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Mach5 Mailer FAQ


How Do I Configure Mach5 Mailer to Work With Microsoft Excel?

Mach5 Mailer can work with data imported from Microsoft Excel files. Here is a step-by-step tutorial on how to set up Mach5 Mailer:

1. Create your Excel file. Your Excel file must be in a special format. It's easiest to give an example:

Example Microsoft Excel Screenshot
A screen shot of Microsoft Excel

The first row in the spreadsheet must be the column names. After that, you should list the appropriate data for those column names.

2. Start Mach5 Mailer by clicking Start, Programs, and then Mach5 Mailer.

3. Select Create a new e-mail merge and click Ok.

4. Select Microsoft Excel and make sure the "direct Excel connection" checkbox is checked. Click Next.

5. Browse to find your spreadsheet. At the bottom of the Browse dialog, click the Files of type drop-down box and choose Microsoft Excel Spreadsheets (*.xls). Select the Excel spreadsheet you want to use in Mach5 Mailer and click Open. Click Next.

5. If you were using Microsoft Access, Mach5 Mailer would display a list of all of the "tables" in the database. For Excel files, there are several common interpretations. First, you can define a table within Excel, and it will show up as a table in Mailer. Second, and most straightforward, you can choose a range of cells in Sheet 1 of your spreadsheet as follows:

Mailer will automatically determine the size of the table to use, but you can change it easily if you prefer, or choose data from a different sheet. If you check the "Verify Range" button, Mailer will re-determine the range of cells to use every time you open the mailing or refresh the datasource from within Mailer.

Choose your option and click Next.

6. Enter in data about the e-mail merge. You will be able to change this later on.

7. Compose your e-mail merge.


If I Use Mach5 Mailer to Send an E-mail Message to 100 People, Will Person X See All of the 99 Other Recipients?

No. Mach5 Mailer sends a separate, customized, e-mail to each person on your mailing list. Each person who receives a message sent with Mach5 Mailer will receive a personal e-mail from you.

Note: no one will think that they have received a personal e-mail from you if you start the e-mail by saying "Dear Customer"! This is where Mach5 Mailer's advanced customization features come in. Try including the person's name in the subject or in the beginning (i.e. "Dear <<Name>>,"). 


How Does The Trial Version of Mach5 Mailer Differ From The Full Version of Mach5 Mailer?

The trial, or unregistered, version of Mach5 Mailer is exactly the same as the full, or registered, version of Mach5 Mailer, except for these two important differences:

1. The trial version of Mach5 Mailer will append a message along the lines of "This message sent with an unregistered version of Mach5 Mailer...". We recommend that you send test e-mail messages to yourself and a few co-workers, and then register Mach5 Mailer and send out your full mailing.

2. The trial version of Mach5 Mailer will stop working after 30 days.

3. The trial version is limited to sending 200 emails at once, to prevent abuse.

Note we offer a 60-day unconditional money-back guarantee. You are welcome to register Mailer and try the full version for sending larger mailings. Please note that Mailer includes identifying information in each email it sends.


Does Mach5 MailerWork With AOL? Can I use it with my ISP?

No, Mach5 Mailerdoes not work with AOL. Mach5 Mailer uses Internet standard SMTP servers to deliver your e-mail messages. AOL uses their own proprietary e-mail protocol. We recommend that you obtain a SMTP account. Your local Internet provider will provide you with both Internet access and SMTP service for, most likely, around $20 a month. In addition, services such as Juno also provide you with a SMTP server, though we have tested Mach5 Mailer with Juno. 

You need to determine your ISPs appropriate usage policies before attempting to send large numbers of emails through your ISP's SMTP server, or even using the local server and your ISP's internet connection.

We strongly recommend using a service provider or web host that supports sending appropriate large emailings. Almost ALL web hosting accounts that you can purchase also provide an SMTP server for you to use. We recommend and use DewaHost Hosting, which is one of our business partners. Aside from giving you an SMTP server to use, even on your own dedicated IP address, they also provide fairly low cost web hosting with great service and features.

Internal Server: Mach5 Mailer does include an internal SMTP server. However, other mail exchanges are beginning to discard messages that come from servers not associated with fixed domain names. For example, even if you use DSL or a cablemodem, if your IP address is, and this IP address is associated with domain name "dynamicIP-133.myisp.net" then if this domain name is on a list of "dynamic DNS" addresses, it will be simply silently thrown away by a large number of mail exchanges. Likewise, if your IP doesn't have a domain name associated with it, many mail exchanges will discard it. Note that discarding email without bouncing it is in direct violation to the email transport protocol definition. But there's nothing we can do about it!

Don't use an internal SMTP server unless:

  1. Your company is on a fixed IP address and
  2. This IP address has a domain name

What Anti-Spam measures does Mailer use?

Mailer sends messages using a hidden X-Mailer tag. This tag identifies the sending agent as Mach5 Mailer. In this tag we include the last digits of your registration key, and provide a contact address for reporting abuse. If abuse is obvious, we may ask that you not use Mailer, and refund your purchase. Note that the X-Mailer tag does not include any information that allows the recipient to identify you personally! We will not compromise your privacy. But if your recipient doesn't know who you are, we'd rather you not purchase our software anyway. We feel that customized mass mailings fulfull a very important and useful business function, but we also wish to encourage ethical use of internet resources, and we feel that sending spam is unethical.

We limit the trial version to sending out 200 emails at once also, as an anti-spam measure.


Mailer can send HTML messages and rich text messages, Javascript is a bad idea!

Mailer sends messages in two formats simultaneously. While many mail clients support HTML, some users (like the CEO of Mach5, for instance) simply hate looking at HTML messages and so have that turned off completely. If you send just HTML or rich text messages, some users will not see your email.

For this reason you should send both plaintext and HTML components in your mailing, or just a plaintext message. We do not recommend sending just an HTML message.

If you want to compose your HTML in a nice HTML editor and paste the HTML code into Mailer, we can recomend Netscape Composer for that. If you do use HTML, please remember that many email clients don't support the full, recent HTML spec. Some only support HTML 1.0 in fact! So tables may not even display properly.

And by all means, we do not recommend embedding javascript or CSS or other such display-oriented elements in HTML messages. Very few mail clients support Javascript, and to us at Mach5, the idea of an email client doing dynamic things (and potentially interfering with my reading of email) is rather abhorrent and you can be sure we at Mach5 will have those options disabled!

Just remember: You want your mailing to meet its purpose in the context of email messaging: personal, simple, direct, informative.




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