You are here: Email > Lists > Create an email list
Create an email list
Show Me: Watch how to create an email list.
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From Email, click Lists. Lists appears. |
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Click New list. The Select Data Source screen appears. |
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In the Data Source field, select the type of recipients to include in the list. The data source determines the pool of people that are available. |
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To create a list of recipients based on a constituent query, select "Constituents." From the Properties tab, click Add query to select a constituent query created in your offline database. When you select this option, the recipients include only constituents who are individuals. To include constituents that are organizations, you must select "Imported Lists" as the data source and choose an import file that contains the organizations to include. |
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In addition, individuals in a "Constituents" data source list must have a preferred email address type that matches the selected Preferred email address on the Settings tab in Sites & settings. For more information, see Attributes settings. If the type does not match, the individual does not receive the message. When an individual’s record is marked Requests no email, the individual is excluded from the list and does not receive the email message. |
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In The Raiser's Edge, a record is created for the email messages that you send to a list with the "Constituents" data source. And if recipients opt out of future email communications, this is noted on their constituent records. |
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To create a list of recipients that includes all your Blackbaud NetCommunity users, select "Registered Users." This source includes all registered website users who did not opt out of email communications, including those who are linked to constituents. |
Note: Only users with Supervisor rights can select “Registered Users.”
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Email messages to a list with the "Registered Users" data source are not recorded in The Raiser's Edge. If recipients opt out of email communications, this is noted in Blackbaud NetCommunity but not on constituent records in The Raiser's Edge. |
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To create a list based on information you will import from a list in *.csv format, select "Imported Lists." From the Properties tab, click Browse under Load file to search for the file to import. After you select an import file, click Next. Under Field mapping, select the import file fields that correspond to the email and display name fields in your online database. |
Note: If you previously linked an import file to the list, click Replace this file under Uploaded file details to select a different import list. This button is available until you use the list to send an email from Messages. The program removes the Replace this file option when you use the list as the data source for Templates.
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To create a test list for a limited number of recipients, select “User Defined.” For example, before you send a mass email, you may want to send the message to accounts you have with different email services to determine how the text and graphics appear in the email client readers. From the New List screen, you can enter a name for the list and a description. Click Save, then open the new list. From the View/Edit List tab, enter each recipient to include. Select Enabled to allow the recipient to receive the message. |
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Click OK. The New List page appears. |
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On the Properties tab, the Data Source field displays the data source you selected. |
Tip: You also select a data source on each email template. Messages created from the template can be sent to only lists that use the same type of data source. For more information, see Template Data Sources.
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In the List Name field, enter a unique name to distinguish this group for specific email messages, such as “Class of 1994.” |
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In the Description field, enter any additional information. For example, enter a brief description of who the mailing list includes or the types of email messages this list receives, such as “Class of 1994 Alumni.” |
When a user creates an email in Messages and clicks Send to, the program displays all saved email lists that the user has security rights to.
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If you select “Constituents” as the data source, the Constituent Queries frame appears. |
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To add a query, click Add Query. The Query Search screen appears. Select a query for the email list. For a query to appear as a selection, it must first be created in the other program. |
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To add another query, click Add Query. You can add queries until you select all queries required for the email list. |
Tip: Depending on your website environment and configuration, sending an email message to a large list of recipients may result in performance issues. If you experience this, we recommend you include smaller queries in the list. You can also remove queries from the list.
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To replace a query, click Change beside the query. The Query Search screen appears. |
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To remove a query, click Remove beside the query. |
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If you select “Imported Lists” as the data source, the Load File frame appears. In the File field, select the comma-separated values (*.csv) file to import for the email list. To map to the location of the import file, click Browse and use the Choose File screen. |
Note: The first row of the imported *.csv file must contain the field names.
After you select the import file, the Uploaded file details and Field mapping frames appear.
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In the Uploaded file details frame, the File name field displays the selected import file. To import a different file, click Replace this file. The Load file frame appears. |
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In the Field mapping frame, select the fields from the import file to use as the email address and recipient display name in the email list. |
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To assign security rights for the list, select the Targeting & Security tab. For each user role, you can manage rights to view, edit, delete, and change security. |
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To add users or roles, click Add users and roles. |
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To assign rights, select View, Edit, Delete, or Change Security. |
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Click Save. You return to Lists. |