent Messages and an e-Mail report window open

3. If you have sent any e-mails, it will show them in the Sent Messages list

Each time a message is sent, the following data is being recorded: Date, Time, Number of messages sent, Subject, and the Group name. This is done automatically.

Auto Shut Down

This is a great option when sending a large amount of messages. This permits the computer to run unattended.

1. Click on the Automatic Shutdown icon in the toolbar.

2. The Auto Shutdown window will open and it has 3 buttons (Activate, Deactivate, and Exit).

3. To activate Automatic Shutdown click the Activate button.

After all of your e-mails have been sent, your computer will shut down automatically.

After you start up the computer you can resume the e-mail sending process from the same position where it has been stopped.

4. To deactivate, click the Deactivate button.

Caution: Automatic shutdown is without WARNING. Close all programs before pressing the button to Activate.

Embedded Messages

You can use this feature if you don't have a server to upload your files to:

To use this option do the following:
1. Create an HTML message in MS Word or MS Front Page.
2. Insert your pictures and press Save As (Web Page).
3. Open the created message in the Multiemail Email Editor by clicking on File and selecting New Msg.
4. In the Message Editor click on File, select Open, then select Open HTML message.
5. Click on Insert/Pictures, and a new window will open.
6. Find the picture for your message and open it. All pictures that have been inserted will be displayed in the Pictures text box.
7. Repeat step 5 and 6 for every picture in your message.
8. In the Message Editor window, for every picture that you have in the e-mail message, you will find HTML source code that looks similar to this:
<img border="0" src="c:/My Documents/MyFirstImmage.jpg">

All you have to do is replace the above portion of HTML code. Delete the hard drive letter, and the folder(s) where the pictures exist:
<img border="0" src="MyFirstImmage.jpg"> for every picture in your HTML message.

After that you are ready to send your first message with embedded images by pressing the Send button.

Note: Some email services do not allow embedded images to be added in email. If yours does not, there is one option left; you have to convert your HTML code from:

<img border="0" src="c:/My Documents/MyFirstImmage.jpg">

<img border="0" src="http://www.yourserver.com/MyFirstImmage.jpg">

This option is widely used and we recommend using it.

Work on two computers

This is the most powerful feature in the MultiEmail application. It lets you do the following:

- Work on 2 computers using same settings and data

- Never stop working on your project

- Create an unlimited number of groups

- Create Back-ups for your projects

Work on 2 computers using same settings and data

Scenario 1

You are working on an emailing project in your office, but you have to leave on a business trip and still finish the project on time. Here is the 1 minute solution:

1. Connect your provided USB micro drive to your Laptop or office computer

2. Open the Server Configuration form, and click the Export Job tab.

3. Click the Select a folder button, and save your project as “Job1”

4. Click on the Export button. The project settings, data and last messages sent will be saved.

On your business trip you can now complete your emailing project. Another minute and you are back on track:

1. Connect your provided USB micro drive to your Laptop or home computer

2. Open the MultiEmail application

3. Open the Server Configuration form, and click the Import Job tab.

4. Click in the drop down menu on Select a Drive and click on your USB drive

5. Click the Select a folder button, and select your project, Job1

6. Click the Import button. The project settings, data and last messages sent will be loaded

Now you can go back to your project like you never stopped working on it.

Never stop working on your project

Scenario 2

If you are working on adding information to your database at work, and you do not have time to complete it, just save your project as described above. Export your project to the USB micro drive and continue working on it at home. You can save the work to the micro drive and continue working on it when you return to work.

Note: Importing the data from the USB micro drive, you do not overwrite the existing data or settings on your computer. You basically add data to the external storage, which you can copy at any time to your computer. This allows you to have the same data at work and at home.

Create an unlimited amount of groups, unlike only 6 groups in MultiEmail Pro

Scenario 3

You have a large business with a lot of departments and a lot of projects. And you need more than 6 e-mailing groups to keep everything under control:

1. Connect your provided USB micro drive to your Laptop or computer

2. Open the Server Configuration form

3. Click in the drop down, the Select a Drive list box, and select your USB drive

4. Click on the Select a folder button, and select your project, Job1

5. Rename your project to Job2

6. Click the Export button. The project settings, data and last messages sent will be saved

7. If you import the same Job2 you just created and rename all the groups you have six new groups to work with.

All data, e-mail groups, and settings will be stored on the USB micro drive. From now on, you can send messages directly from your USB micro drive, and will never have to load another job.

Create Back-ups for your confidential projects

Scenario 4

Need a safe place for your project?

After you have created your database and added some customer e-mail messages, you can back your data up. Export your confidential data on the USB micro drive, and your data will be on a secured location.