Mailmaster FAQ

Customers can access the comprehensive Mailmaster knowledge base by logging into the system and entering search terms in the Help engine.

Otherwise, we can be contacted at support@spheritec.com or 1300 130 110 (Monday-Friday 9.00am-4.30pm AEST).

Can I export my database?

How do I bulk update my existing database with bulk contacts from Outlook?

To export from Outlook, and then update your existing database:

A) Exporting your current database to an excel spreadsheet:

Most email and database programs will have an option to 'Export' your database

If exporting from Outlook. Click on File > Import and Export

Choose 'Export to a file', and click > Next

Choose 'Comma Seperated Values' and click > Next

Select your Contacts/Address book from the list and click > Next

Choose where you wish to save your file and click > Next

Click > Finish

B) Once your file is in an excel spreadsheet:

Make sure the column order of your data in excel matches that of the database fields in the database you wish to upload into. (e.g. If your database fields are First Name, Last Name, Email, Mobile, then the column order of your database in excel needs to match up. If it doesn't you may end up with say a first name in your last name field)

To check the correct column order go to menu option > Database Fields, and select the database from the drop down boxes in the top right hand corner of the screen. Here your fields will be listed in order.

Save your excel file as a .csv (Comma Seperated Values, Comma Delimited). And click yes to any pop ups which may appear.

C) Upload your csv file into your existing database in the system:

Click on menu option > Contacts

Select the 'Bulk Upload (CSV, TAB, TXT)', and click > Next

Select Upload into an existing database', select which database you wish to upload into, and click > Next

Click > Browse, and select the csv you saved from your computer

In the section 'Advanced Options', you have the option to 'remove duplicate' email addresses' within your file by selecting ticking the check box, and to make sure contacts information is udpated, and any new contacts added on, select check box: "Overwrite duplicate contacts, based on the 'Email' field". (You can change the field the update will be based on)

Now click 'Upload & Insert'

Once the upload is complete you will be taken to a results page. Here you will be shown you how many records were uploaded, how many invalid email addresses were not uploaded, and any duplicates that were removed, and how many entries were overwritten and updated.

To bulk upload into the system:

Export your current database into an excel spreadsheet. Make sure you have all your field names typed in across the top row (e.g. First Name, Last Name, Email, etc.)

Save this file as a .csv (comma seperated values) file or comma delimited. (File > Save As > Save as type).

Now in the system click on menu option > Contacts

Select > Bulk upload

Choose option> 'Create a new database from my file', give your database a name and click > Next.

Now click > Browse, and search and open the csv file you recently saved.

Now click > Upload & Insert.

How do I create and add a poll or survey to my newsletter?

Creating a poll or survey is very similar to setting up a new database. To set up a poll or survey:

Create a new database under menu option > Databases (make sure you call your database Survey or a name you recognise)

Create the fields (i.e. Questions) to go into your survey form through menu option > Database Fields. In this section you will be able to choose which type of field you wish to use for your question (e.g. Drop down, check box, text field) by clicking

> New. Repeat this process for each question.

To view how your survey is coming along, click on the View Form button in the Database Fields menu option.

You can then edit the look of your form through menu option > Web Forms > Design a web form

Once your form is complete you can add this survey to your newsletter by creating a link (e.g. Click here to complete our 5 minute survey) to a Database Form (to create a link, highlight the text and click the green ball and chain link icon), in which you will be able to choose to link to your survey.

Note: You can also add surveys to your website through the > Get Form html button, under menu option > Web Forms > Design a Web Form

How do I upload a CSV with commas in the address field?

Save your CSV file as a Tab Delimited file before upload.  This should allow you to upload address fields with commas.

I have set up a web form for potential subscribers. When they submit their details I would like to send an automated message confirming receipt as well as letting them know how to unsubscribe. Is it possible to create an automated message?

You can create automated emails by:

Creating them in menu option > Messages

You will need to select the folder > Database Emails. Here there will be 3 default messages stored in there already. You can either edit these messages, or create your own. Anything you save in your Database emails folder can be used as an automated message.

After setting up your automated message you will need to link the message to the relevant database. To do this:

Go into > Databases

Select database you wish to attach your automated message to and click > Edit Database

Select the > Messages tab

Click > Add message

Select the type of message you wish to use and click > Add message

Now click > Save

I want to create my own subscription confirmation/welcome emails and unsubscribe confirmation etc.  Where do I create these emails?

You may create the subscription/confirmation/welcome emails and unsubscribe confirmation emails by creating them in menu option > Emails, and in the Database Emails folder.  Here you have 3 default messages already set up, which you can either edit, or start new ones.

Once your emails are ready, you may then go into Databases > select the database you wish to add these messages to > Edit Database > Messages > select appropriate emails > Save.

How is Mailmaster billed?

Mailmaster is billed monthly in arrears.  Your monthly account will show charges for the previous month's access fee and usage.