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Mailing Lists

communications_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

include_exclude_mailing_list_recipients

To add people to your mailing list:

  1. Click the list's name to go to its page.
  2. In the right column, click one of he include/exclude/edit actions.
  • You can include or exclude roles (active or inactive), tags, individuals, or organizations from the list.
  • Excluding something over-rides including something. In the above example, if someone has both the 17-18 Donor and Expelled tags, he will be excluded 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 each include/exclude item, people will be added to your mailing list.

    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).
    • Send text message: Send a text to list members with a verified text messaging number.
    • Compose Letter: Prepares a printed letter and mail-merge addressed to the people on the mailing list.
    • Print Labels: Sets up a print job of mailing labels.
    • Delete...: Shuffles the mailing list off this mortal coil.
    • Export XLS/CSV: Exports the mailing list's recipients—which reflects the Spouse and Organization options you selected.
    mailing_list_history_view

    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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    21 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
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      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.

      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

    • 1
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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?

    • 0
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      Thomas Lorimer

      Is there a way to edit the mailing list?  How do I drop someone from the list?

    • 0
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      Brendan O'Donnell

      @Thomas: Use Include/exclude Individuals in the right column to add/remove particular people.

    • 0
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      Thomas Lorimer

      Thanks Brendan.  I missed that edit button. 

    • 0
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      Kevin McKenna

      Evidently, a "one time list" is nothing of the sort.  It saves the recipients until such time as you manually clear them.  So if you send out a "one time list" mailer, and then create and send another "one time list" mailer, the second message goes to everybody on the first list, too.

      You might want to clarify that before someone sends information that could be problematic.  Maybe change the name of the "one time list," seeing as it isn't a one-time list?

    • 0
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      Molly Jones

      Hi, I was just wondering if these instructions could be updated? The first part of "Using your mailing lists" is outdated, because you have to click on a list to send an email, not hover. Thanks!

    • 0
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      Thomas Winger

      As far as I can tell, the "include organizations" option doesn't work. I'm trying a very simple list created from a tag. Seven people appear, one of whom has an organization attached to her profile. When I tick "include Organizations", her organization is not added to the list.

      Likewise, if I put an organization on the list manually and then tick "include members", nothing happens.

    • 0
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      Grace Andrews

      When I download an XLS file of a mailing list choosing "include" and "merge" spouses, I get results like "Mr. and Mrs. John and Jane Doe." Is there a way to tell it to generate names in proper etiquette, as in "Mr. and Mrs. John Doe"?

      Thanks!

    • 0
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      Ben CD

      I understand that populi is sending individual email to all the member of the list. Is there a way to have the email sent to all the member of the list automatically cc ed rather than individually emailed, so that all can see each other and reply to all to have discussion through email threads,  if we want to have email discussion with a committee or something like that?

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