Handling Unsubscribes Using EmailMerge for Outlook

By standss Wednesday, February 23rd, 2011

Several Email Merge PRO for Outlook users have recently asked about how to handle people who wish to Unsubscribe from their emails(Newsletters). The short answer is “Stop sending them emails!”. The problem however is remembering who NOT to send emails to when you have a long list or if you have several lists. That’s why we built the Do Not Send To list in Email Merge for Outlook.

Before we get into using the Do Not Send To list, here’s a small quote from a happy user of this feature.

“I just found the function to update the do not send list from email responses in the current folder with Unsubscribed in the subject line and the ability to change the Subject word being searched for. Awesome! I lost my unsubscribe list, but keep all my responses in one folder.”

I’d like to say a Special Thanks to Marge for the positive feedback.

For all existing users of EmailMerge for Outlook and also who are currently trialing it, this post highlights what the “Do not Send To” list feature is and how you can use it to handle Unsubscribes.

What is the “Do not Send To” list?

The Do Not Send list allows you to maintain a list of email addresses to which EmailMerge will NEVER send emails (even if they are in your mailing list).

Why? Certain contacts may request to not be part of your mailings. Accidentally emailing them could result in annoyed prospects or customers… or complaints against you to spam authorities.

Adding these contacts to the Do Not Send list ensures that EmailMerge will not send emails to them.

How to Use it?

To Open the Do not Send List:

  • In Outlook go to your Inbox, click on the little arrow beside(below) the EmailMerge button on the Toolbar/Ribbon.

Dont Not Send List Button

  • Click Do not Send List. The application will open the following screen:

Do not send to screen

1.  Add an email-address to Do not Send List:

  • Click Add, the application will display the following screen:

Add Email Address

  • You can add email address(s) to the Do not Sent list using 1 of the 3 options below:
    • Manually add the new items to the list
      Select this option if you would like to type-in the email addresses manually. (Enter 1 email address per line)
    • Email address (sender) of currently selected email(s)
      Select this option if you want Email Merge to automatically add email addresses for the emails you have already selected in the current folder. The email address of the sender will be added to the Do not Sent List.
    • Emails in current folder with unsubscribe/bounce back words in subject
      People can unsubscribe from receiving emails from you by having certain words in the subject of the email they sent to you. (Normally they would reply to your email and add the word Unsubscribe)

You may also find that certain emails addresses on your list are no longer valid as emails you send are bounced back. EmailMerge can automatically add addresses of the above to the Do not Send List by comparing words in the Subject fields.

You can edit the list of words by clicking on Maintain Word List to add, delete or reset the Word list to default.

2.  Edit Do not Send List:

  • Select the email-address and click Edit
  • Make the necessary changes to the email-address
  • Click OK to save your changes

3.  Remove an email-address from Do not Send List:

  • Select the email-address you want to remove
  • Click Delete and the application will display a prompt to confirm the removal of the indicated email address from the list.
  • Select Yes to remove the email-address from the Do not Send List.

So… are you using the Do Not Send To feature of Email Merge PRO for Outlook. Let us know your thoughts by leaving a comment on the blog.

Not a user of Email Merge PRO for Outlook yet? Find out how you can keep customers informed using EmailMerge PRO for Outlook.

Categories : EmailMerge for Outlook, Sales and Marketing with Outlook

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