2025 – update. Very little of this info has changed since we first published this in 2017, so with a few edits, here’s updated info.
The answers below assume you are using one of the main email service providers. (Other than MailChimp as their list management is a struggle and contrary to the way our clients work.)
Q.
If the same e-mail address is on several lists in my account, will that person receive the e-mail campaign more than once?
A.
Short answer, no.
The service provider catches duplications and only sends the campaign to each address once. For example, say you have three lists in your account: Peninsula Clients, Marin Clients, and South Bay Clients. And Maggie Jones with address mj@gmail.com has visited your locations in San Jose and Palo Alto and so is on two lists. If you select all three of your lists to which to send an e-mail, the service provider will catch this and send only one to mj@gmail.com.
Q.
How do I get addresses to you to add to my account?
A.
You’ll need to export them from your internal system or database and send to us, usually as an Excel or .csv file attached to an e-mail. All databases, whether MicroSoft Outlook, gmail contacts, your POS system, etc, have a feature to export. Occasionally John visits a client to train them on how to export, but usually a few minutes Googling “export + your database type” gives adequate direction.
We prefer to work with an Excel doc. But we have also received email lists as pdfs, hand-written addresses, and Word docs.
It is important to name the file to send to us uniquely and logically. For example, if the list is all clients, be sure to name it so – “acme-co-all-clients-022117.xls”, or if it’s just your VIP clients, “acme-co-vip-022117”. Including the date is also a good way to track the file in case we need to troubleshoot in the future.
Even more important, if you have more than one list in your account, be sure to communicate clearly to which list we are adding these new addresses.
Q.
How do I prevent an unsubscribed person from receiving mail from me?
A.
That’s one of the great things about e-mail service providers. Once a person is marked as unsubscribed, there’s no way that account will send to that address. Even if that same address is added to the account manually or through an upload, it will be blocked.
Q.
Can I log onto my account and edit lists myself?
A.
Any time. We don’t own your account; you do. We’ll be happy to point you in the right direction to handle your own list management if you like. For example, some of our clients save by manually updating unsubscribes who have reached out to them directly instead of clicking the required unsubscribe button.
Q.
I have a question regarding mail list management which is not answered here.
A.
E-mail John!