How to Manage a Mailing List

• Understanding what is on the Mailing Lists Screen

• View Contacts in a Mailing Lists

• Add Existing Contacts Manually to a Mailing List

• Add a New Contact Manually to a Mailing List at the Same Time

• Add Many Contacts to a Mailing List During an Import Process 

• Remove Contacts From a Mailing List

• Manage a Mailing List (Edit, Refresh Counts or Delete)

Mailing Lists Screen

The Mailing Lists screen displays the mailing lists that have been created and allows an administrator to manage the mailing list information.  This screen can be accessed with two steps and the information is broken out into 2 sections: Mailing List Table and Action Bar Buttons.

1. Log in to website and access Email Marketing Module.
2. Select Lists and Segments > Mailing Lists from the left navigation.

Mailing List Table 

The Mailing List Table will show all the mailing lists that have been created. Once a mailing list has been deleted it will not appear in the table and has to be recreated manually. 

• Mailing List
  • ​Name of the mailing list, only visible by administrators unless show in forms option is checked.
  • Select the mailing list name to display all the contacts that are on the mailing list.
• Active Contacts 
  • Active Contacts have an ​Email Marketing status of Subscribed or Soft Bounce.
  • Only active contacts on the mailing list will be sent the email.
  • Select the number to see Subscribed or Soft Bounce contacts in the mailing list.
• Total Contacts 
  • Includes all Email Marketing status: Subscribed, Soft Bounce, Hard Bounce and Unsubscribed.
  • Hard Bounce and Unsubscribed are on the mailing list but will not be sent the email.
  • Select the number to see all contacts in the mailing list. 
• Show in Forms 
  • Unchecked: Mailing list name only visible by administrators, not visible on the manage preferences form for members to add or remove themselves from the mailing list.  
  • Checked​: Mailing list name is visible by members, if the manage preferences form is set up for members to add or remove themselves from the mailing list. 
  • For more information on allowing members to update their preferences, please contact the Web Support team.
• Last Updated
  • ​Last date and time changes were made to the mailing list.
• Action
  • Select pencil icon to access the edit mailing list dialog box to change mailing list name, visible in form option or description.
• Show/Hide Column gear icon
  • Decide which columns should be displayed in the Mailing Lists table by selecting or deselecting the column options.

Action Bar Buttons 

The following buttons are found across the top. Some of the buttons will be enabled, only after the checkbox beside a mailing list name is selected.

• New Mailing List - Create a new mailing list.
• Edit - Access the edit mailing list dialog box to change mailing list name, visible in form option or description.
• Refresh Counts - Will refresh a mailing list by updating the number of contacts in the Active Contacts and Total Contacts column.
• Delete - If the mailing list is no longer needed, use this to delete a mailing list.
• Export - A file can be generated and exported with a mailing list of all the contacts in the mailing list selected.

View Contacts in a Mailing List 

There are two ways to view the contacts in a mailing list.

Option 1 - View from Mailing List 

1. Select Lists and Segments > Mailing Lists from the left navigation.
2. Select name of the mailing list.
3. All the contacts in the mailing list will be displayed in the manage contacts table.

Option 2 - View from Manage Contacts 

1. Select Contacts > Manage Contacts from the left navigation. 
2. Show: Select All Contacts, drop-down will display mailing lists and segments recently used.
3. Select name of mailing list.
   • If it is not displayed in the drop-down, select Mailing list or segment... to view all the mailing lists and segments created.
   • Within the Select a mailing list or segment dialog box:
     • Select checkbox beside name of mailing list.
     • Click Select to save changes.
4. The table will only show contacts that belong in the mailing list selected.

Remove Contacts From a Mailing List 

Whenever a contact no longer belongs on a mailing list, they should be removed manually. Remember not to use delete, this will delete them completely from the email marketing module.

1. Select Lists and Segments > Mailing Lists from the left navigation.
2. Select name of the mailing list, to show all contacts that are in the mailing list.
3. Select checkbox next to the contact(s) to be removed from the mailing list.
4. From the Action Bar at the top, click ...More
5. Select Remove from Mailing List.
6. Within the Remove contact(s) from mailing list dialog box:
   • By default, Remove the ## selected contact(s) only should be selected.
   • Select checkbox beside the mailing list name(s), the contact(s) should be removed from.
   • Click Remove From List, contacts have been removed but could still receive emails if they belong on other mailing lists or segments.

Manage Mailing Lists

After a mailing list has been created, it can be edited, contacts can be refreshed or deleted if no longer needed.

Edit a Mailing List 

After a mailing list has been created, the following information can be updated: name of mailing list, visible in form option and description.

1. Select Lists and Segments > Mailing Lists from the left navigation.
2. Select checkbox beside name of mailing list.
3. From the Action Bar at the top, click Edit or click the pencil icon under Action column.
4. Mailing List Name: Edit name for the mailing list.
5. 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 = Mailing list could be made visible to members, if the manage preferences form is set up for members to add or remove. themselves to this mailing list. Both administrators and members will see the mailing list name. For more information on allowing members to update their preferences please watch this video.
   • Description: (optional) Edit description for the mailing list. This is only for administrators to see.
6. Click OK to save.

Refresh Counts in a Mailing List

After contacts are added or removed from a mailing list, the number of contacts in the Active and Total Contacts column does not update automatically. Use the Refresh Counts button to update the number of contacts in a mailing list. Otherwise, the number of contacts displayed in the column, could be different from the number of contacts displayed in the mange contacts table after the mailing list name is selected.

1. Select Lists and Segments > Mailing Lists from the left navigation.
2. Select checkbox beside name of mailing list.
3. From the Action Bar at the top, click Refresh Counts, the Active Contacts and Total Contacts column will be updated.

Delete a Mailing List 

When a mailing list is deleted, the contacts are not deleted, they are still eligible to be part of other segments and mailing lists if the correct action is selected. Only the mailing list name will be deleted and no longer found in the Mailing Lists table. 

1. Select Lists and Segments > Mailing Lists from the left navigation.
2. Select checkbox beside name of mailing list. 
   • (Optional) to keep a record of contacts that belonged on the mailing list, the contacts can be exported to a file prior to being deleted by selecting Export at the top.
   • Once the mailing list is deleted, it is gone. 
3. From the Action Bar at the top, click Delete.
   • In the Delete Mailing List dialog box:
     • Select the action you would like to take:
       • Delete the following mailing list(s). Defaulted, suggest to use this option.
       • Delete the following mailing list(s) and the XX contacts inside. This will delete the mailing list and the contacts. Contacts will be deleted from email marketing and cannot be part of any other mailing lists or segments. 
     • Click Delete
   • A green bar will appear at the top, advising that the mailing list was successfully deleted.
     • If a mailing list was deleted in error, the process of recreating the mailing list and adding the contacts back, will have to be done manually.
     • If a contact is deleted in error, please contact the web support team.