Sometimes you will want to import a series of e-mail address into your web-mail program from a spreadsheet, so that you can send e-mail messages to multiple recipients at once. These instructions provide a quick step by step guide explaining how to do this.
NeatWorx provides standard POP3 and IMAP compatible e-mail services. Most customers will use our e-mail service to forward to an existing e-mail provider, or will use a client like Microsoft Outlook to access our mail servers directly. We also offer a Web Mail client called "Horde" for those who prefer to have access to their own feature rich web-based e-mail.
More information on the open-source horde project, including documentation, is available at http://www.horde.org
Importing Spreadsheet Membership lists into Horde Address Books
Step 1: Prepare your spreadsheet data
Below is a sample spreadsheet. This is real data, so we've intentionally hidden the data fields. Note that we've deleted any empty or extraneous columns to make the data as easy to work with as possible. The First step is to export the data in the spreadsheet to a Windows "CSV" file. (CSV stands for comma separated values - this is a standard way of exchanging data between different computer programs).
Step 2: Save the Spreadsheet as a CSV File
From within Excel, save your spreadsheet as a CSV file as shown below. Depending on your operating system and your version of Microsoft Excel (or other spreadsheet program), your screen may look different. You can generally save to a CSV format using the "Save As" function although on some spreadsheet programs you may need to use an "Export" function instead. Please remember where you saved the exported data in CSV format.
Step 3: Create an Address Book in your Horde Mailing List
If you are unsure how to login into your web-mail account, please contact support@neatworx.com for assistance. The URL to access webmail is normally "webmail" followed by your internet domain name as shown below. Select "My Address Books" and create a new address book as shown. We will be importing our spreadsheet data into this address book. In this example we've used the name "Competitive Athletes". Click on "Create" once you've done this. On the left hand panel after a few seconds you should see a new entry under "Address Book" called "Competitive Athletes".
Step 4: Import the data from your CSV file
Select the "Import/Export" option as shown below. Set the format of the source file to comma separated values as shown below. Select the new "Competitive Athletes" address book as the address book to import to. Leave the character set as ISO-8859-1. Click on browse, and select the CSV file that you saved back in Step 2. Click on the "Next" button to continue.
Step 5: Continue with the Import Process
Next you will see a screen similar to the one below.(we've hidden some of the screen to protect personal information). The delimiter character will normally be a comma. The quote characters will normally be a set of double quotes ("). Enter the number of columns in your spreadsheet (this should be "6" in our example) and click "Next"
Step 6: Map Fields from the Spreadsheet to the E-Mail Program
We will see "Import, Step 3" appear as shown below. At this point we will identify matching data pairs. Adding pairs tells the Horde E-Mail system what values what spreadsheet columns to import into what address book fields. Ensure that you at least match E-Mail addresses and names by selecting the matching fields as shown below and clicking on "Add Pair". After you're done matching pairs, click on "Next".
Step 7: Ensure that your Records have been Imported
After this, your records should all be imported. Select "Competitive Athletes" and select "Browse" as shown below. Click on "All" to verify that the addresses have all been imported. Once you verify that you have all the imported records in an address book you are ready to send an e-mail to everyone in that address book.
Step 8: Send an E-Mail to the List
Click on the "Mail" icon and select "New Message" as shown below. Next, select the "Address Book" icon.
Change the "from" field to the Address Book we want to search (Competitive Athletes in our example) and click on "Search". Next, select all of the people that you want to send do from the left hand panel and select "To >>" to move them to the list of intended recipients.
After this we should see all the intended recipients appear in the "To" window and we can send our e-mail as normal
