Email Newsletter Hosting Owners Manual

Thank you for choosing Net Atlantic to host your mailing list. Your new mailing list is now ready for you to use. You can add new members to your list, post a message to the list, and otherwise administer and use your new mailing list. We suggest you carefully review this document, as it will likely answer many of your questions. You should also PRINT AND SAVE this email message for future reference.

In this Owners Manual:
1) Mailing List Software
2) List Administrator Information
3) How to Administer Your List
4) How to Create A Message Using the Control Panel
5) How to Send A Message Using the Control Panel
6) How to Test your message using the control panel
7) How to Send A Message To Your List by Email
8) When to Include Your Password
9) How to Create an HTML Web Page Email Message
10) How to Add People To and Delete People From Your List
11) Additional Ways to Add and Delete Subscribers
12) Your List Welcome Message
13) Virtual Mail Server Information (list.yourdomain.com)
14) How to Get A Member Listing
15) ADVANCED USERS ONLY - How to create a Segment
16) ADVANCED USERS ONLY - How to get a Member Listing of your Segments
17) ADVANCED USERS ONLY - How to create Tracking Code for your Mailings
18) Options For Discussion List Owners
19) List Administrator Topics
20) Getting Help With Your Mailing List

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1) MAILING LIST SOFTWARE

Your mail server uses Lyris List Manager server software. Lyris is the leading commercial mailing list software available. It is a very powerful, feature-rich list management program, and provides many functions for announcement lists, discussion lists and email marketing campaigns. For more information about Lyris, see www.lyris.com Lyris is a server-based Email mailing list program that you run by using your web browser and / or by sending email commands. There is no mailing list software for you to buy or install on your computer. All you need is an email program or a web browser.

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2) LIST ADMINISTRATOR INFORMATION

As the list administrator, you control all functions of your list. You can subscribe people, unsubscribe people, post messages to the list, add message footers and headers to all messages, change your "mail from" and "reply to" address, ban members, moderate the list, and much more. You can also add other list administrators to the list if desired.

Here is your list information:

Name of your list: LISTNAME

Mail Server Name: VIRTSERVER

List Administrator Name: ADMINNAME

List Administrator Email Address: ADMINEMAIL

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3) HOW TO ADMINISTER YOUR LIST

A SPECIAL NOTE ABOUT LIST ADMIN SETTINGS
List administrators should be careful not to subscribe themselves again to their mailing lists with the same email address. If you do this, you will overwrite your admin settings and in effect change your status to a regular list member. As the list admin you will always get all messages sent to your list. If you want to get additional messages, just add an additional email address such as a hotmail or yahoo address, for example.

As the List Admin, you can manage the list in two easy ways: web based control panel, or email commands. Most list administrators use the web based control panel for most admin functions, since it is easier to use.

- WEB BASED ADMIN WITH CONTROL PANEL

3a) Go to http://VIRTSERVER

3b) Enter your email address and password exactly as listed:

Email Address: ADMINEMAIL

Password: ADMINPASS

3c) Click on the OK button, and you will be logged in to your list

This will give you access to your list functions with the web based control panel.

Note: If you have requested the virtual mail server option (such as list.yourdomain.com), please see section 13 of this Owners Manual for additional information.

Note: If you prefer the previous Lyris user interface used in Lyris 4.0 and 5.0, use this login URL:
http://VIRTSERVER/cgi-bin/lyris.pl?site=SITENAME&page=admin

- E-MAIL ADMINISTRATION

You can also send email commands to your list to manage your list. Here are some commonly used email commands: http://www.lyris.com/help/EmailCommands.html To use email commands, send email from ADMINNAME <ADMINEMAIL> to lyris@VIRTSERVE

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4) HOW TO CREATE YOUR MESSAGE USING THE CONTROL PANEL

Log into the control panel as list administrator
Click on the Mailings tab
Click on the New Mailing link
Type in your "MailFrom" address - example: CompanyName <email@company.com>
Type in the Subject of your message
Under the Message tab you can either:
paste your message in the Text box (if you are sending it as plain text);
or paste your message into the HTML box (if you are sending it as HTML);
or paste your message into both boxes if sending in both formats
Click Save
Under the Schedule tab
You can queue it for approval
OR
You can place a time for sending out your mailings
Use the following date formats for scheduled mailings:
YYYY-MM-DD HH-MM-SS or MM/DD/YY or YYYY-MM-DD

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5) HOW TO SEND YOUR MESSAGE USING THE CONTROL PANEL

Click on Mailings tab
Click on Need Approval link
You will see your queued messages
Click on the Send Now link for messages you want to be sent out
When you click on Send Now you will be taken to another page
that will ask for a confirmation to send it out
Click OK

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6) HOW TO TEST YOUR MESSAGE USING THE CONTROL PANEL

Click on Mailings tab
Click on Need Approval link
You will see your queued messages
Click the Test link
You will taken to a page called Test Mailing
Write in the email address you wish the test message sent to
Click OK

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7) HOW TO SEND A MESSAGE TO YOUR LIST BY E-MAIL

Compose your message in any email program. Your message can be plain text, formatted text with bold, italics, and colors, or html format, and can also contain an attachment.
Include your password somewhere in the body of your email message, preferably at the end of your message as the last line of your email. This password will be automatically removed by Lyris.
Be sure your email is sent from: ADMINNAME <ADMINEMAIL>
note: THIS EMAIL ADDRESS MUST MATCH YOUR LIST ADMINISTRATOR NAME AND EMAIL ADDRESS
If you need help changing your "mailfrom" address, go here:
http://newsite.netatlantic.com/support/web_hosting/faq.html#12
After checking your message for spelling, formatting, etc., send your email to: LISTNAME@VIRTSERVER

If your message is accepted, it will be sent out immediately to all members on your list. You will also get a copy, since as the list admin you are also a member of the list. If your message is rejected and returned to you, Lyris will include a description of why your message was rejected. This will help you determine what you need to do to successfully send a message to your list.

Lyris checks for 3 important parts of your email before sending:
- the message includes the password in the body of the message
- the list admin is a member of the list
- your message is sent from the List Admin with the exact same spelling of both your name: ADMINNAME and your admin email address: <ADMINEMAIL>

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8) WHEN TO INCLUDE YOUR PASSWORD

If you are sending mail to your list by email, you DO need to include your password with your email message. We suggest putting your password in as the very last line of your message. (The password is automatically removed before your message is sent out.)

If you are sending mail to your list with the control panel, you do NOT need to include your password with your email message (since you already used it to log into your list).

Note: If for some reason your password is released with your message and sent out to your mailing list, you should simply change your password. To change your password, go into Members - Edit Member and edit your admin account and password.

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9) HOW TO CREATE AN HTML FORMATTED WEB PAGE E-MAIL MESSAGE

Note: the HTML format is great for announcement lists, but is not normally used for discussion lists.

If you want to create a more attractive and functional email message with colors, images, tables, built-in forms, and more, you will want to create and send HTML email. HTML email is essentially a web page sent via email. For more information on HTML email see: http://newsite.netatlantic.com/products/email-newsletter-hosting/index.html

Here's how to create an HTML email message:

9a) Using your favorite HTML web page creation program (Microsoft Front Page, Macromedia Dreamweaver, Go Live, PageMill, etc.), compose a web page which will actually become your email message. Use colors, fonts, tables and even forms built into your web page message to create your email.

9b) Check your HTML code and be sure to use absolute URL references (use the full path) for your images, links and forms. This is very important. For example, you must use something like: http://www.mydomain.com/images/banner.gif rather than just banner.gif If you do not use the full path to your graphics, they will not show in your email message. If you do not use the full path to your URLs, or forms, they will not work in your email message.

9c) Once your web page is ready, select the source HTML code, copy it, and paste this code into the HTML section when sending your mail.

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10) HOW TO ADD PEOPLE TO AND DELETE PEOPLE FROM YOUR MAILING LIST

Special Note: By design, the mailing list software will never add the same identical email address twice to a list that the email address is already on. As a result, you never need to worry about having duplicate email addresses on your list.

10a) Adding Your Members Initially

If you like, Net Atlantic can add all your list members for you initially at no cost. Email your list to support@netatlantic.com, in plain text format, one email address per line. Any of these formats is acceptable:

bob@somewhere.com (Bob Somebody)
bob@somebody.com
Bob Somebody <bob@somebody.com>

We can also accept lists in Excel, Access, Word and other popular formats. If you prefer to add your list members yourself, here's how:

10b) Using the Control Panel to Import email addresses
(this is the preferred method)
note: if you want to learn more about various list import options and additional import fields available, go here:
http://newsite.netatlantic.com/support/email-newsletter-hosting/manual-listmembers.html

Click on the Utilities tab
Click on the Members link
In the drop down box, select Import Members From File
Click on the Go button
Choose the File type
Choose the Action you wish to happen when you add your new members
Select the file on your computer where the emails are stored
(use the Browse button to find it)
Click on the Import button
NOTE: Your file of email addresses to import must have the correct format of email addresses to work correctly - see: http://newsite.netatlantic.com/support/email-newsletter-hosting/manual-listmembers.html

10c) Cut and Paste your email addresses into the Control Panel

Log into the control panel as list admin,
Click on the Utilities tab
Click on the Members link
Select the drop down box, and choose the option Create Many New Members
Click Go
Paste your new members into the text box provided, one email address per line, click save

The amount of email addresses which can be pasted in at one time can be as high as 10,000 or more. However, this depends on your Internet connection and other variables. Sometimes it can make more sense to simply use add and delete commands by email. See below:

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10e) Deleting List Members using the Control Panel

Click on the Utilities tab
Click on the Members link
Find the Address you want to delete and click the Delete link

10f) Deleting List Members with Email Commands

Send email from: ADMINNAME <ADMINEMAIL> to lyris@VIRTSERVER
No subject needed.
In the body of the message type

emailaddress1@domain.com
emailaddress2@domain.com
emailaddress3@domain.com

Note: If you want your deleted subscribers to receive your list goodbye message or the default goodbye message, do not include the word "quiet" above.

10g) How to Add a New List Administrator

Click on the Utilities tab
Click the Administration link
Click the Admins link
Click the List Administrators link
Click on the Create New Administrator button
Write in their email address, their name and a password
Click on the Advanced settings tab
Click on drop down box and change setting to
"No, never put this member on hold"
Click on the Save button

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11) ADDITIONAL WAYS TO ADD AND DELETE SUBSCRIBERS

Here are four ways to add / remove subscribers from your list:

11a) HTML CODE FOR ADDING MEMBERS FROM YOUR WEB SITE

Using the Control Panel to create HTML code for adding new members:

Click on Utilities
Click Other
Click on Subscribe Forms
Choose the options you want and
Click Get HTML
Copy and paste code into your own website

11b) SERVER WEB FORM
You can link from your web site to this web page which allows people to easily join your list. You can also simply add people yourself one at a time with this web form.
http://VIRTSERVER/cgi-bin/lyris.pl?join=LISTNAME

11c) TO JOIN YOUR LIST WITH E-MAIL ADMIN COMMANDS
(note: these can also be used from within any web page form on your site)

email based subscribe: send a blank message to
join-LISTNAME@VIRTSERVER

email based unsubscribe: send a blank message to
leave-LISTNAME@VIRTSERVER

11d) SAMPLE FORMS
Use our sample forms on your own web site to subscribe and unsubscribe members in real time. Be sure to edit the HTML source code on your form:
http://www.emailpro.com/sample-forms.html

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12) YOUR LIST WELCOME MESSAGE

If you have provided us with your Welcome Message when you signed up, we have set up your welcome message for you. When a new member joins by email or a form on your site, they will receive your welcome message.

EDITING YOUR LIST MESSAGES (welcome message, goodbye message, etc.)

Log into the control panel,
Click the Utilities tab.
Click on the link List Documents
Click on an existing document link to edit it or click on "create new document"
Add or edit the essential information, name, subject and body
Click Save.

Note: In addition to a list welcome message, you can create a list goodbye message, confirmation message, help message, autoresponder message, and more. For these options see the advanced tab.

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13) VIRTUAL MAIL SERVER INFORMATION (list.yourdomain.com)

If you have requested the virtual mail server option, please follow these instructions to make this new setting operational for your list:

http://newsite.netatlantic.com/support/email-newsletter-hosting/manual-virtual-mail-server.html

Once your ISP or web host has set up your C-Name (virtual server name), the Virtual Server name will start working in about 24 hours (as it propagates throughout the Internet). Until it is operational, you can always substitute list.yourdomain.com with VIRTSERVER, such as in
http://VIRTSERVER/cgi-bin/lyris.pl?site=SITENAME&page=admin

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14) HOW TO GET A MEMBER LISTING

>From time to time you may want to get a complete listing of your list members, perhaps for storage, archive or backup purposes. Here's how to do it:

14a) How to download your member list

Click on the Utilities tab
Click the Members link
Click on the Floppy Disk icon (located below the 'create new member' button)
You will be taken to another page and asked if you want to save the file that will be created. Click on the Save button
A popup box will appear asking you what you want to do with the file
Leave the radio button on Save the Disk to File
Click OK
Choose a place to store the file on your computer, such as 'mysubscribers.txt' or 'mysubscribers.csv'

14b) Using the Contol Panel to display specific groups of members

Click on Utilities tab, click on members link
Click on the drop down box, choose find members
Click on the Go button
Click on the Status tab
Click on the drop down box and choose the type of member you want to find
Click on the Go button and your specific group of members will be displayed.

14c) How to get a member listing using Email Commands

Compose an email message from ADMINNAME Send the email message to: lyris@VIRTSERVER
Blank subject line
In the body of your email, type in the following, and send

You will get a return email message from the mail server with a list of all your active list members.

You can also get lists of unsubscribed members, held members and all members by adding an additional word command after your list name. Here are the additional variables:

review LISTNAME all (returns members of all types)
review LISTNAME names (returns the email addresses and names only)
review LISTNAME full (returns email addresses, names, and other information)
review LISTNAME held (returns only those members who are on hold)
review LISTNAME unsub (returns only those members who have unsubscribed)

More information is at: http://www.lyris.com/help/Review.html

You can also view list member status with the control panel. Log into the control panel, go into MEMBERS, and select the drop down box that says "normal (active) members only". Change this to "unsubscribed" for example. Then click the button SHOW. This will give you a list of your unsubscribed members. (Unfortunately, you cannot easily copy and paste this display).

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15) ADVANCED USERS ONLY - HOW TO CREATE A SEGMENT:

Click on Segments
Click on Create New Segment
Name your segment and provide a description
In the Query Box write this simple query
members_.UserID_="yoursegmentname"
Click Save

To add members to your segment using the code created in the Query Box you will need to write "yoursegmentname" into the UserID section of the email address(es) that you want to include in this segment. To do this:

Click on Utilities tab
Click on the Members link
Click on Create Many Members or Create New Member (if it is just one address)
Paste in the email address(es) under the the Basic tab
Click on Advanced Settings tab
In the User ID text box write in "yoursegmentname"
Click Save

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16) ADVANCED USERS ONLY - HOW TO GET A MEMBER LISTING OF YOUR SEGMENTS

Click on the Segments tab
Choose a segment by clicking on the Test link
You will see the members to the segment.
Click on the Floppy Disk icon (located above the view link)
You will be taken to another page and asked if you want to save the file that will be created
Click on the Save button
A popup box will appear asking you what you want to do with the file
Leave the radio button on Save the Disk to File.
Click OK
Choose a place to store the file on your computer, such as 'mysubscribers.txt' or 'mysubscribers.csv'

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17) ADVANCED USERS ONLY - HOW TO CREATE TRACKING CODE FOR YOUR MAILINGS

Click on the Utilities tab
Click on the Other link
Click on the Clickstream Tags link
Name the tag in the text box
Click Ok
Please copy and paste the code created into the HTML of the web page you want to track.

You must include some kind of tracking in your message--clickthroughs, opens, or HTML detection--in order to track clickstreams

To enable tracking when you create a message do the following:
Click on the Mailings tab
Click on the New Mailings link
Click on the Tracking tab
Change the settings for Opens and HTML
Click Save

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18) OPTIONS FOR DISCUSSION LIST OWNERS

ALLOWING YOUR MEMBERS TO CHANGE SETTINGS WITH CONTROL PANEL
(such as digest mode, no mail (vacation status), etc.)

Note: to allow your list members to change their list settings you must first change a couple settings for your list. Go to LIST INFO and under SECURITY FOR SUBSCRIBERS under RESTRICT MEMBER OPTIONS choose ALLOW MEMBERS TO SET OWN OPTIONS. Also if you would like to offer a digest option to your list members, scroll down to ARCHIVES and under SAVE ARCHIVES choose Yes, Save and Archive Messages sent to this list.

Then simply give your list members this address which will allow them to change their delivery options:

http://VIRTSERVER/cgi-bin/lyris.pl?enter=LISTNAME

ALLOWING YOUR MEMBERS TO CHANGE SETTINGS BY E-MAIL

To change to digest mode send an email to
yourlistname@VIRTSERVER with the message:
set LISTNAME digest

To go back to receiving regular individual emails as they are posted to the list send an email to
yourlistname@VIRTSERVER with the message:
set LISTNAME mail

To go "no mail" (if you will be on vacation and don't wish mail to pile up in your mailbox) send an email to yourlistname@VIRTSERVER with the message:
set LISTNAME nomail

To go back to receiving regular messages (when you return) send an email to yourlistname@VIRTSERVER with the message: set LISTNAME mail

To obtain an instructional list of commands send a blank email to information@VIRTSERVER

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19) LIST ADMINISTRATOR TOPICS

LIST OPTIONS: Your mailing list has been set up with the most popular features, options and settings. Although you may change your list settings under the control panel, care should be taken when making changes.

ANNOUNCEMENT LIST OWNERS: You send one message to the list address, and your message is delivered to all the people on your mailing list in a matter of minutes. The list administrator (you) can post to the list, but no one else can.

DISCUSSION LIST OWNERS: A discussion list is essentially an "open" list. Any list member can post a message to the list, which gets delivered to every other list member.

LIST MODERATION OPTIONS: To moderate (approve or deny) messages sent to your list, you can use the moderation feature of your list. To turn on list moderation, go to LIST INFO and under POSTING PRIVILEGES AND MODERATION under MODERATED choose Moderated - All Messages Must Be Approved. List moderation can be used for both announcement or discussion lists.

YOUR PASSWORD: For the highest security of your mailing list, we have assigned you a secure password with 9 total characters consisting of a combination of both letters and numbers. Although we do not recommend it, if you want to change your password be sure to select a new password with at least 9 characters containing both letters and numbers.

RESOURCES FOR LIST OWNERS

Discussion List owners may want to review some of these guides and resources:
http://www.emailpro.com/articles/

Announcement List owners will want to make sure to avoid using these words in their email:
http://www.emailpro.com/articles/junkmailfilters.html

TRAFFIC AND MEMBER REPORTS

Your list is set up to receive periodic reports by email with the number of subscribers, new subscribers, people unsubscribed, and more. You can also recieve details about your mailings by doing the following:

Log into the Control Panel
Click on the Reports tab
Click on the Mailings link
Click on the Delivery Statistics link
Click on the Name of the Mailing you want to see

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20) GETTING HELP WITH YOUR MAILING LIST

There are several ways to get help using Lyris:

Wiew the Lyris online user manual at:
http://www.lyris.com/lm_help/7.0/
Search the Lyris knowledge base and online manual at:
http://www.lyris.com/support/listmanager/software/
Download and print out the user manual in several formats at:
http://www.lyris.com/products/listmanager/user_area/documentation.html
Review our Frequently Asked Questions http://www.netatlantic.com/faq.html
See the Top 10+ Support Questions
http://www.netatlantic.com/cgi-bin/support/mailinglists/FAQ/
Call Net Atlantic at 978-744-6885
Email support@netatlantic.com
Use Net Atlantic live Human Click chat at http://www.netatlantic.com/faq.html

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THANK YOU!

On behalf of the Net Atlantic staff, thank you for your decision to host your mailing list with us. We will do all we can to help you succeed with your mailing list.

Sincerely,

Andrew Lutts, President
Net Atlantic
Tel. 978-744-6885
Fax. 978-740-0037
support@netatlantic.com

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