Newsletter Help Topics

1. Basic steps to send newsletters
2. How to import large amount of email addresses?
3. Sending to testing email addresses
4. How many email addresses can I send at a time?
5. Sending to >50000 email addresses
6. Will my newsletter become spamming email?
7. Does the system allow duplication of email addresses?
8. What is Reset? Will the same newsletter be sent to the same email address twice?
9. Email content limitation. Why CSS and Javascript do not work?
10. How to include image(s) in my newsletter?
11. How to hyperlink text and images?
12. Email address filtering


 
 

Basic steps to send newsletters

1. Go to Group / Dept on left menu to assign your own groups / categories of recipients. We suggest you assign a "Testing" group. There are max 30 groups to be assigned.

2. Go to Add New / Export on left menu to input or import email addresses for sending newsletter. You can try to input your colleagues' email addresses into the "Testing" group you assigned in Step 1.

3. Go to Send on left menu to send your first newsletter.
a.) You must fill in or select a value for all fields with an asterisk '*'
b.) Fill in a suitable Name
c.) To send out the newsletter, you must first click Preview and then click Send Now at the same location.

We provide free on-site tutorial services in Hong Kong. If you want to have our staff guide you how to fully utilize PANDAOffice free of charge, please
contact us.

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How to import large amount of email addresses?

1. First, use Excel to list the email addresses in the following order:
Column A: Group Name
Column B: a comma ','
Column C: the email address
Column D: a comma ','
Column E: the recipient's name.
Column D and Column E are optional.

See below's sample.



2. Now, very important!. Before you import your email address, you must make sure the group has been created first. Go to
Newsletter Group / Dept to create the group first.
The group name must be EXACTLY the same as the group name you type in your Excel.
For example, if you type "Business Partner" as your group name in your Excel, you must also enter "Business Partner" on the Group / Dept page.
"business partner", "Business partner", "BusinessPartner" are all treated as other groups different from "Business Partner".



3. After creating the groups, you can select the area you want to import directly from Excel and paste into Batch Import on Newsletter Add New / Export



4. We suggest you check Show Detailed Errors so that you can see why some email addresses are not imported. Click Add New to start importing the email.



We provide free on-site tutorial services in Hong Kong. If you want to have our staff guide you how to fully utilize PANDAOffice free of charge, please contact us.

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Sending to testing email addresses

Before you really send out your newsletter, please try to send to your own / colleagues' email addresses for testing. You can fill in the testing email address in the text box below Send to the following email addresses for testing purpose. Separate email with comma. Max 7 addresses. In this case, the system will send to the testing email address but NOT the addresses in the Recipient. Also, the system will, by default, disable Save History and Enable statistics, which means the newsletter will be sent immediately (real-time).

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How many email addresses can I send at a time?

If you check Save History and Enable statistics, you can send to maximum 50,000 email addresses per Send. In this case, the system will send to first 500 email addresses out of max 50,000 email addresses in real-time. For the rest, the system will send them in background job (batch-process).

If you do NOT check Save History and Enable statistics, the system will send to the first 1,000 email addresses in the selected Recipient in real-time.

Each time you can choose only one Recipient to send.

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Sending to >50000 email addresses

If you have more than 50,000 email addresses within a group, you need to repeat the Send action until all email addresses are processed. For example, if you have 120,000 addresses, you need to repeat the action for 3 times (50,000 + 50,000 + 20,000)

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Will my newsletter become spamming email?

Yes or no. Sometimes it depends on the Subject and the sender email you fill in. Anti-spam robots may judge whether your email is spamming based on the subject and the sender email. Sometimes the robot program will just put your email in the spamming list for many uncontrollable reasons. There are more expensive ways to make sure your email won't go into the spamming list, please
contact us for further help.

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Does the system allow duplication of email addresses?

Within the same group, email cannot be duplicated. But the same email can exist in two different groups, which mean you may send the same newsletter to the same email twice or more because it exists in more than one group.

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What is Reset? Will the same newsletter be sent to the same email address twice?

Within the same group, when an email address is processed, it will be marked and will not be sent again until you click Reset or Reset All in Statistics, in which you can see the details of the sending status.

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Email content limitation. Why CSS and javascript do not work?

CSS and javascript are allowed. We allow richtext format (default) or pure HTML format in UTF8 encoding. To use pure HTML format content, click You can use Pure HTML to edit above the textbox. You should use pure HTML format content if your newsletter contains CSS, javascript, etc.

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How to include image(s) in my newsletter?

We do not allow direct MIME attachment of images, because this allows faster sending-out of email and consumes less bandwidth and is also less annoying to the recipient. Instead, we provide a full mechanism for you to attach files or include images without any size limitation.

A. First - upload your image(s)/file(s)

  1. go to Files -> Share Files
  2. fill in a subject so that you remember later what this is
  3. remember to check Anybody at Who can download?
  4. now, click Browse to add the images to be used in your newsletter. You can upload multiple images. Try Share Big Files for a better user experience.
  5. click Save Changes when done
  1. after complete, you can click the small down arrow under the image
  2. copy the URL of this image (Ctrl-C/Ctrl-V or right-click Copy/Paste) to somewhere else, e.g. Open Notepad. if you have more than one image, repeat this. keep all URLs on your Notepad or other editor.

B. Send the newsletter

  1. click Send at Newsletter
  2. select appropriate Recipient
  3. fill in a Subject
  4. click the small green tree icon on your text editor
  5. now paste the URL of each image from your Notepad
  6. click Insert
  7. ignore the warning message and click OK. repeat the following process if you have more than one image.
  8. click Preview. you will see a Preview window. if no problem, close it.
  9. click Send Now to complete the process.

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How to hyperlink text and images?

  1. select the text or image you want to add hyperlink
  2. click the small "chain" (insert/edit link) icon. to remove the hyperlink, click the icon right to it
  3. type the full URL of the hyperlink, e.g. http://     ftp://     mailto://
  4. click Insert

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Email address filtering


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