Bulk Mail Datasheet Program Requirements Requires the following Microsoft software MS-Windows (Program will run on all Windows versions) MS-Access (Program will run on all MS-Access versions) MS-Outlook (Program will run on all MS-Outlook versions) Runtime version also available Other requirements Full time internet access (ADSL uncapped preferred) Pentium 4 PC with 2Gb Ram and 20Mb HDD space available Can run from single PC or network server Has multiple user access for network users Program Benefits Program is very easy to use and does not require any specialized training Can be managed by one person and does not require a full time person to operate Easy to manage "client information database" frontend Automated and dynamic client information database updater (Build-in import filter) Can link and import client information from all standard files formats like .xls, .rtf, .csv … Database can be modified to facilitate the automated import function of client information There is a once-off cost price of R4500.00 Excl. Vat , no additional cost for registration or monthly fees There are no annual renewal fees required General notes Mail batches can be controlled to only send a certain amount of mails at a time. To prepare a mail batch job shouldn’t take a person more than 20 seconds. Mail batches are unlimited to the amount of recipients it can take All mails are send through MS-Outlook client Mails that are rejected by the provider will be returned to your “Inbox” Reporting is done and managed by MS-Outlook

Program interface

Please refer to the sketch above for each of the topics found below. Status: Mails will run This option filters all users with valid email addresses. Select Inst.: Clients This dropdown menu will allow you to choose which clients will receive mails in this batch. Depending on your data, it might have various options. Date: This date is the date when the batch mails are send.

From User? Helga This shows which person is responsible for sending the mails. Can also be the person you want to be the contact person for enquiries. Subject: Please find our new pricelist This field describes what the mails are about. URL: Please note our new price list This field normally carries the link to your web address or contact information like tel. numbers or email addresses. Memo: Please note that we will be closed on the 25 December 2010 This field is used for general information.

Attachment: (Please refer to sketch above) This is where you will attach any file you want to send with your emails. All file types are supported but .PDF format is the most widely used and recommended. Its small and mostly allowed by servers without being deleted.

Edit Client Information

This form will allow you to change user information like incorrect email addresses. Delete Old Client Info.

This is the step where the old client information in the database is deleted. Update with New Info. This function will import and update your database with the latest client information

Steps to building a bulk mail batch job for sending: 1. 2. 3. 4. 5. 6. 7. 8.

Select the “Status” option and choose the “Mail will run” option Make a selection by choosing the desired option at the “Select Inst.” option box Change the date if so required. (Current date will always appear by default) Type the user name in the “From user ?” text box Enter your “Subject” description Enter your “URL and Memo” description Go to “Attachments” and insert your attachment file or files Delete and update your client information if so required. (This is done only on request depending on how often your client information changes.) 9. Click the “View Mailing List to Send” button to view all the recipients. (Optional) 10. Click on the “Click Here to Send Mails Now” button to send your mails