Managing GroupMail Groups

GroupMail manages recipients list as groups. Using groups, you can manage the recipients who receive e-mail messages, ensuring your messages are properly targeted.

Creating a New Group

To create a new group:

1. Select Groups from the toolbar or the navigation pane (see Figure 1). The Groups window displays (see Figure 2).

Figure 1: GroupMail Main Window.

 

Figure 2: Groups Window.

 

2. If no groups exist, click the click here link

OR

Click New Group in the pane on the left side of the screen. The Create a New Group dialog box displays (see Figure 3).

Figure 3: Creating a New Group.

 

3. Select the type of group:

• GroupMail Format – recipients stored internally within the GroupMail application.
• External Database – retrieve recipients from an external source file
• Address Book – use contacts from an e-mail address book

4. Click Next. The Create a New Group dialog box prompts for the location to store the GroupMail recipients list (see Figure 4).

Figure 4: Designating the Group’s Storage Location.

 

5. Click Create a new group to start a new list.

6. Select the location, Local or Custom.

7. For a Custom location, click Select and use the dialog box to locate the folder on your computer.

8. Click Link to an existing group to merge an existing group’s recipients into the new group.

9. Click Next. The Create a New Group dialog box displays the default configuration of the group’s fields (see Figure 5).

Figure 5: Configuring Group Fields.

 

10. Click New Field to add custom fields to the database (see Figure 6).

Figure 6: Adding New Group Fields.

 

11. Enter the field name, select a field type and enter the field size in characters.

12. Click OK to add the field and return to the Create a New Group dialog box.

13. Select a field and click Modify to change an existing field’s configuration (see Figure 7).

Figure 7: Modifying an Existing Field.

 

14. Modify the information as needed and click OK to return to the Create a New Group dialog box.

15. To remove a field from the list, select it and click Remove.

Note: GroupMail does not display a confirmation dialog box when removing fields.

16. Click Default to restore the default group structure at any time, if needed.

17. Click Next. The Create a New Group dialog box prompts for selection of the field that contains the recipient e-mail address (see Figure 8).

Figure 8: Designating the E-mail Address Field.

 

18. Select the field name from the Email field drop-down list.

19. Click Allow Duplicate E-mails to be stored to allow duplicate addresses on the list.

Note: Duplicate addresses receive an e-mail message for each instance of he e-mail address on the list.

20. Click Next. The Create a New Group dialog box prompts for the group name (see
Figure 9).

Figure 9: Naming the Group.

 

21. Enter a name for the group into the Group Name field.

22. Click Create. The new group displays on the Groups screen (see Figure 10).

Figure 10: Groups List.

Modifying a Group

To modify a group:

1. Select the group from the groups list (see Figure 10) and click Modify in the pane on the left side of the screen. The Modify Group details dialog box displays (see Figure 11).

Figure 11: Modifying a Group.

 

2. Modify the information as needed.

Note: The location cannot be changed if the group is saved in the GroupMail database.

3. Click OK to save the changes.

Deleting a Group

To delete a group:

1. Select the group from the groups list (see Figure 10) and click Delete in the pane on the left side of the screen. A dialog box prompts for confirmation to delete the group (see Figure 12)

Figure 12: Deleting a Group.

 

2. Click Yes to delete the group.