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(Post Link) post #1 of 19 Old 13-09-15 Thread Starter
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Email query.

We need to email circa 200 sailing clubs around the country. Now then, obviously we don't want to type up the same email 200 times, nor do we want to send it to 200 different addresses at the same time in a block spam. We would like to send the email separately to each of the 200 recipients. Can anyone tell me the best way to do this please without having to type up 200 different mails.ta.
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I don't really understand why you don't want to just send the email once to all recipients, if you';re saying the wording of the email will be identical for all?

If your concern is that you'll be sharing the email address of each club with all the others (and filling up the 'to' field, then just use the BCC (blind carbon copy) field instead (this sends the email to a recipient, but doesn't list the address).
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On the other hand, if your concern is that you will actually want the emails to differ slightly in terms of (for instance) how they refer to the recipient - then you need to look into the 'mail merge' function on whatever software you're using.
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As Bazza says, BCC is the easiest.
Just don't make a mistake as that
can pee people off and open you
up to a data protection violation.



Alternatively Google "emailing list excel spreadsheet".
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Personalise and mail merge
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Best way I would suggest is to use the Microsoft Word (2007, 2010 and 2103) email merge function.
It is quite simple to do if you have your members details in a spreadsheet.

You can also address it properly with a salutation like "Dear Bob", or "Dear Mr Soandso",. I think that might reduce the chances of it going to spam boxes too.
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Just to clarify if I may.......The SAME mail will be going to all the clubs, but I don't wish for the recipients to see who all the other recipients are. I am presuming that reading through, BCC will be ok, as it will not show who also received that mail?
Many thanks for your input, it has helped greatly.
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(Post Link) post #9 of 19 Old 13-09-15 Thread Starter
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[QUOTE=AlfaJack;13627641]Best way I would suggest is to use the Microsoft Word (2007, 2010 and 2103) email merge function.
It is quite simple to do if you have your members details in a spreadsheet.

You can also address it properly with a salutation like "Dear Bob", or "Dear Mr Soandso",. I think that might reduce the chances of it going to spam boxes too.[/QUO

Many thanks, this may be an alternative to the BCC. cheers.
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Quote:
Originally Posted by Headgasket14 View Post
Just to clarify if I may.......The SAME mail will be going to all the clubs, but I don't wish for the recipients to see who all the other recipients are. I am presuming that reading through, BCC will be ok, as it will not show who also received that mail?
Many thanks for your input, it has helped greatly.
That is correct, putting everyone on the "BCC" line will ensure that the recipients do not see who all the other recipients are.

If you want to see an example, have a look at an e-mail where you yourself are on a mailing list, it will appear that you are the only recipient.
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Many thanks all.
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Depending on the software you use, you might have to go into settings to enable the BCC option. But it sounds like exactly what you need.
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Quote:
Originally Posted by bazza View Post
Depending on the software you use, you might have to go into settings to enable the BCC option. But it sounds like exactly what you need.
Yes, I do have the BCC facility. Many thanks.
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If you're worried about the e-mail being tagged as spam, or being rejected by your ISP or the receiving ISPs, then I'd suggest using some sort of e-mail service like mailchimp.* For your circumstances, it should be free, and you'll have access to analytical tools to see who read/opened your e-mail.

*mailchimp is just the first one I could think of off the top of my head--there are lots of other similar services out there.
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Quote:
Originally Posted by Toronto Spider View Post
If you're worried about the e-mail being tagged as spam, or being rejected by your ISP or the receiving ISPs, then I'd suggest using some sort of e-mail service like mailchimp.* For your circumstances, it should be free, and you'll have access to analytical tools to see who read/opened your e-mail.

*mailchimp is just the first one I could think of off the top of my head--there are lots of other similar services out there.
Yes. Don't send 200 identical emails from your bog standard email client. They are highly likely to be treated as Spam. If you must use your own email send to 20 or so addresses in the bcc field at a time and leave a period of time before sending the next batch. Services like mailchimp do this in the background.
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Another for Mail chimp. Very easy to use and free, and if you need to send another email to the same list in the future, you have it all set up.

I use Mail chimp (following a recommendation on AO!), and it is excellent. Good to see who has read the email, who has "Unsubscribed" and if any emails bounce back.

Have you been to the Southampton Boat Show this week. Excellent show!
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Many thanks all for all your help. I didn't have a web site to link to mail chimp, which they asked for to continue. However, I do now have a one page site, but have got used to using the BCC method as has been kindly suggested. It appears to be working.(I took on board the advice to use it carefully).
Unfortunately "alfabeat", I was unable to get to the SBO, as I am all out of annual leave, and had I gone, would have probably left early in a fit of jealousy!!! I do need a small rib or similar though to use as a tender to get to my snappies new swinging moorings in March.
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Well I was there for the full 10 days. But wet and windy in the middle, but a good turn out over the event. Even though I was there for the full event I didn't get much of a chance to look around unfortunately.

Lots of ribs and tenders there. We use Bombard and Zodiac dinghies mostly and they are good, with the little Honda 2.3's. Not exciting but dependable and good value.
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I would invest your efforts in Mailchimp and its requirements. If you regularly start sending out to a large number of clients like that, you are going to get blacklisted.
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