How to Create a Mailing List

• What is a Mailing List?

• Why Do We Need a Mailing List?

• How to Create a New Mailing List

• How to Manage a Mailing List

What is a Mailing List?

Mailing Lists can be used to organize and group contacts, they are static and therefore contacts have to be manually added or removed from each mailing list.
 

Why do we need a Mailing List?

Mailing lists are necessary as it is not possible to manually type in an email address to send out a campaign. After a contact is added to the email marketing module they must be added to a Mailing List or part of a Segment to receive emails.

Other reasons include: 

• Mailing Lists can be used to target selected contacts.
• More than one mailing list can be selected when an email campaign is ready to be sent.
• If a contact belongs on more than one mailing list, they will only be sent the email once.
• The mailing lists created can also be used to exclude recipients.

Most common mailing lists that clubs create include:

• Proof Read Team
• All Staff
• Board of Directors
• One time sends 
  • Manually add contacts that should receive an email as a one-off because they didn't belong on any other mailing list or segment.
  • As soon as the email is sent, immediately remove the contact manually from this mailing list. 

How to Create a New Mailing List

Creating a mailing list is a is a two-step process. 

1. Create the mailing list.
2. Add contacts to the mailing list.

A mailing list can be created on its own or created during the process of adding contacts. Here are the 4 ways a mailing list can be created.

1. Create a New Mailing List - Via List and Segments > Mailing Lists
2. Add Existing Contacts Manually to an Existing or New Mailing List
3. Create New Mailing List While Adding a New Contact Manually Use this method when a new contact is being added manually to the email marketing module and create a new mailing list at the same time.
4. Create New Mailing List During an Import Process Use this method to import many contacts that already exist on a report or file from another program and have them added to a new mailing list at the same time. ^Ex. Send an email to thank all attendees for attending a special event at the club.

Create a New Mailing List - Via List and Segments > Mailing Lists 

Creating a new mailing list is very simple. The steps below only create a new mailing list, remember to add existing contacts manually afterwards.

1. Log in to website and access Email Marketing Module.
2. Select Lists and Segments > Mailing Lists from the left navigation.
3. Click New Mailing List. 
4. Within the Create Mailing List dialog box: 
   • Mailing List Name: Enter a name for the mailing list.
   • Visible in forms:
     • Unchecked
       • ​Only administrators will be able to view the mailing list name and add or remove contacts manually to this mailing list.
     • Checked
       • ​Both administrators and members will see the mailing list name.
       • If the manage preferences form is set, members could add or remove themselves to this mailing list.
       • For more information on allowing members to update their preferences, please contact the Web Support team.
   • Description:(optional) Enter description for the mailing list. This is only for administrators to see.
5. Click OK to save the new mailing list.

The new mailing list will be added to the Mailing Lists table and have zero contacts until contacts are added manually. Go to Contacts > Manage Contacts from the left navigation to add existing contacts to the mailing list or see instructions below.

Add Existing Contacts Manually to a Mailing List

When existing contacts are selected from the manage contacts table, they could be added to an existing or new mailing list at the same time. 

1. Select Contacts > Manage Contacts from the left navigation.
2. Select checkbox next to the contact(s) email address.
3. From the action bar at the top, click + Add to Mailing List...  
4. Within the Add Contact(s) to Mailing List dialog box:
   • Select which contact(s) you want to add: Select one of the two options.
     • Add the ## contact(s) selected only = Adds the number of contacts selected, this option is selected by default.
     • Add all ### contacts in this view = Adds all the contacts that were in view before Add to Mailing List... was selected.
       • Image below shows 9 contacts because it was only looking for email addresses that contained the word test before add to mailing list was selected.
   • Select checkbox beside the mailing list name(s), the contact(s) selected should be added to. 
   • Click Add to List, selected contacts are now added to the mailing list(s).
5. (Optional) Create New Mailing List to add selected contacts, if the mailing list has not been created.
   • Select the New mailing list name field and type new mailing list name.
   • Click Add New Mailing List.
     • The new mailing list name will be added under the Mailing list section.
   • Select checkbox beside the newly created mailing list. 
   • Click Add to List, selected contacts are now added to the new mailing list. 
     ^Note: When a new mailing list is created using this option, by default it makes the list Visible in Forms. If this mailing list should not be visible by members please go to Lists and Segments > Mailing Lists from the left navigation, under the Show in Forms column and deselect the option for the new mailing list.

In the screen shot below:

• 3 contacts were selected and they will be added to 2 mailing lists (Newsletter and Golf).
• New mailing list name box selected to show where a new mailing list can be created.

There are 2 ways to View Contacts in a Mailing List. For details see How to Manage a Mailing List.

Option 1 - Select Lists and Segments > Mailing Lists from the left navigation. Click on name of mailing list.
Option 2 - Select Contacts > Manage Contacts from the left navigation. Use show filter to select mailing list name.