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Mailing Lists

Mailing lists are collections of contacts (both people and organizations) with whom you communicate as a group on a regular basis. One-time lists are mailing lists that you only need, as the name makes plain, for a one-off communication. When you send a communication to either kind of list, Populi sends it to the contact's primary email or mailing address.

Adding a new mailing list

  1. Click Add Mailing List.
  2. Give it a name.
  3. Click Save.

Adding people to your list

To add people to your mailing list, click the list's name to go to its page. Click the include/exclude/edit link in the right column to start adding people to the list.

    
  • You can include or exclude roles, tags, individuals, or organizations from the list.
  • Spouse options lets you include the spouses of list members—-which simply adds them to the list. You can also merge spouses, which combines a married couple into one recipient (e.g., John Adams and Martha Adams become Adams, John and Martha).
  • Organization options lets you include all members of an included organization. You can also include any organizations to which belong any of the individual people on the list.

As you save your changes, the Recipients list in the left column will update to show you everyone included on the list. It will also alert you to any problems with the list's recipients (like missing addresses).

Using Your Mailing Lists

You can perform any of these actions by hovering over the mailing list block in the main Mailing Lists tab or by going to the list's page:

  • Send Email: Opens the email compose window with a message addressed to the list's members (who have a valid, active email address).
  • Print Letter: Prepares a printed letter and mail-merge addressed to the people on the mailing list.
  • Export XLS: Creates a spreadsheet of the mailing list's Recipients—which reflects the Spouse and Organization options you selected.
  • Click to delete the mailing list (or click the gear on the list page and select Delete....

The mailing list history records every time you've communicated with this group of contacts.

  • You can change the visibility of any communication to allow more or fewer people to see it on recipients' Activity Feeds.
  • Delete any item from the history by hovering over the item and clicking . This will remove it from the history and the recipients' Activity Feeds; it will not, of course, un-send any emails or letters that went out...

One-time Lists

One-time lists work just like mailing lists, except that you can't save them for re-use.

  1. On the main mailing lists page, click Make a one-time list.
  2. Select the list's recipients just as you would for a regular mailing list (see above).
  3. Click Email to open the email compose window with a message addressed to your recipients.
  4. Click Clear to empty your selections and start over.
  5. Click Export to create a spreadsheet of the recipients.
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13 Comments

  • 0
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    Mike Krauss

    Hi,

    Is there a way to make the default mail setting as BCC? I don't want all of the students to be able to see each other's e-mail addresses when we send them information.

    Thanks,

    Mike

  • 0
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    Brendan O'Donnell

    Hey Mike,

    If you send a mass email from Populi from a mailing list, or by clicking something like "Email Students" in a course instance, we send the message to each recipient individually so no one will see any one else's email address.

    Put another way, if there are a hundred people on the mailing list, when you hit "Send", Populi sends 100 individual emails to 100 individual recipients, as opposed to one email with one recipient and 99 BCC's.

  • 0
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    Ryan Griffith

    Brendan,

    Is there a way to make institution-wide mailing lists? For example, can I make a mailing list that my administrative assistant, or the Registrar, etc can see and use?

    Thanks,

    Ryan

  • 0
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    Brendan O'Donnell

    Ryan,

    Anyone with the Staff role can see any Mailing List... that includes Registrars, etc.

  • 0
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    Samuel Deuth

    Brandan,

    do you guys have email or newletter templates? Im looking to use a company called "constant contact" to help me with this, but before I do that, I wanted to be sure that populi didnt already have that feature.

    thx,

    Samuel

  • 0
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    Brendan O'Donnell

    Samuel,

    If I were you, I'd go with Contact Contact or Mailchimp or some program like that. Populi's Communication features aren't really tailored for elaborate, HTML-rich newsletters of the type you're probably describing; they're meant more for streamlining intra-school communications.

    -brendan

  • 0
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    Joshua Chalmers

    Is there a way to make my mailing list private so that everyone with staff permissions can't see it? There are certain mailing lists that are only relevant to myself, but I don't want to use the one-time list feature.

  • 0
    Avatar
    Brendan O'Donnell

    Joshua,

    There isn't a way to make those private at this time. But you're welcome to submit a feature request about that. http://support.populiweb.com/forums/179320

  • 0
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    Dr. Zafar, A. MD

    Hi

    Is there a way to send a brochure or event flyer to a mailing list? Ideal would be to attache a jpg file (flyer is in jpg format) to a mailing list. Can this be done? Thanks

    Asim

  • 0
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    Brendan O'Donnell

    Asim,

    When you click to mail a Mailing List, it opens the regular Populi email window which has options to attach files. If you're not seeing this, please write us at support@populiweb.com so we can look into any problems...

  • 0
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    Father Ephraim Willmarth

    Brendan,

    When I select "student" role to create an email list, both active and non-active students are included.  How do I create a list with only active students?

    Fr. Ephraim

  • 0
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    Deven Berryhill

    Is there a way to add a communication plan to one of my mailing lists?

  • 0
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    Ben Rawley

    If someone unsubscribes by accident (like a couple of our staff have) from a mailing list, how can they be added back on it?

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