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User's guide

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What is Newsletter Manager Pro

Newsletter Manager Pro is a web-based e-newsletter publishing and subscriber management software. You can collect or import subscriber emails and other data, organize them into mailing lists, design and send personalized newsletters via email, view reports of your mailings and create follow-up mailings. It is loaded with utilities and features to support the whole process of subscriber and newsletter management. Newsletter Manager Pro is a complete email marketing solution. Demo

Features

New release Read what's new. Unlimited subscribers, mailing lists and newsletters. Real-time views & clicks tracking reports (see who/when opens or clicks the links in your newsletters). A powerful html editor with auto-save feature to design and/or import your newsletters. Send html, text and multi-part newsletters with attachments. Your newsletters are personalized for each subscriber (merging). Detailed in-depth reporting. Export your reports, subscribers, mailing lists etc to Excel spreadsheets. Automatic subscribe/un-subscribe processes. Unique experience for your subscribers. Fully customizable landing pages, welcome and goodbye emails. Double opt-in confirmation system helps you keep a clean list. Simple wizard to create sign-up forms for your website that can be placed in any page (asp, aspx, php etc). Several utilties to import and manage your subscriber and mailing lists (from Excel, csv, txt files and more). 1-click follow-up mailings and follow-up lists based on subscribers clicks and views behavior. Create mailing filters for highly targeted campaigns. Batch sending: send x emails every z minutes. Avoid server overloads and comply with any possible hosting limitations. Error control: you can resume the sending operation if it fails. Send images as inline (embedded). Send a web page as a newsletter by giving the URL. Add a link to read the newsletter in your browser. Collect subscriber birthdays and send birthday newsletters. Follow-up with your subscribers based on the date-subscribed. Send a welcome newsletter with a new sign-up. Pseudo-scheduling capability using Windows scheduled tasks of your pc (or the task scheduler). 'Forward to your friends' page. Public newsletter archive and customizable "Privacy page". Web-based, use it with your browser from anywhere in the world. Straightforward interface ensures ease of use and a short learning curve. Multi-language administration panel. Already available in several languages. Easy to translate in any language by editing a single file. Process bounced emails with the bounceManager add-on. Schedule your mailings using Npro Scheduler add-on. Newsletter Manager Pro is a built as an interactive web application using techniques such as DOM scripting, DHTML and AJAX. It is designed to give you a rich working experience and improved productivity.

Below you can read about Newsletter Manager Pro features in full detail. To see a demonstration please click here. Current release: v.7.20. Downloadable (zip file) from your account menu upon receipt of your payment.

License model

One-time license fee. No monthly fees and no per email fees. You acquire your own licensed copy to install and use on your own server. Includes 12 months of free updates, support and free installation from us if you need it. Buy extra licenses at 50% discount. Read more about licensing here.

Technical details

Runs on web servers with Windows 2000/2003/2008 operating systems. Large database support (MS Access, MSSQL, mySQL). Works with any standards-compliant SMTP server such as MS Exchange Server, MS IIS, MailEnable, IMail Server, SmarterMail, hMailServer, Merak etc. It is built in Active Server Pages (ASP) technology widely available and supported from hosting companies. Source code included. Ajax-powered. Works with all major email components. Easy to install and configure (5-15min).

For all languages and countries We have paid attention also to the needs of non-English speaking users by adding many localization capabilities. Newsletter Manager Pro is widely used in over 50 countries.

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General

Newsletter manager Pro is a powerful mass mailing solution that can be deployed instantly. It is an ideal newsletter software for businesses that run newsletter marketing campaigns or need an effective solution to communicate via email with their customers, prospective customers, employees, partners and other parties. It is an essential tool for any web site that wants to start communicating with its visitors. Targeted newsletter marketing is considered as the most effective, low cost method of electronic marketing. With Newsletter Manager Pro you can inform your customers about your new products and ideas, communicate your offers and seasonal promotions in an easy, effective and efficient way. You can place the subscriber forms it has in your web site (or create your own custom sign-up forms using a wizard) and start building your own legitimate subscriber list. You can use Newsletter Manager Pro even without a running web site. A Windows web server (Windows hosting) with support for MS Access and a mail server are sufficient. Newsletter manager Pro can also be installed in an intranet environment and function as an internal newsletter and bulletin distribution system. Why a web based application? Primarily because it is interactive, dynamic and complements your existing on-line business or site. Users cannot subscribe to your personal computer (pc). You can not have statistics when you send emails with a pc-based software and it is difficult (if not impossible for the average user) to connect to the existing database that he may have in his web site. A newsletter management system needs to be on the web. With Newsletter Manager Pro you also have a ready-made page (archive) to present your newsletters and entice your web site visitors to subscribe. You also have a dynamic 'Our privacy' page. Current release: 7.20. Downloadable (zip file) from your account menu upon receipt of your payment.

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Unlimited mailing lists / subscribers

[+] Screenshot You can have unlimited mailing lists. You can also have hidden lists (not publicly available to subscribe). Consider a mailing list as a grouping of subscribers that share some common characteristics or interests. A good and necessary tool for the management of your subscribers. Follow-up lists: with a couple of clicks you create a new list that contains the subscribers who opened/clicked or not and more. You can have and manage an unlimited number of subscribers. Subscribers can subscribe to multiple lists. Subscribers may select whether they prefer html or text emails. Subscribers can update their subscriptions on-line with ready-made forms that are included in the package. You can also create custom sign-up forms using a wizard in the admin panel. In this way you decide exactly what information to ask from your subscribers. Subscribers can have the status of confirmed (verified) or un-confirmed (un-verified). Integrated one click un-subscribe processes. Three alternatives provided: list opt-out, global opt-out, update settings (explained below in detail). Comprehensive utilities for subscriber and mailing list management. Add / remove / copy subscribers from one list to another. You can list un-assigned subscribers, delete them or assign them to a list. Several import utilities. Import your subscribers from a .csv or .txt file and Quick-Import from plain form entries. Connect to an external database (Access, MS SQLServer, mySQL) and import your subscribers directly on the fly. Very powerful feature that can also be used to synchronize your subscribers list. Example: you can periodically run this utility and only import the new entries (subscribers) that are found in your source database. Export your subscribers to a .csv or .txt or XL files. You can quickly delete subscribers by entering their emails in a form. This feature can assist with the management of suppression (scrub) lists.

Real-time views and clicks reporting

[+] Screenshots Examples of views and clicks tracking reports Summary report that shows views/clicks, unique views/unique clicks, related ratios, opt-outs and forwards. You can see if, who, when and how many subscribers opened your newsletter and/or clicked a link. Views tracking reports that also show the open-rate ratio of your mailing. By open-rate we define the ratio of subscribers who opened a newsletter to the total number of subscribers the newsletter was sent to. Example: an open rate of 65% means that 65 out of every 100 subscribers opened your newsletter. Clicks tracking reports per mailing and subscriber. Click-through ratios. Detailed reporting per link followed. Link tracking for html newsletters is automatic. For text newsletters you can have pre-defined link tracking . This is a unique feature not found in other similar applications. You can define tracking links and add them in your text newsletters. All reports can be exported to Excel.

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Follow-up mailings - A unique marketing feature

A unique feature of Newsletter Manager Pro is that you can create a follow-up mailing based on subscriber views and clicks behavior. With 1-2 clicks you can create a new mailing that will target only the subscribers who opened (or not) a newsletter, clicked (or not) on a specific link. This is done with the advanced filtering mechanism of Newsletter Manager Pro. Everything is done automatically in the background. In your summary report there is a 'Follow-up options' menu. For you it's just a couple of clicks (see screenshot below). With this feature you can focus your marketing effort on highly-qualified prospects and you can also follow up with the subscribers who were not responsive. See how it works in the demo. [+] Screenshot

Advanced filtering

You can perform advanced searches on subscribers using any of their available data. You can preview and export the results to Excel, create filtered lists (sub-lists) based on the search results and create filters that you can save, refine and use in your mailings. In the online help of Newsletter Manager Pro we provide tips about using this feature. You can see a list of all your filters and make changes to them. The birthday filter With Newsletter Manager Pro you can capture your subscribers birth day and month. You can create a birthday filter, a "Happy birthday" newsletter and make a new mailing activity that uses them. By applying the birthday filter the mailing will go only to the matching subscribers. Going a step further, you can use the Npro Scheduler to have "Happy birthday" emails sent out automatically. Follow-up by date subscribed With this feature you can implement the classic scenario of following up with your subscribers on specific days after they subscribed by sending a different newsletter on every day. Once again with the Npro scheduler you can have these mailings executed automatically.     Some other examples Using filters you can find and create a sub-list or a mailing filter of subscribers who: come from a specific country and subscribed after a certain date have a certain zip code have not updated their account since a given date come from the same company exclude from a mailing subscribers who bounced and much more...

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Rich Html Newsletters

Send all types of newsletters, Html, Text and multi-part. Add images and animations in your Html newsletters. One of the best on-line, what-you-see-is-what-you-get (WYSIWYG) html editors available today is included to compose your html newsletters. The editor offers options to paste html code or content of newsletters that were designed in MS Expression Web, MS Front Page, Dreamweaver or other similar applications. Among many other features the editor offers: advanced text, paragraph, table formatting and spell checking. Insert and manage assets like images, video, audio, flash animations. File manager add-on. Advanced image handling and lots of other features. Check it in the demo. Automatic saving of a newsletter. Using Ajax techniques Newsletter Manager Pro has an auto-save feature with a sould alert. Create a text version of an html newsletter with a single click. Save a copy of a newsletter with a single click (clone). This features facilitates the management of template-newsletters. Send multiple attachments with your newsletters. You can upload your attachments directly from the html editor using the "Attachments manager". A separate text editor is also included to compose your text newsletters with hard-wrap feature so you know exactly what your subscribers will receive. You can save your newsletters, edit them again later, save your changes and send a copy to yourself for testing. When you send a newsletter it is automatically marked as sent and stamped with the date and time it was sent. You can also save a copy of a newsletter Send images as in-line (embedded) with Persits AspEmail, CDO (sys) and Cdonts email components. Learn more about sending images inline. To paste html code click the button. This is a feature-rich editor. Visit the demo and take your time to discover how you can build eye-catching newsletters. With this editor you can incorporate styles and css into your newsletters, define background colors, images and a lot more.

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Newsletter personalization (merging)

With Newsletter Manger Pro you can have personalized email bodies and personalized subject lines. You can have an email subject like 'This is only for you John' instead of 'This is only for you Subscriber'. You can design personalized email bodies using smart tags (the subscriber's name, email etc) that you can place anywhere in the email body. When you compose an html newsletter you can use the Tag menu of the html editor to insert a smart tag. Each subscriber gets his own email and sees only his name in the <To:> field. You may also easily append your signature, your url, email and other company data using the built-in menus of the html editor.

Automatic subscribe, un-subscribe processes

Easily add an un-subscribe link in your newsletter using a simple menu. Newsletter Manager Pro offers 3 different un-subscribe actions that can all be included in the same newsletter: List opt-out (the subscriber opts out from the list he belongs and the newsletter was sent to). Global opt-out (the subscriber is completely removed from your system). Update settings (the subscriber can log in and update his subscriptions in a mini-site like page that's included in your Newsletter Manager Pro package). In the first two un-subscribe actions you can ask the subscriber to enter a reason why he un-subscribes. These reasons are saved in your database and you can see them in the admin panel. This is a great way to see why people unsubscribe from your newsletters and take corrective action. In both cases the administrator receives an email with the opt-out reason. Automatic email alerts are sent to the administrator when one subscribes (can be turned on/off in the admin panel). Efficient messaging system with 3 sets of email messages and screens: confirmation-required, welcome and goodbye messages. Related emails are sent automatically with each action. You may define all these emails and screen messages in the admin panel.

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Opt-in form wizard

In your admin panel there is sign-up form wizard. You select the fields (name, email etc) that you want and the wizard returns ready html code that you can place in any web page (html, asp, php, aspx pages etc). With this approach you can place sign-up forms in several remote web sites and handle the subscribe requests with a central installation of Newsletter Manager Pro. Furthermore, the code includes powerful javascript validation. Try it in the demo. The wizard also gives you the flexibility to define what should be required for the subscriber to complete. Example: you may have an opt-in form that asks for name and email but you only set the email as required. For each subscriber you can capture: first/last name, email, address, city, state, zip, country, password, html/text preference, 3 phone numbers, company, birthday and the lists he selects. In addition, you have 3 custom subscriber fields to define as you like (e.g. pet name, gender etc).

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Double opt-in confirmation

Newsletter Manager Pro has a double opt-in confirmation feature (also called double opt-in verification). You can enable it in the admin panel. How it works: When this feature is active, after the subscriber submits his email for the first time he is automatically subscribed with the status of un-confirmed (or un-verified). An email is automatically sent asking him to click on a personalized confirmation link. He clicks on the confirmation link and becomes confirmed (verified). A second email is automatically sent telling him that the subscription completed successfully. You can define all these emails as well as the screens that the subscriber sees in your admin panel. In addition, in the admin panel you will find a utility to send confirmation reminders to subscribers who failed to complete the verification process and a utility to delete un-confirmed subscribers older than a time period that you specify. Benefits This ensures that no person can subscribe someone else out of malice or error. You can ensure that nobody is spamming your system You raise your credibility and show your organization as a serious email marketer You maintain a high quality mailing list

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Multi-part newsletters

A multipart newsletter consists of two parts, an html part and a text part. If the subscriber's email client cannot read html then it will automatically show the text version (part). Both newsletters are personalized. Sending a multi-part newsletter is as easy as sending an html or plain text one. By sending a multipart newsletter you can ensure that your subscriber will see it properly even if she uses an old email program that cannot read html. Our tests have shown that a multi-part newsletter is treated "better" from spam-filtering engines.

Extensive email component support

Email component Html/Text Attachments Multipart Inline images CDO / CDOSYS + + + + CDONTS + + - + Persits AspEmail (or AspEmail)+ + + + + Soft Artisans Smtp mail + + + - Jmail + + + - Server Objects ASPMail * + + + - Dundas Mail + + + - EasyMail (QuikSoft) + + - - aspSmartMail + + - - Bamboo smtp + - - - OCX mail + - - - * When sending html emails with attachments using Server Objects ASPMail the html and/or the multi-part content is lost. This is a limitation of the specific component. + You need Persits with premium features installed to use the multi-part feature. All good hosts usually have premium features installed. With a test utility you can see what email components are supported at your server. Depending on the email component you are using, it may offer you more advanced features such as using a remote and/or multiple smtp servers, authentication, timing, queuing, in-line (embedded) images etc. Currently, authentication (if required by your host) is supported with all the above email components that have this feature. In addition with Persits AspEmail (premium features), CDO (sys) and Cdonts you can send your images as in-line (embedded). See what sending images as inline means. If you want to use another email component let us know and we will include it at no extra cost.

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Advanced error control - Resume your mailings

With Newsletter Manager Pro you can know exactly if your emails were sent and how many emails were sent. If the sending process fails for some reason (server goes down), or if an error occurs you are notified by email automatically. The mailing log entry is updated telling you why the operation did not finish and where it stopped. Then with a single click from your mailing activity table you can continue the sending starting from the subscriber it stopped. You also get a confirmation email when the sending operation ends.

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Send your newsletters in batches

Problem: I can only send 200 emails every 15 minutes! Solution: for legitimate reasons many hosting companies today restrict the amount of emails we can send per time period. You can conform to this restriction with Newsletter Manager Pro. You can define (using the admin panel), that you want to send for example 500 emails pause for 1 hour, send another 500, pause again and so on. Newsletter Manager Pro will do exactly that in a very smart way, without consuming server resources and without you being present. Just start the mailing and leave your browser open and your internet connection active. If you want to stop the process you simply close the sending window and continue the mailing later with a single click from your "mailing activity table". This approach works on any shared and dedicated hosting environment and does not require any external components. Sending in batches is also a good idea if you do not want to overload the server (both from a processing and bandwidth perspective). Newsletter Manager Pro was the first newsletter management system to introduce this feature.

Send a web page by the URL

You can send a full web page that is located on a web server by entering the URL of this page. You may also enter a subject for this newsletter. It is like sending an html newsletter. If you have used smart tags (like #subname# etc.) then the page will be personalized for each subscriber. With this method views and clicks tracking statistics work in exactly the same way when you send an html newsletter that is stored in your database.

Read the newsletter in your browser

Newsletter Manager Pro html editor has a button "Smart links" to add this link with one click. This is a very handy feature for many reasons: Since modern email clients block image downloading (unless you are a trusted/safe/verified sender for your subscriber), it is a good way to start your newsletter with such a link "Cannot see images?..Click here". It feels better to read a newsletter in a big window. The newsletter looks nicer. It is safer in cases where the subscriber's email client is old or problematic. The view of this page is captured. All clicks from this page are captured.

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Send a welcome newsletter with a new sign-up

You can select an html (or text) newsletter that will be sent automatically when a new subscriber subscribes. This option is independent of the welcome, goodbye and confirmation messages. Consider this feature as a one-time auto-responder. An automatically created first welcome email for a new subscriber. By using this feature you can get more people to sign-up to your newsletter. A good and proven way to get more people to sign-up to your newsletter is to offer them something they deem valuable for free. A gift. This can be a case study, a report, a survey, a sales coupon or any other information or offer that your would-be subscribers may consider as valuable. It should be specific to your industry and closely related to your target subscribers' interests. It can be in the form of software, gadget, e-book, pdf or other doc. Or perhaps a link to page that they can read online, watch a video or a presentation.

Pseudo-scheduling capability using Windows scheduled tasks or Task manager

Newsletter Manager Pro has a pseudo-scheduling feature that allows users to start the sending process by calling a page at the server from their local pc. This approach may be convenient for some users and is a fair alternative to true scheduling. It does not require you to install anything at the host server. You can schedule a mailing using Windows scheduled tasks of your pc (or Task manager). Full details about using this feature are provided in the online help and the user's guide. Your existing batch settings will apply. The result will be like any other mailing that you start manually. By exploring the advanced properties of the task you created you can refine the whole operation. You can even "wake up" your pc to run this task.

Easy to configure - simple to use and integrate

Easy to install . You can be live in about 5-15 minutes. You simply copy your files in your wwwroot directory that your host has provided you. Free installation from us if you need it. Active after-sales support. You only need a web browser to customize and manage Newsletter Manager Pro. Be productive immediately. We are delighted to hear from our customers how easy to use this application is. Unlike similar products the user interface is quite intuitive. It is built in Active Server Pages and Javascript (Ajax). No dll's, no cgi's. Full source code is provided well commented on every step. Not obfuscated, not encrypted. Easy to integrate with your existing web site so you can collect your visitors' emails right from your site and start building your subscribers' list. We provide detailed instructions on how to integrate Newsletter Manager Pro with an existing web site in the User's Guide. The most simple way is to create a sign-up form using the wizard and place it in your website. Allows multiple administrators (non independent). A detailed illustrated User's Guide with how to's and tips makes things easy even for novices. Multi-language administration panel. You only need to translate a single languages file if you want to use it in a language other than English. No need to change anything in the code. Already translated in several languages. No programming skills needed in order to use Newsletter Manager Pro. We have taken every possible effort to make an easy to use and intuitive newsletter and subscriber management system having in mind the average non-technical user.

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Performance considerations

Large database support: Newsletter Manager Pro by default uses an MS Access database. The code is optimized and ready to run with Microsoft SQL Server (2000/2005/SQL Server Express) and mySQL (4.1.2a or higher). You can create the tables with the scripts we give you (included in the package at no extra cost). You can use a string or a dsn connection to any of these databases simply by changing two lines of code. No need for other code changes. Details are provided in the User's Guide. Newsletter Manager Pro is widely used by sites managing from 200 to 2 million subscribers. Certain clients use it even with more subscribers. However, managing such large numbers of subscribers would require that you use a professional database (MS SQL or mySQL), a powerful host server and plenty of bandwidth. You can send a virtually unlimited number of emails with one click (in one go). However, by using the batch sending feature you lower the load on your server, you spread evenly in time the generated traffic and you overcome any restrictions that your host may impose on the amount of emails you can send per time period. The number of emails that can be sent per hour depends on your server's specifications and load and on the email component used and this varies from 5000 to 35000 emails per hour.

Bounced emails processing (add-on)

Using the bounceManager add-on you can also process bounced emails. Details here.

Scheduled mailings (add-on)

You can schedule your mailings with the Npro scheduler add-on . Details here.

Demo

For a demonstration of Newsletter Manager Pro please click here.

Requirements

Windows 2000/2003/2008 web hosting with support for Active Server Pages (ASP) and at least one of the email components mentioned above. If you are hosted at Windows 2000/2003 servers then you will probably find CDONTS / CDO(sys) email components already installed. The dynamic html editor of the administration panel works with all modern browsers: Internet Explorer (IE) 5.50 or higher, latest version of Netscape, Mozilla & Firefox (for Windows & Mac OS X), Safari & Chrome. Please note that certain secondary features (of the html editor only) may be different depending on the browser you use. To see exactly what features you will have visit the demo and try the editor with your own browser. Your subscribers can use any type of browser to interact with you (opt-in/-out, read the newsletter archive and privacy page).