Group Mailer Set Up

Infacta Group Mail Set Up.

Before you even attempt to market anything online you should consider this software to be on your priority list.
As stated by many, the three most important tools for any internet marketer are:

A Computer - Group Mail - Leads -

Once you have set up your Group Mailer and have learned the ability to harvest and to generate your own FREE leads
through different sources your online success is almost GUARANTEED.

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We recommend that you print out this chapter so that you can follow along as you enter your Group Mailer site for the first time.

It's a pretty simple process, isn't it? You simply type in an email address in the "Send to" field, type in a "Subject Line" in the subject line field, input your message in the appropriate field, and click on the "Send" button.

Through the magic of the internet and your computer, your recipient will receive your message almost instantaneously.

...have you ever wanted to send the SAME message to two or more people? Maybe you wanted to send an invitation for a party to six or so of your friends, or maybe you wanted to send an announcement of the birth of your new baby to everyone in your family that's online. Once again, it's no big deal. In addition to the "Send To," "Subject Line," and "Message" fields, all that is necessary is to type in the additional email addresses into the "Copy To" field. THIS time, when you click on the "Send" button, an IDENTICAL message will go out to everyone whose email address you have in the "Copy To" field, in addition to the recipient in the "Send To" field.

...what if you needed to send an identical message to dozens, hundreds, or even THOUSANDS of people!?

Well, you COULD laboriously type in all those email addresses into the "Copy To" field. But boy, what a chore! Not only that, but have YOU ever received an email from someone who has done this? If you have, you know what I'm talking about - if you HAVEN'T, well, what happens is that every single email address that was typed into the "Copy To" field appears at the top of every email message when it is received! I have actually received emails with a two or three line message, but the email addresses at the top took up a full page!

Simply put, a group mailing program enables you to send the same message to thousands of recipients with ONE click of a button!

There are a number of group mailing programs available. In our opinion, however, the Infacta Group Mailer is the best overall. The Infacta company (formerly the Aureate company) has had their group mailer out for YEARS, so they've had plenty of time to work out any bugs. Also, the Infacta Group Mailer is extremely easy to use and is very user-friendly and intuitive.

(1) You will simply "import" (i.e "copy and paste") your lists of email addresses that you receive from the various CHIP companies into your Group Mailer. You then type in your sales message, and click to send your sales message to that particular group of prospects. The leads you receive from the CHIP companies are for ONE use only; after you send them your sales message ONCE, that group must be deleted. A nice feature of Group Mailer is that you can build a collection (a file) of various sales messages. Thus, when you wish to email to another group of prospects, you don't have to type in your sales message all over again. Your collection of sales messages are saved for whenever you need to access one.

(2) To achieve LONG-TERM success on the Internet, you will want to gradually build your OWN "in-house" list of contacts - a list that you OWN. These are people with whom you have established relationships with, customers, downline members, etc. Group Mailer makes this a snap! With Group Mailer you can build your own SEARCHABLE database of contacts, and your database can contain up to TWENTY-ONE items of information (i.e. first name, last name, email address, home address, office address, etc, etc...) on each contact. In addition, using the "merge" feature of Group Mail you can CUSTOMIZE each outgoing email with any of the twenty-one items of information. So, instead of sending a generic-sounding, "Dear Prospect" type of email, you can now send out "Dear John," "Dear Sue," "Dear Jim".....

By now you should have already downloaded the Group Mailer to your computer. If you downloaded it to your Desktop, double-click on the Group Mailer icon to open it; if you've downloaded it to another file, click on that file from your start menu to open it.

What IS all this stuff!? Yeah, the initial Group Mailer screen DOES look a little daunting at first, especially if you're a newbie. But take heart! Just follow this tutorial, and you'll be as proficient with Group Mailer in ten MINUTES as I was in ten DAYS!

Now it certainly helps that Group Mailer has a terrific fast start tutorial of it's own, as well as a very user-friendly help menu.

So let's start by taking a tour around the main page of Infacta Group Mailer. This is the main page that you will be taken to each time you open Group Mailer, so you'll want to become familiar with it.....

At the very top of the page is a dark blue border, in which is the title of the site, "Group Mail Pro"

Directly below the title bar is a group of eight hotlinks to various parts of the Group Mailer program. These hotlinks are arranged horizontally and are titled, "File," "Edit," "Merge," "Insert," "Tools," "Plug-Ins," "Setup," and "Help"

Directly below those eight hotlinks are the icons that correspond to them, and directly below THAT you will notice three "tabs" that open three different folders - (1) the "Edit Message" folder, (2) the "Group Manager" folder, and (3) the "Sent Messages" folder.

Right now, we're going to VERY briefly go over each of these three folders - just to give you a quick overview. Don't worry about grasping all the details right now - we'll be coming back to them later on in this tutorial. For now we just want to give you a little peek at what you'll be getting into.

Ordinarily, when you open Group Mailer, it will default to the "Edit Message" folder. If that is NOT the folder that is open, simply click once on the "Edit Message" tab.

Folder # 1: "Edit Message"
The "Edit Message" Folder consists of six main blocks. (Note: Remember, that this is just an overview at this point. Don't be concerned about filling in any of this information right now - we'll come to that later.)

Block # 1 - "Send To" This block refers to a certain group of leads that you want to send a message to. For example, you may (eventually) have a group named, "FFANET 01-15," which of course would refer to the leads you received from FFANET on January 15.

Block # 2 - "From" This block refers to the email address that will show in the emails you're sending out. You don't need to do anything here; this information will be automatically transferred to this field from another area of the site.

Block # 3 - "Subject" This is the subject line, or headline, of your sales message that will be displayed in your prospects email browser. Remember to keep your subject line forty characters (characters means letters, numbers, AND spaces) or less in length.

Block # 4 - "Message" This is naturally where you will be entering your sales message. As we've stated elsewhere, you should format your sales message in a Word document, and THEN copy and paste it into this field. Remember to keep your messages NO MORE than fifty-five characters wide.

Block # 5 - "Optional HTML Message" "HTML" stands for HyperText Markup Language. HTML is the computer language that allows web pages to have all those millions of colors, font styles and sizes, and contain graphics and pictures. GREAT for web sites - LOUSY FOR EMAILS!!! First of all, numerous studies have shown that the majority of people are IRRITATED with email in HTML - people want to get an email, open it, and read it as quickly as possible - they're not concerned with a "fancy," difficult to read email. Secondly, the fact of the matter is that, at this stage in the evolution of the Internet, many email browsers simply can't "read" HTML email messages. The result is that your prospect won't see your sales message, but rather page after page of coded "gobbledegook." The bottom line - stay away from using HTML in emails!

Block # 6 - "File Attachments" No person in their right mind is going to open an email attachment from someone they don't know! In this day and age of THOUSANDS of new computer viruses being transmitted on the net each month via email attachments, most people simply delete the entire message without reading it. Experienced Internet people know that even if they have the BEST anti-virus software available and even if they update it every day, there are always new viruses that can possibly "sneak around" the anti-virus software. The bottom line - don't send file attachments! Your message will NOT be read!

In the very bottom, right-hand corner of the "Edit Message" folder is the gray "Prepare to Send" hotlink button. Later on, once you are ready to actually start sending out your sales message, this is the next button you would click. For now, just be aware that it's there.

Folder # 2: "Group Manager"
The Group Manager Folder (which is empty at the moment) is where are stored all the different groups of email addresses that you receive from the CHIP companies (or other sources of your own).

Along the right margin are seven gray hotlink buttons, arranged vertically, titled, "New," "Modify," "Delete," "Browse," "Search," "Import," and "Export." Using our previous example from above, let's say that you want to create a group to "hold" the email addresses you receive from FFANET on January 15. You would simply click on the "New" hotlink button. The "Add A Group" pop up would appear, into which you just type in "FFANET 01-15," and click "O.K." (Go ahead and do it. You won't hurt a thing, and we're going to be deleting this group in a minute anyway.)

Bam! Your new group is created and you will now see it listed under Group Name. Ah!...but if you look over to the right under the heading "Recipients," you'll see a "zero" in that column. The zero is there because at the present time there are no recipients (i.e. email addresses) in that group - you will have to "import" them from the email you receive from FFANET.

We're not going to be importing any email addresses into this group just yet, but "just for practice," so you can see the process involved, click on the second hotlink button from the bottom, titled "Import."

A small popup will appear, giving you two choices - either "Import from File or Clipboard," or "Import from Addresses Book." Click on "Import from File or Clipboard," and the "File Importer" window will open.

The File Importer gives you two choices from where you wish to import your data (your email addresses) - "Import Recipient Data from a File," or "Import Recipient Data from the Windows Clipboard." You would check the "Import Recipient Data from the Windows Clipboard." Right now you don't HAVE anything in the Windows clipboard, so click on the "Cancel" button in the lower right hand corner of the popup window. If you DID have, say, 200 email addresses in the Windows clipboard and imported them, the "Recipients" column in the main Group Manager screen would now show - you guessed it - 200.

Now let's assume that you've decided to delay sending out your sales message for five days. That would mean that you would come back to the Group Mailer on January 20 and send your ad to the "FFANET 01-15" group of emails.

But remember...you can only send to any one group ONE time! Thus, AFTER you send your ad to the January 15 group, you will want to immediately delete it. So go back over to the seven gray hotlink buttons along the right margin. You'll see a "Delete" button, which is third from the top. Making sure that the group "FFANET 01-15" is highlighted, simply click on the "Delete" button, and it's gone!

Don't worry if you didn't absorb everything we've talked about - as we stated above, this is just meant to be a brief "overview discussion" of what to expect. We'll be covering all of these steps again, in greater detail, later on.

Folder # 3: "Sent Messages"
Group Mailer keeps a record for you of every message you ever send out, and this is where they are kept. You will have very little use for this folder, so just ignore it for now.

Part 3: Where to Get Help -
For ANYTHING!
Let's focus now once again on the main toolbar at the top of the page.

Click on the last hotlink, which is the "Help" link. A dropdown menu will appear, with five subjects. Click on the first hotlink entitled, "Group Mail Help Topics."

When you click open "Group Mail Help Topics" you will be in the "Group Mail Users Guide," and you will see that you now have a split screen.

The larger screen on the rightis headed, "Group Mail - Welcome." Let's take a moment to gather an overview of what's here.....

There are five MAIN topics. Use the scroll bar to the right to scroll through the entire menu to see all the topics and sub-topics.

(1) Getting Started
(2) What's New in This Version?
(3) Quick Guides
(4) Licensing and Legal Issues
(5) The Technology Explained - What Is...?

It will pay you to set up a hard copy binder. You'll only need to print out Topic 1 ("Getting Started") and Topic 3 ("Quick Guides"). Note that under "Quick Guides," are seven SUB-topics. It is sufficient to print out for your use just sub-topics 1 through 4 ("Setup," "Managing Groups," "Messages," and "Sending Messages to Groups")

The smaller screen on the leftserves to further enhance the usability of the Group Mail Users Guide. You will note that there are three tabs. Clicking on the first tab ("Contents") shows you a condensed version of the right screen. Clicking the second tab opens a comprehensive "Index" of help topics, and clicking on the third tab allows you to "Search" the entire index using a key word or phrase of your choice.

The folks at Infacta are owed a well-deserved congratulations for putting together what I consider to be one of the most complete, easy to understand, and SIMPLE TO USE tutorials of any product I've yet seen on the Internet. Any time you have a question, or there's something you don't quite understand, you WILL find the answers here, in a style and format that makes it an absolute BREEZE to use.

But don't be concerned about going through this stuff now - just set it aside or come back to it a little later.

Part 4: Let's Get You Setup!
Before you can start using Group Mailer to send out your messages, you will need to configure the Group Mailer program with some information about you, your computer, and your ISP. And once again, Infacta makes this e-a-s-y!

If you haven't already done so, close the "Group Mail Users Guide," and return to the main screen.

Referring once again to the main toolbar at the top of the page, click on the second hotlink from the right entitled, "Setup." A dropdown menu will appear with seven hotlinks. The only hotlink we will be concerned with at this point is the fourth from the top - the "Welcome Wizard."

Step 2. You will be on the first screen of the Infacta "Getting Started" tutorial.

(NOTE: If, when going through this "Getting Started" tutorial, you need further assistance or clarification of some point, you will see a question mark in a balloon in the upper right hand corner of the tutorial screens. Clicking on that question mark will take you to the "Group Mail Users Guide," which we've already introduced you to in Step 3, above.)

And along the bottom of each of the tutorial screens are three navigation buttons.

Step 3. You are in the "Identification Setup"area of the tutorial. Click on the large gray "Identification Setup" hotlink button to the right of the screen.

Step 4. You are on the "Manage Identities" screen. Your "identity" is nothing more that who you are and what your email address is. Click on the "New" hotlink button along the right side of the screen.

Step 5. You are on the "Edit Identification Details" screen. On this screen are seven blank blocks. You will only have use for four of these blocks at the present time. In the first block, type in your name. In the "Name" block, once again, type in your name. In the "Email Address" block and the "Reply To" block, type in your email address.

Step 6. You will be taken back to the "Identification Setup" area of the tutorial. Click on the "Next" button.

Step 7. You are on the "Email Setup"screen. Click on the large gray "Email Setup" hotlink button to the right of the screen.

Step 8. You are on the "Email Setup and Configuration" screen. This screen is divided into an upper and lower portion. The upper portion asks, "How do you want Group Mail to deliver your messages?" If it is NOT already chosen as the default value, from the dropdown menu, choose "Standard - Send Through an SMTP Mail Server."

The bottom portion of the screen is the "Standard Send Mode - SMTP Server Send Setup" area.

In the "SMTP Mail Server" block you will type in the address of your mail server. You will need to contact your ISP for this information. This address is always very simple - as an example, the SMTP Mail Server Address for CompuServe is mail.cs.net

While you are in contact with your ISP there is some additional information which you should obtain. Although it is very, very rare, some ISP's require SMTP Authentication. If this is the case with your ISP, simply click on "Setup" to enter your Username and Password.

Timeout: How long should the software wait for a response from the configured server. We recommend leaving this at between 30 and 90 seconds.

Reconnect Every: This setting determines how many messages Group Mailer should send before creating a nice new fresh connection. Your ISP mail server may have limits on the number of messages you can send in a "session." For typical dialup users the setting should be kept to 25 or under (unless otherwise informed by your ISP - some may only allow 5 or 10 messages per go).

Pause then for: This setting is used in conjunction with the "Reconnect Every" setting above. We recommend keeping it set at "5" (seconds). What this means, then, is that Group Mailer will send your message to groups of twenty five email addresses in each "session," with a pause of five seconds while it establishes a brand new connection.

(To make sure that everything is working you should click on the Test Settings button - this will allow you to send a test message using the settings you have just entered.)

Click on the "Apply" button at the bottom of the screen, and then click on the "O.K." button.

Step 9. You will be back on the "Email Setup" screen. Click on the gray "Next" button.

Step 10. You will be on the "Group/Recipient Setup" screen. If you wanted to, you could create a new group from this screen similar to the way we did in Step 2, above. For now, however, just click the "Next" button at the bottom of the screen.

Step 11. You are on the final screen of the Setup Wizard tutorial. Just click "Close."

Part 5: Sending Out Your Sales Messages!
Step 1 -Before sending out your sales message you will need two things:

(A) Your sales message (obviously!), and
(B) A list of email addresses to whom you are going to send your sales message.

As we've stated earlier, formulate your sales message in a Word document, being SURE to add the "no-spam disclaimer." Since each company has their OWN individual "no-spam disclaimer," even though you may be sending the SAME ad to every group, you should save this word document based on it's source. For example, the ad containing the "no-spam disclaimer" for FFANET would be saved as, "FFANET Ad." The ad containing the "no-spam disclaimer" for AdSaturation would be saved as, "AdSaturation Ad," and so on.

Let's set up a very short "dummy" message that we're going to have you send to a "group" right now! Since this is just for practice, the "group" you're going to send it to consists of just ONE person - YOU.

Below, between the two dotted lines, is the "dummy" message we're going to send.....

Now, then, simply copy and paste the dummy message into a blank word document (or just type it in...we purposely made the "dummy" message very short so you could do this).

On the main Infacta Group Mailer page, click on the "Edit Message" tab, if that folder is not already open. Click once, inside the empty "Message" block, so that the blinking cursor will now be there. Paste your "dummy" message inside the block.

Now click once, inside the empty "subject" block, so that the blinking cursor will now be there. Type in your Subject Line; for our test purposes, just type in "Group Mailer Test Email."

Go to the main tool bar at the top of the page. Click on "File" and a dropdown menu will appear with seven links in it. Click on the third link from the top entitled, "Save As." The "Save Current Message" screen will pop up. You will notice that in the "File Name" block, Group Mailer would automatically save your ad in it's files database under the name of whatever your subject line is. Well, we don't want to do that. So...delete what is currently in the "File Name" block.

If you'll recall form our discussion above, we are going to name our message files after a particular lead source, because each of our accumulated sales messages will ALSO have in them a particular "no-spam disclaimer." In the now-empty "File Name" block, type in "FFANET ad 01" (For our practice purposes here, we are going to pretend that our "dummy" ad is one which contains the "no-spam disclaimer" for FFANET. Also note that we're adding a "01" at the end - over a period of time, you'll have several different ads in your files, and this will help you to distinguish between them all.)

Click on the gray "Save" button in the lower right hand corner of the "Save Current Message" screen. The "Save Current Message" screen will close, and you'll be back on the main Group Mailer page, with the "Edit Message" file still open.

Group Mailer always keeps the most recent message you've used in the "Edit Message" file, but for our practice run, we don't want it there. So delete both the "Subject" and the "Message."

Well, we're done with the "Edit Message" file - for a while - but we'll be coming back to it shortly.

Before we can import a list of email addresses, we need to form a "group" into which we can import them. So click on the second of the three tabs titled, "Group Manager." You will now be in the "Group Manager" file. At the extreme right of the screen, click on the gray "New" button.

The "Add New Group" popup screen will appear. In the "Group Name" block, type in "FFANET 01-15." (Note: For our practice purposes, we're going to assume that you'll be importing the email address you received from FFANET on January 15.) Click on the "O.K." button, and you will notice that you now have a new group named "FFANET 01-15" which has "0" recipients in it.

Now we have to get some "recipients" (i.e. email addresses of prospects) into it.

Open a new Word document (we're going to pretend that this is your list of email addresses) and type in your MAIN email address three times, like so.....

yourname@yourmail.com
yourname@yourmail.com
yourname@yourmail.com

.....and copy your three email address to the windows clipboard, and go back to your Group Mailer.

Make sure that the group you just formed (i.e. "FFANET 01-15") is highlighted. At the extreme right of the screen, click on the gray "Import" button.

Click on "Import From File or Clipboard" on the small popup screen that appears.

Now, we'll be importing data from the windows clipboard, right? So check the SECOND choice, "Import the Recipient Data from the Windows Clipboard," and then click on the "Next" button. The next screen will ask you to "specify the format of the import data." If it is not already checked, check the second choice, "All Other File/Data Formats," and then click on "Next."

You will be on a "filter" screen. Do nothing here - simply click on the "Next" button.

The next screen allows you to select a "Destination Group" (or even create a new group). Since at this point you only HAVE one "destination group" (i.e. "FFANET 01-15"), that will be the default group in the white block. (Naturally, when you have SEVERAL groups formatted at a later time, you'll need to select the group into which you want to import data.)

Click on the "Next" button, and you'll be on the "Import the Recipient Data NOW" screen. Simply click on the "Start" button, and the "Import Progress" screen will pop up, showing you the progress of the operation. (Importing just three email addresses takes but a second; however, when you're importing three HUNDRED, or a THOUSAND addresses, it takes a little longer.)

In the "Import Completed" area, you will notice that you have "Added" 1 address, and that there were 2 "Duplicates." This is another nice feature of Group Mailer - it will not ALLOW you to import duplicate email addresses, but automatically filters them out FOR you!

Click on the "Close" button on the "Import Progress" screen, and then the "Close" button on the "File Importer" screen. You will see that your group "FFANET 01-15" now contains 1 recipient.

Since you are still in the "Group Manager" file, click on the "Edit Message" tab to go to the Edit Message folder. Notice that your "FFANET 01-15" group is now in the "Send To" field. Since that is the ONLY group you currently have, the "Send To" field will automatically default to it. Later on, when you have SEVERAL groups, you will need to pick which group you desire to send a particular message to by using the dropdown menu arrow to the right of the field.

Place the cursor in the "Message" field, and click once to position the blinking cursor there.

On the main tool bar at the top, click on "File" to make the dropdown menu appear. Click on "Open" to open your file of saved messages. Since you want to send the FFANET ad out, click on "FFANET ad 01" and then click on "Open."

Not ONLY has your ad now appeared in the "Message" field, but Group Mailer has ALSO placed your subject line into the "Subject Field!" Pretty cool, eh!?

(For the purposes of this tutorial, we are assuming that five days have gone by, it is now the 20th of January, and you wish to send your sales message to the group of email addresses you received from FFANET on January 15.)

At the bottom right hand corner of the "Edit Message" file is the gray "Prepare to Send" button. click on it.

The "Prepare to Send to....." screen will appear. (Naturally, the actual name of the group shown here will change, depending on the name of the group to which you are sending.)

At the top of the "Prepare to Send to....." screen are six tabs. These tabs, from top to bottom and left to right are: "Partial Sending," "Advanced Exclusion/Recovery," "General," "Email/Send Settings," "Custom Attachments," and "Filters."

The first block in the "General" file is the "To Group" block, and designates which one of your groups you are sending out your sales message. The "To Group" in the General file will be the same as the one you designated in the "Send To" block of the main screen of the "Edit Message" folder. Now, eventually you are going to have several groups in your "Group Manager" folder, so this block gives you a chance to double check that you are sending out to the group that you really want to. If it's not, you can change the group simply by using the down arrow button to the right of the block.

The second block is the "From" block, and once again shows the email address that will show in your emails; it is the same as the "From" block of the main street of the "Edit Message" folder.

Make sure the "Personal Send Mode" button is checked, if it is not the default value.

For the time being you can ignore the "Bulk Send Mode" and "Request Read Receipt" fields.

Simply click on the gray "Send" button in the lower right hand corner of the screen, and your sales message will start to be delivered to your list of email prospects in that particular group. The "Send - Results" screen will now pop up, showing you in real time the progress of your mailing. When you receive the "Message Successfully Mailed" message, you may click on the gray "Close" button in the lower right hand corner of the screen.

If you now check your email box you should find that your sales message has been delivered. (IMPORTANT NOTE: When you are done importing each group of email addresses into a particular group, you should always add YOUR email address at the bottom of the list. This will serve as a second confirmation that your mailing has gone out to your entire list, since yours is the LAST email address sent to.)

This is the last, but still VERY important step in your mailing process. Remember that you may email your sales message to each group of email addresses ONE TIME AND ONE TIME ONLY! Any additional mailings to the same group constitutes SPAM. Therefore, after each mailing you need to delete the group that you have just mailed your ad to.

Just click on the "Group Manager" tab to open the Group Manager folder. Click on the group you just mailed to in order to highlight it, and click on the gray "Delete" button to the extreme right of the screen.

The Infacta Group Mailer is a very complex, sophisticated piece of software - one that you will find INVALUABLE in your Internet marketing career. There are many, MANY things you can do with your Group Mailer that we have not gone over in this tutorial - our purpose here was to get you "up-and-running" with the Group Mailer's most important and basic features as QUICKLY as possible. We invite you, however, to explore the other features of Group Mailer at your leisure, once you have mastered the basics.

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