location: email » mailMerge

Institute of Mathematics - PublicMathWiki:

Mail Merge: sending mass mail via Thunderbird

  • Sending mass mail via Thunderbird with the add-on Mail Merge (already installed on the terminal servers).

  • Database is a CSV File.

Quick Intro

  1. Create a receiver list as CSV File
  2. Start to write the Mail. As receiver (field To) write {{email}}.

  3. Inside of the 'new mail'-window,
    • click on menu: File > Mail Merge.

      • Choose: Personal Mail

      • Deliver Mode: Send Later

      • Format: Plain Text

      • Browse and select the CSV File (step 1) with all the receiver email addresses.

      • Click OK.

    • The 'new mail' window disappears.
    • All mails will be generated and copied to Local Folders > Outbox. Here you can check the mails.

    • To send all mails, click on File > Send unsent messages

  4. You'll find a copy of each mail in your send folder.

Detailed description

CSV file with receiver email addresses

  • Create a CSV file (plain text file with "," as field separation). One line for each receiver.
  • Use a generic Texteditor like gedit or nedit.

  • Format Rules:
    records are separated by line breaks (\r, \n, \r\n)
    fields are separated by field delimiters (comma, semicolon, colon, tab)
    fields may be enclosed within text delimiters (double quote, single quote, none)
    fields with embedded line breaks must be enclosed within text delimiters
    fields with embedded field delimiters must be enclosed within text delimiters
    fields with embedded text delimiters must be enclosed within text delimiters
    embedded text delimiters must be doubled
    first record must contain columnnames
  • Example CSV File:
    email,individual,name,title
    albert.einstein@heaven.org,blue,Einstein,Prof.
    nelson.mandela@freedom.sa,peace,Mandela,Mr.

mailmerge.04.png

Write Mail

  • Write the mail as you would normally do.
  • In the To field insert the name of the column of the CSV file which represents the receiver email address.

  • If necessary, insert further variable names (column names in the CSV file - no spaces in column names!).

mailmerge.02.png

  • Optional: Save these mail (for later use) as a draft.
  • Finish: Menu File > Mail Merge.

mailmerge.03.png

Mail Merge

mailmerge.01.png

  • Choose: Personal Mail

  • Deliver Mode: Send Later

  • Format: Plain Text

  • Browse and select the CSV File (step 1) with all the receiver email addresses.

  • Click OK.

  • The 'new mail' window disappears.
  • All mails will be generated and copied to Local Folders > Outbox. Here you can check the mails.

Sending Mails

Mails:

  • OK: Click on File > Send unsent messages

  • Bad: delete all mails of the folder 'Outbox' and start again with writing the mail or use the previously saved draft.

Final

  • You'll find a copy of each mail in your send folder.

PublicMathWiki: email/mailMerge (last edited 2013-05-10 15:01:31 by crose)