Data sheets are a fast and easy way to add names to your mailing list, especially ones that may not be in Constituent Manager.
In general, the process of uploading a data sheet looks like this:
- Create a spreadsheet with the email addresses, first names, and last names of your intended recipients.
- Save it as tab-delimited text file.
- Upload the text file to a new or existing eNotify list.
Create a new data sheet
Use Microsoft Excel or another spreadsheet program to create your data sheet. In the spreadsheet, list the email addresses in column 1, first names in column 2, last names in column 3, and email type in column 4.
Add a header row across the top with the column labels: "Email," "FirstName," "LastName" and "EmailType." Make sure that you keep the columns in the same order and use the exact column names so that eNotify can process the data sheet correctly (capital letters matter!).
Double-check that your data is correct before saving. If you upload incorrect data, you'll have to recreate the data sheet with the correct data and then re-upload it.
Note: The "EmailType" column is optional. If left blank, emails will be uploaded with the default type, "E-mail." The other possible options are “Home,” “Work,” “School,” and “Personal.”
Save data sheet as a tab-delimited text file
Save your data sheet as a tab-delimited text file. In Excel and most other spreadsheet software, the procedure for this step should be similar. With your data sheet open, click on the "File" menu and select "Save As."
On the "Save As" screen, find the "Format" dropdown menu and select "Tab Delimited Text (.txt)."
In Excel 2007, click on the "Office Button" at the top left of Excel, select "Save As", select "Other Formats", and select "Tab Delimited (.txt)" from the file format selections. See a short video clip demonstrating this.
Give your file a name and save it to your hard drive. Take note of where you save the file.
Upload the data sheet to the mailing list
Within eNotify, go to the Mailing Lists tab and select the list you want to update with the addresses from your data sheet, or create a new mailing list.
Click the "Recipients" button, then click the fourth entry option, "Add/Upload Email."
In the "Add Recipient" window, select "Upload List," then click "Choose File" and navigate to the data sheet you created earlier. Select it and click "Upload."
After the file processes, you will be prompted to confirm the results of the upload. Any invalid emails or email addresses that were already in the list will be skipped and appear highlighted in red on the confirmation screen. Email addresses that match constituents already in Constituent Manager will be highlighted in orange.
If you selected the wrong file and need to upload a different data sheet, click "cancel." If no emails were successfully added, click "try again" to return to the "Add Recipient" screen. If everything is correct, click "confirm changes."
The Recipient List in eNotify will automatically update to reflect the additions to your mailing list.