Mass E-Mailer and Email List Processor

Turbo-Mailer :: Documentation

Contents

• Installation
• Manual
  • 1. The Bulk Mailer
    • Tutorial: The 1st Mailing
    • User Interface
    • Email Address Format / List & Table Format
    • Mail Text & Subject Personalization
    • Embedding Images in HTML Mails
  • 2. The List Processor
    • Tutorial: List Processing
    • User Interface
    • Formula API
  • 3. Other User Interfaces
  • 4. Command Line Usage
  • 5. FAQ / Trouble Shooting

Installation

Installation and usage of Turbo-Mailer is mostly self-explaining.

After running the installer and starting up Turbo-Mailer, the example address file example_addresses.txt is already pre-loaded into the To: Address List of the Bulk Mailer Page, which is the main GUI portion of Turbo-Mailer.

The email List Processor Page is the second part of Turbo-Mailer. Some example address lists are already set up in the List Processor after installation.

Note: Turbo-Mailer can be controlled by command line (batch runs)

Manual

1. The Bulk Mailer Page

The Mailer page displays the SMTP configuration, the mail subject & text body and the current To: address list (recipients). As a first test you may delete the dummy email addresses from the recipients list and insert some of your own email addresses, where you would like to send the test email. 

User Interface / Mailer Page

SMTP Server

The address of your SMTP server (and optional port).
Examples.:  smtp.mydomain.com   ,   smtp.my.org:2525

All known SMTP servers are supported. Most SMTP servers from ISPs need a login authentication with user and password. Some SMTP servers require to reconnect after a certain number of mails. In that case set the Mails/Block property below the Send button for block-by-block transmission.

From Address

Format :   name@server.xxx  
        or :  "Display Name" <name@server.xx>

SMTP user / SMTP password   (optional)

Your login information for your SMTP server. Leave these fields empty if your (intranet) SMTP server doesn't need/support login.

Reply Address (optional)

Enter a email address where recipients should replay to (instead of "From Address"). Leave empty if your "From Address" is ok for replying to it.

Auto-Dial intern

Check this option and select a RAS Network for internet dial-up, in case you want Turbo-Mailer to auto-dial and close the RAS automatically after email transmissions are complete.

TO: Address List  /  Open File / Save / Add / Delete

This list area displays the current target address list (recipients of your email message). This list can also contain additional personalization columns which can be referenced with %1%, %2% in your mail text/html or subject, or with %-1%, %-2%.. to even inserted un-escaped HTML snippets from such columns. See also Address list line format.
A new address list ( simple list with one address per line / table / CSV file / TAB CSV file ) can be loaded to this list area by pressing the "Open File" button or "Menu/File/Open address list" or by file-drag-drop or by pressing the "<<TO-LIST" button in the List Processor Page)
You can also copy&paste a list or table from Excel using the Windows clipboard. 
The TO: list contents are permanent throughout shutdown & re-opening of Turbo-Mailer.

Send ..

Press this button to start sending out the messages after a confirmation.

BCC Bulk

Activate this checkbox in order to enable the BCC Bulking.
BCC Bulking: Many email address are targeted with one SMTP email transfer using the blind-carbon-copy method. This reduces network traffic to the SMTP server (but not behind that server). Messages with personalization variables (%N%) are never BCC bulked.
In the BCC Bulking options dialog you can set the common "TO:" display name, the "Maximum number of BCC addresses per email transfer". You can also hide the BCC address list completely from the mail header.

Mails / Block

Activate this checkbox and set a maximum number of mails (N) per block, if your SMTP server doesn't like too much email transfers to be sent during one SMTP connection. Thus TurboMailer establishes a fresh connection to the SMTP server each N mails. This option can be mixed with Multi-threaded (parallel) SMTP.

Max Threads

Activate this checkbox and set a maximum number of parallel connections in order to optimize transmission speed. This option exploits the available bandwidth most efficiently and is especially helpful, when email addresses are checked live by an SMTP server ( which slows down simple serial processing dramatically). Multiple SMTP connections are possible on most SMTP servers today.

HTML Message

Check this checkbox if you want to transmit HTML email code. 
Note: You can use the "Edit HTML" button for editing your HTML mail using a WYSIWYG HTML editor.
Note: You can configure a non-default HTML editor in Menu/Config/Settings. Installing Mozilla/Netscape is recommended, when you don't have another professional HTML editor installed on your computer.

Subject / Text Body

Enter your email message here. Or load it from a .eml / .txt / .html file. Or drag-drop a file to this area.

Attachments / + / -

Add attachment file using the + and - Buttons. 
Note: Embedded HTML images (local URL's) are automatically attached to the email. You don't need to add them explicitly as attachment.

Edit HTML / Refresh

Edit your HTML mail message with an WYSIWYG HTML editor. 

Press the "Refresh" button for importing a HTML mail text repeatedly after changing and saving it in your HTML editor. The "Refresh" button can only be used after a first "Edit HTML" cycle.

Note: You can configure a non-default HTML editor in Menu/Config/Settings. Installing Mozilla/Netscape is recommended, when you don't have another professional HTML editor installed on your computer.

Preview

Press this button in order to preview your HTML or text email message. In case of personalization columns: The preview is rendered using the first email address of your current TO: List

 

Email Address Format

The email address format throughout the TurboMailer application is ::

name@server.xxx   or  "Display Name" <name@server.xx>

Address List & Table format

An address list file contains one email address per line and optional personalization columns. 
Detailed format description::

• '#' starts a comment-only line ::  #comment (this not an email address line)
   
• Each other line should contain a valid email address as described above plus optional personalization column data as described below
   
• After the email address additional personalization/code columns can be added to a line and must be separated by TAB-Spaces (TAB-CSV) or by the ";" semicolon character (CSV). 
  An example line with personalization columns :
  
  name1@dom1.xxx; Nice Name; Another column
  
  or ::
  
  "Nice Name" <name@dom1.xxx>; Nice Name; Message of today; code1234
  
  Those extra columns can be referenced from your mail message by %0% (email address itself), %1% (2nd column), %2% (3rd column), %3% ...; or by %-1%, %-2%.. (negative column number) to even inserted un-escaped HTML snippets from such columns. 
  You can copy&paste a table from Excel through the Windows clipboard to the ACCU or to the To: address list. Use the paste toolbar button or Ctrl-V
    
• Turbo-Mailer log files (successful and refused email addresses) are themselves address list files according this format. The first line is a comment line containing the quoted email text body.

Mail Text / Subject / Attachment Personalization

The text of personalization columns can be rendered into a personalized mail text/html body and/or mail subject by referencing the columns like %0% (email address itself), %1% (2nd column), %2% (3rd column), %3% ... 
Columns which are not present are inserted as empty string. 

Here an example of a personalized email subject + text body :

Subject: XY Newsletter for %1% Hello %1%, nice weather today. How are you ... Todays keyword is %-2% ! Regards, Dr. Nobody This mail was sent to %0%.

A address & personalization-columns file for this message maybe like:

#Example table CSV file

aa@bb; Mister A; abc cc@dd; Mister B; def

 
Or copy&paste a table like this over Windows clipboard from Excel:

In Excel press Ctrl-A to select all lines Press Ctrl-C to copy In TurboMailer's To: Address List press Ctrl-V or the paste button in the toolbar

Attachments can be personalized by adding an attachment file like "%1%.gif".  The filename part %1% is then replaced by the same scheme as in text or subject.

Embedding Images in HTML Email

Embedding images in HTML emails is easy: Turbo-Mailer embeds all local images in your HTML message (image links to local files on your computer) directly into the email as internal attachment automatically when the email is sent. Image links to images on a server (<IMG SRC="http://...">) are sent unaltered. Best test for correct results with some of your own test email addresses and email viewers (sophisticated HTML is displayed differently in different email readers).

Generating a new HTML mail from scratch:

• New Mail: Press the New Mail tool bar button or select Menu/File/New Mail.
   
• Select HTML Mail: Check the HTML Mail checkbox above the "Subject" Field in order to tag the message as HTML Mail.
  
• Use internal HTML Viewer/Editor: Check the HTML View checkbox and hit the Edit button next to HTML View in order to get additional controls for editing HTML directly inside TurboMailer.
  
  or / and :
   
• Use an external HTML editor): Press the "Edit HTML" button on bottom-right of Turbo-Mailer (or Menu/View/HTML Editor) for editing the current message body in a WYSIWYG HTML Editor. You are asked to first save your (empty) message in a file. Its recommended to do this: Thus your HTML code has a definite home folder on your hard disk and you can insert local embedded images with relative paths consistently.
  
  The HTML editor can be configured in Menu/Config/Settings. Mozilla, Netscape, Dreamweaver and Frontpage are found automatically by Turbo-Mailer and offered in a drop-down list. The default HTML editor is the built-in editor of Internet Explorer (IE; version >= 5.5 ) - which is not recommended. Installing Mozilla or Netscape is recommended, when you don't have another professional HTML editor installed on your computer.
   
• Edit: Just edit your HTML template file locally with your configured HTML editor. Use simple relative or absolute file paths to your local images for embedding those images to the email. 
   
• Preview: Press the "Preview" Button:  on bottom-right of Turbo-Mailer (or use Menu/View/Preview) in order to check your HTML message.
   
• Auto-Embedding: All locally linked images are embedded on-the-fly by Turbo-Mailer when the emails are sent out. Best try for correct results with some of your own test addresses. When a local image is not found during transmission you'll get an error message and transmission does not take place.
   
• Non-Local Images : URLs of absolute web linked images on a server ("http(s)://...") are left unchanged. Such images are not embedded.
  Note: It is recommended to keep big images and attachment files on a web server in order to reduce bandwidth consumption

Generating a HTML mail from an existing HTML file:

• Load: Drag-drop (or open) the HTML file into Turbo-Mailer and edit the subject. Turbo-Mailer thus knows the home directory of the HTML code for finding relatively linked local (embedded) images.
   
• "Edit HTML" Button: You can also press the "Edit HTML" button on bottom-right of Turbo-Mailer for editing the current message body quickly in a WYSIWYG HTML Editor. The editor can be configured in Menu/Config/Settings. Default is the built-in Editor of Internet Explorer (IE; version >= 5.5 )

Here is an example HTML Email body with 2 embedded (local) images. The first image is linked relatively, the second is linked absolutely:

[ File C:\www-edit\my_html_mail.html ]

<p>Hello %1%,</p> <p>This is a picture:</p> <p><img border="0" src="images/acrobat.gif" width="32" height="32"></p> <p>This is %-2%:  <img border="0" src="file:///c:/www-edit/images/logo.gif" width="32" height="32"></p>

Result: 

Further Annotations / Bulk Mailer:

Log Files are stored as processed_YYYYMMDD_hhmmss.log in the directory of the list file or in the Turbo-Mailer directory + optionally refused_YYYYMMDD_hhmmss.log in case some emails are immediately refused by the SMTP server

Keyboard Bindings for the Recipients List Display and ACCU List Display: Ctrl-A = Select All, Ctrl-C = Copy, Ctrl-V = Paste, Shift-Up/Down OR Mouse-Shift/Ctrl-Click = Mark Range

Threaded SMTP offers improvement of transmission speed through multiple parallel SMTP paths. This option exploits the available bandwidth most efficiently and is especially helpful, when email addresses are checked live by an SMTP server (which slows down simple serial processing). Multiple SMTP connections are possible on most servers. You can set the maximum number of parallel SMTP connections (default=5) in the appropriate field below the "Send" button. Block-by-block transmission may be mixed with threaded SMTP. In that case the Mails/Block setting is the maximum number of mails transmitted on one connection path while Max.Threads connection paths may exist in parallel. 

2. The Email List Processor Page

The List Processor computes sets of email address. Lists can be imported and computed either by simple mouse clicks or by sophisticated formulas (the top feature in Turbo-Mailer).

The central spot of the List Processor is the ACCU list: All computational results, clipboard pastes (paste button in the toolbar) and SetACCU-button results go into the ACCU. The ACCU content maybe transferred to the Recipients List with the Set Rec. List button in order to proceed with sending out mailings with the Mailer.
A set of email lists is managed in User Lists. To each list a short name (SN) is assigned or may be changed. The SN of a list can be used in the formulas as variable.

Formula processing is a core feature in Turbo-Mailer's List Processor. The formula API is continuously expanded. Functions range from stripping/recomputing email address to scanning text/html files for email addresses or scanning newsletter subscription notification emails out of MS Outlook. See the API below.

User Interface / List Processor

ACCU List  /  Read File / Add / Delete

This is the address list display ("Accumulator"), which holds the current result list of formula computations or the result of "Set ACCU" actions. You can load the ACCU from file or add / delete / edit (double-click) the addresses in the ACCU. You can also paste a list/Excel table from the windows clipboard.
The ACCU list itself can be referenced in formulas as "ACCU" ( e.g.  "ACCU+mylist")
The ACCU contents are permanent throughout shutdown & re-opening of Turbo-Mailer.

<< Set TO: List

When pressing this button, the ACCU list is transfered to the TO: list (recipients of your message) of the mailer.

<< Set ACCU

Press this button to transfer the (join of) current selected user list(s).

TO:

Press this button to transfer to ACCU and TO: list of the mailer in one step.

>> Store List

Store the current ACCU content as a new user list on disk.

Up / Down

Move the current selected users lists up/down in the list display

User Lists / Add / Delete / Refresh

Displays the current set of on-disk user lists. Each list has also a short name (SN). The SN (e.g. "mylist") of a user list can be used in computational formulas (e.g.:   "mylist+otherlist" ), in order to reference this list.

Formula / Execute

Enter a list computation formula (see API) or select a template from the drop-down list. Press the Execute button for running the formula. The result will be displayed in the ACCU list.

 

Turbo-Mailer Formula API:

List Operators
	|  (OR)	Example: aa | ACCU
	concatenates lists but avoids duplicates
	&  (AND)	Example: aa & ab
	computes list containing addresses contained in both lists
	+  (PLUS)	Example: aa + ACCU
	concatenates lists without avoiding duplicates
	-  (MINUS)	Example: aa - log1
	computes addresses contained in the first list (aa) but not contained in the second list (ab). Thus you may remove certain addresses from a set. This operator is for example useful to subtract a log-file list from partial transmissions due to errors from a list.
	[<start>:<end>]  (SLICE)	Example: ACCU[0:7]
	take subset of the address list (for example the first 7 emails)
List Member Functions
	.lower()	Example: aa.lower()
	converts all emails to lower chars [A-Z] --> [a-z]
	.randomize()	Example: ACCU.randomize()
	mix the email ordering randomly
	.strip()	Example: ACCU.strip()
	remove duplicate emails and empty lines and comments in a list
	.columnstrip( [endcolumn[,startcolumn]] )	Example: ACCU.columnstrip()
	strip off white space and optionally cut out columns [startcolumn .. endcolumn] in each list line. For example aa.columnstrip(1) cuts out only the first column (email-address) from a table with additional info-columns separated by TAB or ; ). .columnstrip is a short-cut for .xformat and appropriate fmt
	.xsort( [cmpfunc] )	Example: ACCU.xsort())
	sorts the list relating to ASCII. The optional cmpfunc may introduce other sort criteria like: - reverse sorting (Python like skript syntax):    ACCU.xsort( lambda a,b: -cmp(a,b) ) - sort on the length of the email address string:    ACCU.xsort( lambda a,b: cmp( len(a),len(b)) ) cmpfunc can also be a regular expression pattern, with zero or one result group like: - sort on the domain name  :   ACCU.xsort( '@(.*)' )
	.sortdom1()	Example: aa.sortdom1()
	sorts according the domain name of the email addresses. This function is  a short-cut for .xsort and appropriate cmpfunc
	.sortdomL()	Example: ACCU.sortdomL()
	sorts according to the last piece of the domain name (.com, .uk, .de, ...). This function is  a short-cut for .xsort and appropriate cmpfunc
	.xfilter( pat )	Example: ACCU.xfilter( '@[aA].*' )
	finds items matching a regular expression pattern 'pat'. ACCU.xfilter( '@[aA].*' ) would get all emails where the domain name starts with an 'a'.
	.xformat( fmt  , [l1 [,l2 ... ]] )	Example: ACCU.xformat(' "%1%" <%0%>' )
	This is one of the most trickiest functions. It formats an new email list file computing changed column ordering, composing full-name emails or even mix columns in different lists together. 'fmt' is the format string. The variable identifier is %column[:fileindex]%. 'l1','l2',... are optional other list files who should have (approx.) the same length. Other examples: aa.xformat("%1;%0")  # exchanges column 0 and 1 (could also use \t instead of ;) aa.xformat("%0%; hello ; %3:1%", ab) # mixes column 0 of aa with column 3 of ab + fix string aa.xformat(' "%1%" <%0%>; %1%; %2%' ) # composes full-name emails and preserves columns
	.xreverse()	Example: ACCU.xsort().xreverse()
	reverts the order of the emails
	.xremovedups( pat )	Example: ACCU.xremovedups( ".*@([^> ]*)" ):
	removes duplicates from list using a  regular expression patterns group 1 to identify a special part of the mail. The example above would remove emails duplicating on the domain name. A ACCU.xremovedups( "(.*)" ) is equal to ACCU.strip()
Functions
	ScanOutlook(<outlook_folder>, <subject_pattern>, <email_pattern>)
	Example: ScanOutlook("inbox/newsletter_in","*Newsletter*","Email:\s*([\w.+-]+@[\w.+-]+)")
	Scan email bodies in an MS Outlook (MAPI) folder for 'subscription' emails and extract one email address in in every mail body. This is usually used in order to parse 'Newsletter Subscription Notification Mails'.  The address scan email_pattern is a regular expression (python/perl style), which must return 1 or more groups containing the address and optional info columns: for example the ([\w.+-]+@[\w.+-]+) part of the example above extracts the email address. the \s* in the example above matches any whitespace. If no address pattern is found an email body, the scanner jumps to the next email body, thus not breaking on invalid emails. In case of more groups in the regular expression those groups are rendered into additional columns (separated by ; ) of the result table. The subjectpattern matches with unix/dos wildcards ( * ? ). Use "*" for scanning all email in the folder. The outlook_folder is formatted as displayed in your Outlook GUI. The Inbox (for all countries) is alway accessible with inbox/... . Subfolder names are separated with slash / .  The above example scans e.g. the following email in the "newsletter_in" folder: Subject: Newsletter Subscription Notification Text: You got a newletters subscription for Project XY. Email:   ronald.donald@nowhere.nix Time:   09/01/2003 [sent by form.cgi]
	GetOutlookAddresses(<adressbook>)	Example:  GetOutlookAddresses("Personal Address Book")
	fetches all email addresses contained in an Outlook (MAPI) address folder
	SplitList(<listname>, <items_per_list> [, <resultfilespattern>])
	Example: SplitList(ae,1000,"splitresult%05d.txt")
	Splits a (big) list into smaller pices with max. items_per_list items in each list. The result_files_pattern must contain a %s or %05d ... which is replaced with the start index number of the first email of each result list like: splitresult00000.txt splitresult01000.txt splitresult02000.txt ... The first partial list file is returned as new ACCU content. (The rest of the files may be drag-droped from the Windows Explorer to the User Lists Set in Turbo-Mailer.)
	ScanFiles(<path_pattern> [,<pa_email> [,n_emails_per_file]] )
	Example: ScanFiles("C:/files/*.txt","([\w.+-]+@[\w.+-]+)")
	Extracts all email addresses from a set of local files specified by wildcards ( * ? ). The regular expression may contain one or more groups. In case of more groups those groups are rendered into additional columns (separated by ; ) of the result table.
	ODBCSelect(<db_path>,<SQL_select_statement>)
	Example:    ODBCSelect('myaccess','SELECT email from table1')   ODBCSelect('mydb/user/passwd','SELECT email,name from table2')
	Fetches email (and other columns) data lists from ODBC-connectable databases using SQL-SELECT. Hint: you can setup databases like ACCESS-files etc. for SQL-queries by adding them to the Windows Database Sharing Setup (DSN). See Windows Control Panel / Administration / ODBC.
	Write to feedback@xellsoft.com for new suggestions.

(the Formula API maybe extended in future Turbo-Mailer updates. Check this document online from time to time to be informed)

3. Other User Interfaces

Dialog Menu/Config/Settings

• HTML Mail: Send also a text version
  When checking this option, a text-only extract of the HTML message is inserted in the mail. Thus the mail can be displayed by non-MIME & non-HTML email readers
   
• HTML Editor: Editor call
  Set a startup call for your favorite HTML editor here or select a template call from the drop-down list. The dummy-call "IE>=5.5" uses the HTML editor of the MS Internet Explorer (version >= 5.5), which is available on most PC's. If no other good editor is installed on your system, it is recommended to install Mozilla or Netscape.
   
• Block-by-block SMTP transmissions: Number of seconds
  Set the number of seconds to wait between block-by-block SMTP transmissions

4. Command Line/Batch Usage:

Turbo-Mailer can send out mails by using the command line (batch mode). The default settings (SMTP, auto-dial, ...) have to be set up in the GUI before using the command line.

Examples:

turbomailer_con.exe -a test_addresses.txt

turbomailer_con.exe -t mail.eml -a test_addresses.txt

turbomailer_con.exe -f "From Addr <from@adr>" -r reply@adr -t mail.eml -a test_addresses.txt

Parameters:

• turbomailer_con.exe : console version of TurboMailer-Application
• -a addresses.txt :: the address list
• -t mail.eml :: the email text file with optional standard 'subject:' - header like created by Turbo-Mailer/SaveTextAs. <HTML> is detected for sending html-messages
• -f "Fromaddr <from@adr>" :: The from address
• -r "Replyaddr <reply@adr>" :: The reply address

5. Turbo-Mailer FAQ / Trouble Shooting

" How do I add images and attachments to my mailings ? "

• HTML: See Embedding images in HTML email
• Text/HTML: Add the images/files as attachment in Turbo-Mailer
• For bigger bulk mailings you should put images on a web server and use absolute web-links to images and files.
  Example: Add server hosted images in HTML like : 
  <img src="http://www.myserver.com/images/mypicture.gif">
  Link to a download in HTML like:  
  <a href="http://www.myserver.com/data/myfile.zip">Dowload File</a>

" How many mails are transmitted per minute ? "

• This depends on your internet and SMTP server speed
• Use multi-threaded SMTP to exploit bandwidth best ( set the "Max. Threads" field e.g. to 5 in the mailer GUI )
• Example: if you send 2kByte mails and you have a 1024kBit/s internet connection to your SMTP server and your SMTP doesn't introduce extra delays, then you can transmit max. 1024/8bit/2*60s = 3840 (personalized) mails per minute (no TO:/BCC: bundling)

" I get an error like 'getaddrinfo failed', 'connection aborted' etc. !? "

• you have no proper internet connection at all
• check if your browser and ordinary email client software work with the same SMTP address !?
• ( SMTP proxies are not currently supported )
• ensure, your firewall lets pass TurboMailer on ports 25, 465 (SSL without TLS) or whatever special port you set explicitly.

" My SMTP Mail Server doesn't allow more than N mails ? "

• your server doesn't like so much bulk email transfer (at one time)
• try the feature "send in blocks"; e.g. values like 10, 20 or 90
• try split big email address lists in smaller parts; maybe use SplitList function in TM's ListProcessor

" I get (nearly) all target addresses refused from my SMTP Mail Server (refused list long) ? "

• Maybe try to set a non-empty X-Mailer tag in Menu/Config/Settings/X-Mailer Tag. Compuserve e.g. is known to require the X-Mailer tag
• Your SMTP server doesn't like something in your mails
• The target addresses maybe in fact invalid
• Most SMTP servers want you to use really your correct 'from' address for your SMTP account. 

" My SMTP server doesn't accept the mails for transmission? "

• Maybe try to set a non-empty X-Mailer tag in Menu/Config/Settings/X-Mailer Tag. Compuserve e.g. is known to require the X-Mailer tag

" My SMTP server doesn't allow to log-on? "

• Try to use the SSL login feature (SSL checkbox right to the SMTP Password in the main mailer page of TM). MSN mail is known to require SSL/TLS log-on.

" How to set up for Google's GMAIL account "

• In the Google Mail account manager (online) you have to enable SMTP & POP:
  GMAIL Account / Edit Labels / Forwarding and POP / 1. Status / Enable POP
• Access this GMAIL account at least once by a POP download using a POP client (your normal email client software). Only after doing this, SMTP will also be possible.
• In TurboMailer:
  • set smtp.gmail.com as SMTP Server
  • set "DISPLAYNAME" <YOURNAME@gmail.com> as 'From' Address
  • set  YOURNAME@gmail.com as SMTP user  (not just YOURNAME !)
  • set  your Google Mail account password as SMTP password
  • enable SSL (SSL checkbox ON)
  • ( you can set the TLS checkbox either to ON (SSL after TLS on port 25) or OFF (direct SSL on port 465) )

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