Email Marketing For Clubs Groups And Businesses
If your bulk emailing is on behalf of a business or organization, my recommendation is to use a web-based email marketing service. Mailchimp’s free version is popular with non-profits and small businesses because it lets you send up to 12,000 emails per month, with up to 2000 subscribers. So, for example, you could send to a list of 400 people every day of the month a list of 1000 people twelve times a month, etc. You don’t even need a credit card to sign up.
If you need to send larger volumes, check into Aweber or Constant Contact for more robust email marketing services. MailChimp, Aweber, Constant Contact and similar services all have certain benefits that are important for people who email to large groups on a regular basis. Management of your list, professionally designed email templates, handling of bounced emails, and the ability to customize messages for each recipient are lacking in the do-it-yourself approach. They also have relationships with the major ISPs, to help ensure high delivery rates. In return, they help to minimize unwanted email by requiring that senders have permission, and recipients can easily remove themselves from a mailing list.
In all cases, getting permission is key. If you’re sending to people with whom you have no existing personal or business relationship, you’re likely to raise red flags and possibly lose your account. Here’s a list of best practices for communicating effectively via email to large groups:
Why You Shouldnt Send Mass Emails In Outlook
Unlike dedicated email marketing services, Outlook isnt designed for sending mass emails. Use it for this purpose and youll be quickly frustrated by the following factors:
- A daily email limit: Like most Internet Service Providers , Outlook limits the number of emails you can send per day to 300
- Absence of email design features such as email templates and coding resources
- No reporting or analytics features to see how campaigns perform
- Mass emails sent from an ISP are often flagged as spam by both other ISPs and email recipients. Because webmail is designed for personal use, this activity is considered suspicious.
- Higher chances of your mail server IP address getting put on a blacklist which means itll be rejected by all other servers
How To Edit A Contact List In Outlook
What if you want to add a new email contact or remove contacts from your Outlook email list?
Just create a new email message in Outlook and type the name of the list in the To field. Then, right-click on the list and select Edit Contact.
The contact group tab will then open, and you can add new members or remove members easily!
Note: This process remains largely unchanged irrespective of the platform you use with Outlook.
And thats it!
Now you know how to create and edit contact groups in Outlook.
But the real question is:
Is using Outlook the best option when it comes to creating email groups?
And heres why:
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Why Should You Use Bcc
BCC is an effective way to avoid the obstacles that weve previously talked about in this article. It allows you to send out an email to a few dozen recipients without looking like youre sending a SPAM email. You will also be able to hide all the recipients, so youll avoid that the recipients will be aware of the other recipients.
BCC is a common way to send out a mass email and hide the recipients. However, as mentioned in this article, it wont allow you to personalize the email in any way. You will send a generic mass email to all the recipients and wont be able to add any personal data such as:
The recipients company name.
A Better Alternative To Bcc
If you plan to regularly send emails to groups, especially sizable ones, we encourage you to steer away from using BCC and use an email distribution list or an email sending tool like Mailchimp . Doing this will give you and your recipients more control over sending and receiving emails. It will also make it easier to update the list youre sending emails out to.
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Create A Contact Group From An Excel List
If you have a lot of business or personal contacts that you keep in an Excel spreadsheet, you can import them straight into Outlook.
Then you can create a contact group using the imported contact information.
Unfortunately, you can’t import a list of contacts from Excel directly into a distribution list, but you can import the contacts into your Contacts folder, then use the instructions above to create a distribution list from those contacts.
For information about importing contacts from Excel, see Import contacts to Outlook.
Use An Email To Create A Contact Group
If youre always emailing the same group of people, you can create a contact group that includes all of the recipients by using a previous email that you sent to them. Then, the next time you want to contact them or schedule a meeting with them, you can add the contact group to the To line of your message, instead of adding each person individually.
Open an email that was sent to the people you want to include in the contact group.
In the To or Cc box, highlight all the names with your mouse.
Right-click your selection, and then click Copy, or press Ctrl+C.
In the main Outlook window , clickPeople on the Navigation bar
Click New Contact Group.
Type a name for your contact group, like Special Projects.
Click Add Members> From Outlook Contacts.
In the window that opens, right-click inside the Members box, and click Paste, or press Ctrl+V.
The people from the email will appear as a list of members for your contact group.
Click Save & Close.
Contact groups show up in your list of contacts, along with individual people. You can tell the difference by the icons that appear to the left of the names in List view. The card icon is for individual contacts and the people icon is for contact groups.
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How To Store Personal Information
You can either collect all the personal details of your recipients in your own lists or create a new spreadsheet. Paste the email addresses in the first column and create additional columns to add more information such as the first names.
If youre sending out a mass email to recipients, such as your clients, you might already have all this information as theyve submitted it they signed up for your product or service. If they havent submitted this information, you can simply check the emails theyve sent you to get their first name and additional personal information.
The popular email clients do not allow you to add any personalization to your mass email. Some might offer paid extensions to do so but require additional technical steps to ensure you are sending your emails properly. For most people, it is recommended to use a different type of software to send mass emails that allow you to hide the recipients so you will be able to add personal information in the email.
At Anyleads, we understand the importance of sending personalized emails that your prospects or current clients will engage with. And we also understand that you dont want to spend hours creating lists of personal information to use in your personalized emails. Thats why we offer an efficient database with a lot of information about your prospects and clients, which you can then use within your own email outreach campaigns.
Fix Typos And Field Errors
This is just low-hanging fruit:
This is table stakes an absolutely needs to be done before you send out mass emails. If you have too many contacts in your email list, just use a data cleaning tool to do it for you.
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How To Create A Group Email List In Yahoo Mail
1. Sign into Yahoo mail, and then click on the “Contacts” icon in the top-right corner of your inbox.
2. Click “Lists,” then hit “Create list.”
3. Name the list, then search for the names you want to add using the search bar beneath “Add contacts.” Note that they’ll need to have been added to your contact list already. If they aren’t a contact, head back to the main Contacts screen and click “Add a new contact” at the bottom.
4. Click “Save.”
5. To add or remove members, go to the Lists menu again and click “Edit” next the list you want to change.
6. To send a group email, select “Compose” and then in the “To” field enter the name of the email list you created. Write and send your email like you would any other.
Create And Send Personalized Emails
Double-click the distribution folder you created to display the list of contacts on the screen. Select the “Home” tab on the ribbon bar and choose “Mail Merge” from the Actions panel.
Choose “All contacts in current view” to use the contacts in the distribution folder. Select “All contact fields” to make all contact fields available for use when personalizing the email.
Choose “New Document” to create a new personalized email template and then click “OK” to launch Microsoft Word.
Create the personalized email in the Word document that Outlook opens for you. Choose “Insert Merge Field” and select the appropriate contact field to fully personalize the message.
Select “Finish & Merge” and then “Send E-Mail Messages…” Select the contact field that has the email address, enter a subject line for the message and select the format of the message, such as HTML. Select “OK” to send a personalized email to everyone on your distribution list.
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Put All The Images Into A Single File
If you have more than 5 or 6 photos to send, its going to be much easier to send them as a single archived file .
To create file archives, were using 7-Zip as its free and high performance, however there are many options available here.
After installing, simply select all of the files you want to add, right-click on the group and Add to archive.. . It will create a single .zip file with all of your photos in it.
On Macs, selected the files then Control-click and select Create Archive. For Chromebooks, see here.
If you have previously resized the images, you may have two copies of each photo , so check that youre only selecting the smaller versions when creating the archives.
Responsive Designs And Layouts
Its no surprise that so many marketers are tailoring their campaigns to fit with the mobile trend. Mobile is quickly becoming king of content consumption. Today 4 out of 5 Americans do their shopping online, 60% of consumers use their mobile devices to do online research, and most relevant to our conversation, close to 50% of email users open those messages on their mobile devices. And best of all, email brings in 40x more new customers for businesses versus Facebook or Twitter.
Bottom line, if you want consumers to relate to your product or services, you had better be mobile-friendly. Of course, your email marketing platform needs to accommodate this ever-growing need. Check that your emails look good on the various mobile devices out there, your images load properly, layout isnt cut off or reduced, and elements are not misplaced when being viewed on smartphones or tablets.
Additional features always sweeten the pot. Top name email marketing services offer excellent feature toolkits that will only add to your email campaign efficacy like SendinBlues targeted SMS messages.
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How To Send An Email To A Contact Group/distribution List In Outlook
Its easy to add a recipient in composing email in Outlook. But, do you know how to add a contact group as recipients in an email? There are two solutions to send an email to a contact group/distribution list in Outlook.
Send an email to a count group/distribution list when opening the contact group
After opening the Contact group window in Outlook, you can also create a new email with the recipient of current contact group.
1. In the Contacts view, find out the contact group and double click to open it.
2. In the opening Contact Group window, please click Contact Group> Email. See screenshot:
3. Now a new email is created with the recipient of current contact group. Please compose the email and send it.
Benefits Of Using Bcc
Using the BCC field to send an email message to a large group of people has a number of benefits, including:
- The privacy of email addresses is protected in the original message. Recipients will receive the message, but won’t be able to see the addresses listed in the BCC field.
- When an email is forwarded, the addresses of everyone in the To and CC fields are also forwarded along with the message. Addresses that have been placed in the BCC field are not forwarded.
- If you have placed a large list of recipients in the To or CC field, all of them will receive the reply. By placing recipients in the BCC field, you can help protect them against receiving unnecessary replies from anyone using the Reply All feature.
- Many viruses and spam programs are now able to sift through mail files and address books for email addresses. Using the BCC field acts as an anti-spam precaution. It reduces the likelihood that recipients will receive a spam message or a virus from another recipients infected computer.
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How To Send Personalized Emails From Outlook Using A Distribution List
Outlook’s Contact Groups feature helps you create personalized emails through a mail-merge, similar to the way that you print mailing labels or form letters from Word. However, Contact Groups, formerly called Distribution Lists, can’t be used in a mail merge or even exported to a file. Reselect your contacts and group them in a different container such as a Contact Folder, especially if you plan to email the group frequently.
Use Your Hosting Anonymous Ftp
If you have your own web hosting account, you can use the anonymous FTP feature thats usually included with these accounts.
Checkwith your web hosting provider if youre not sure if you have this featureenabled.
Ifit is enabled, when youre logged into cPanel, just visit the FTP section andlook for the username of the anonymous account. Select Configure FTP Client tosee the server name that your email recipient can use to make the FTPconnection.
Allyou need to do is use your own FTP client to upload your oversized files to theanonymous FTP folder inside your web hosting account.
Thefolder for this is usually called something like public_ftp.
Afteryou send the FTP details to your recipient, they can use their own FTP clientto connect to the anonymous folder and download the file from the public_ftpfolder.
Thisis an approach you may need to use for very large files, such as very largevideo files that are many gigabytes in size.
Thefile transfer may take a while, but this is the kind of file transfer that FTPtechnology was intended for.
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