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Quick Start Guide for WorldMerge version 4.1

Table of Contents:


What's New
CD Installation
Database Source Files
Starting Your Mailing Project: The Mailing Project Wizard
Message Tab
      Inserting Merge Fields
      Preview your Message
Mailing List Tab
      Targeted Mailing
      Exclusion List
Sent Items Tab
More Help

What's New

Version 4.1 contains the following:

  • Graphics can be embedded in HTML-formatted e-mail
  • Database can be changed after project is created (with limitations)
  • Main screen can be accessed without going through wizard
  • Simplified Mail Server Settings configuration
  • Prompts if the subject area is blank, or if attachment canít be found
  • Alternate Reply-To option available
  • Keyboard commands available
  • Improved error messages in Sent Items
  • Faster sends
  • Mail server authentication
  • Direct Send for ISP's without outgoing mail servers
  • Direct support for mailing lists in Outlook or Outlook Express
  • HTML selection incorporated into wizard
  • HTML preview
  • Attachments possible with HTML formatted messages
  • E-mail signature
  • Spell check
  • Merge fields insertable into subject area
  • Improved reporting capabilities

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CD Installation

Insert the WorldMerge CD into your CD-ROM drive to open the installation program. Follow the instructions that appear on your screen to complete installation. If the installation program does not open automatically, you can start it yourself:

  • Click Start button>Settings>Control Panel
  • Double-click Add-Remove Programs (Windows Control Panel)
  • Click Install on the Add/Remove Programs dialog box.
  • Follow the instructions that appear on your screen to complete installation.

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To start the program select: Start>Programs>WorldMerge>WorldMerge

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The start-up window offers the opportunity to register the product each time you open until you do so. Your Key number is provided with your CD.

Until you register you will be using the evaluation version, which places a message at the bottom of each e-mail you send informing the recipient that the email was sent using WorldMerge; it also tracks transmissions to control spam.

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Prior to sending mailings, certain information must be provided. WorldMerge will open any pop-ups that require your input. These can later be accessed for review or change from the Settings menu.

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Database Source Files

Following is a partial list of file types known to be compatible with WorldMerge. Check that your source is compatible, or convert it to a compatible form if needed, before starting your project. Your source file may have up to 100,000 records. It must contain a field identifying your contacts' e-mail address.

  • Microsoft Access
  • Paradox
  • Microsoft Outlook Express
  • Microsoft Excel
  • FoxPro
  • TOP Producer*
  • DBase
  • Eudora Address Book
  • ACT!*
  • ODBC Data Source
  • Microsoft Outlook Address Book
  • Tab and comma delimited text files

*Files identified with an asterisk must be exported to text files. For details on how to do this, see the complete Userís Guide on CD-ROM or online.

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Starting Your Mailing Project: The Mailing Project Wizard

The WorldMerge Project Wizard leads you through the steps of a mailing project. When you first start up, the wizard automatically begins; it can also be accessed from the main window at any time from File>New. Or, click on the new project button.

The wizard presents you with a series of dialog boxes to help you complete your project:

  • Select HTML or Plain Text Message: Select text unless you are familiar with writing HTML. Only ASCII characters can be used in the message; use HTML coding if you wish to control formatting and include images. You can change your selection at any time in Message>Project Options. See the complete manual for more information on HTML formatting.
  • Selecting the Database or Source File Select a type of source file from the drop down menu. Then type in the source's complete path and filename, or use the Browse button to locate your file.
  • Identifying the E-mail Address Field: Of paramount importance to WorldMerge is the field with the e-mail addresses of your recipients. In this step you identify that field in your source file. You may be required to respond to other interceding dialog boxes; for example, if your source is an MS Excel file with multiple sheets, you will be asked to identify which sheet has your contact information. If you are using a database source file, you will be asked to identify the table or query that contains the contact information.
  • Finish: Congratulations! When you see this dialog box, you can click Finish and create your message in the Message tab of the mailing project window. The project window is divided into three tabs, described below: the Message tab, the Mailing List tab, and the Sent Items tab.

Remember to save your work now! Select File>Save, or use the Save button, to name and save your project:

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Message Tab

Click in the message area and type your message, or copy and paste from another application. Use the tools in the Edit menu, or Message>Spell Check to finalize your message. Make sure your To field contains the field name that identifies your contacts' e-mail addresses, and that the From field contains your proper identification information.

Insert Fields: Place your cursor where you want to insert a field in your message and select Message>Insert Merge Field, then select a field from your source file from the drop down menu. The field will appear in your message enclosed in double bracket: [[fieldname]]
Other ways to access your fields for insert are:

  • Use the Insert Database Fields button
  • Right-click in the message area
  • Click the To, From, or Subject buttons to insert fields into these text boxes.

Attachments: Click on the Attach button to identify up to 20 identical or customized attachments per recipient. For customized attachments, the complete path and file name must be stored in a field in your source file. The attachments diplay as either a path and file name (for identical attachments) or as a field (for custom attachments) in the Attach text box.

Preview Message: Select Message>Preview Message (or use the Preview Messages button) to see what your e-mail message will look like to your recipients. Use the navigation buttons to view the desired record. If your message is in HTML code, you can then click on the HTML Preview button to launch your browser. Note that any images referenced on a server will not be seen unless you are online.

Unselected and excluded recipients will be seen in preview, but not sent to at time of send.

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Mailing List Tab

The source file you selected for this project appears on this screen; it cannot be changed once the project is created.

Targeting Your Recipients: You may not want your message to go to all those in your mailing list. Selected recipient records will have an envelope icon; unselected records will not. Manually select or unselect a recipient by clicking on the record, or use the buttons provided. The Filter button allows you to select records based on the fields in your source file.

Exclusion List: Keep a list of individuals who have requested to be excluded from your mailings by adding these addresses to the File>Exclusion List. Type in the e-mail addresses to be excluded, such as jdoe@aol.com; or entire groups can be excluded by entering generic entries, such as aol.com. These addresses will be automatically excluded from all your mailings.

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Sent Items Tab

Select Send>Send Message to start a send (or use the Send Message button). There are also options in the Send menu and on the toolbar to Schedule a Send at a later time, or to Halt a mailing in progress. Results of your send are posted to the Sent Items tab. If you schedule a send, make sure to leave WorldMerge running and your Internet connection on.

Status markers are posted for each record sent: a red X means unsuccessful; a green check means successful. Server responses are also displayed here. To save your results, use the Save button on this tab screen, and make sure to name the file with the project name and date for later identification.

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More Help

Refer to the complete Userís Guide on your CD-ROM or online. Or visit ColoradoSoft's Support Form and describe your problem; be sure to include the text of any error messages or server responses posted to the Sent Items tab.

NOTE: The WorldMerge Userís Guide is in Microsoft Word Format. You will need Microsoft Word 97 or newer or Microsoft Word 97 Viewer to view the User's Guide.

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