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EmailUnlimited Manual

App. A: Database Formats Supported by EmailUnlimited

Your data source is a database file that keeps your list of email addresses. Here is a list of the data formats EmailUnlimited™ supports, along with instructions how to use them for your campaigns:

  Microsoft Access

Microsoft Access is the database EmailUnlimited™ has originally been designed for, so it is the preferred choice. You may use almost all formats, from Access 2.0 to the new Access 2000. EmailUnlimited™ does not only support MS Access databases, but also Queries that you have defined. This is very useful if you have a very relational database that you want to use as a data source.

To use an Access database, just select your database file and click Ok. Then the following dialog box will be shown to you:

Picture: Select a database table

Here you can choose if you want EmailUnlimited™ to create a new table for you or if you want to use one of your existing tables. When you are finished, press Ok.

(If you make EmailUnlimited™ create the table, however, it will be in Access 2000 format and will only contain those fields absolutely necessary for EmailUnlimited™, which is an email address field, first name, last name and the fields necessary for the follow-up autoresponder).

  Microsoft Excel

Using an Excel Spreadsheet is similar to using an Access table as described above. However, there are some restrictions when using Excel: EmailUnlimited™ cannot create a new Excel sheet for you. It is also unable to automatically remove rows from your mailing list, which means that EmailUnlimited™ always uses negative lists.

DBase III, IV or V

If you want to use your dbase database, select the database file you would like to use in the file dialog box described above and click Ok. 

Using dBase databases, EmailUnlimited™ is not able to delete records, however, there is a work-around that will be explained  in this manual later. There might also be problems with different data formats, so we recommend to use simple text fields whenever you can.

Microsoft Works Database

EmailUnlimited™ does not support the original Works Database format, however, you can use your Microsoft Works Database by converting it to dBase format.

You can do this by opening your database in Microsoft Works and choosing “Save as…” on the File menu, which give you the choice so save your database in dBase format (it does not matter if you choose dBase III, IV or V format).

As  you can use the dBase format in Microsoft Works directly, you do not have to switch between the two formats.

Microsoft Outlook Contact List

Choosing a Microsoft Outlook Contact List allows you to use all contacts stored in Microsoft Outlook. This format is only available if you have Microsoft Outlook installed on your computer.

While Outlook Contact Lists have the advantage of being very easy to setup, they have the disadvantage of being very slow to access. Tasks like editing your Contact List in EmailUnlimited, sending a mailing or processing follow-up auto responses may take a lot of time.

One of the reason why Outlook is a rather slow option is that large number of fields it provides. In order to speed up the usage of Outlook, we have added an option that allows you to select the Outlook Contact fields you really need. You can change that option by clicking on Tools/Outlook Options in the main screen of EmailUnlimited.

Picture: Outlook Options Screen

Please note: Microsoft Outlook means Outlook 98, 2000 and XP. Outlook Express is not a real Outlook, and Outlook Express Address Lists are not directly supported at the moment, meaning that you will have to export them into a different format.

Using Outlook Distribution Lists

EmailUnlimited is not capable of using Outlook Distribution Lists directly, however, it is easy to export them to a different format like Excel that is supported by EmailUnlimited.

1. Choose 'Contacts', then double-click the distribution list you wish to export.

2. On the 'File' menu choose 'Save as...', confirm the file name and in the 'Save as type' choose 'Text', press 'Save'.

3. Open a new Excel sheet and name it with the same name as the text file. From the 'Data' menu, choose 'Import External Data' and then 'Import Data'; choose the Text file you wish to import and then click 'open'.

4. Press 'Next' [delimited selection], then again 'Next' [Tab selection], then 'Finish' [General option is selected].

5. Press 'Ok'.

6. In the column next to the 'Distribution List Name' write the words 'e-mail'.

7. Press 'Save'.

Now your distribution list is ready for EmailUnlimited in an Excel file format.

ACT! 6.1 Database

Choosing an ACT! 6.1 Database allows you to use your ACT! contacts directly in EmailUnlimited. All you need to do is choose your ACT! database and Group. Then you are ready to send personalized HTML mailings to your ACT! Contacts.

ODBC Database

In EmailUnlimited™ Professional Edition, you can even use ODBC compliant databases as your data source - e.g. your company's SQL server. When you choose ODBC as you data source, EmailUnlimited will display the Windows default dialog for selecting ODBC data sources, as shown below:

Picture: Selecting an ODBC Data Source

The "Select Data Source" dialog is a very powerful dialog, because you can select a data source, and you may also connect to new data sources (Click on the "New.." button and follow the instructions"). Technically speaking, ODBC data sources are not really data sources, but connections that provide access to data sources, like your SQL Server. 

Once you have selected your data source, click on Ok, select your table, and you are ready to go.

Text File

Text files offer the least sophisticated method of storing your email addresses. They are not very secure and rather inflexible. Furthermore, text files cannot be used in follow-up autoresponder.

However, text databases are still commonly used by many people, so we have decided to support them as well.

To use a text data source with EmailUnlimited™, do the following:

Choose the text file you want to use as your mailing list and press Ok. When you use the file for the first time, the dialog box on the right will appear.

EmailUnlimited™ can only use text databases in which fields are separated by a delimiter. Please specify the delimiter of your database file in the 'Choose delimiter that separates your fields' option frame.

Next, you have to tell EmailUnlimited™ about your field names in the “Fields of your database ” option frame. If you are lucky, they are specified in the first line of your database. If not, you have to enter every single field name in the correct order into the appropriate field. To help you with this, we have included a text box below that frame, which displays a part of your database.

The picture above shows what a delimited text database should look like if you want to use it with EmailUnlimited™:

The first line contains the field names: “Type”, “EmailAddress”, “Date”…

The other lines contain the database entries or records:

“Mailmachine”, “test”, “10/27/98”, … ,

“Mailmachine”, “rv@vclab.com”, …..,

Each line represents a record; each field value is separated by your delimiter, and at the end every line has to contain your delimiter. Otherwise EmailUnlimited™ will not be able to process your database and produce error messages.

Once you have finished this procedure, click Next and you are almost ready to go!

So Which Database Format is Best?

The best choice is either using Microsoft Access or a dBase file format. Both formats are quick and support all operations, while there may be limitation when using the other formats.

If you have a corporate SQL Server, ODBC is also be a good choice, although it may be harder to set up.


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