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Trademarks Brush Up, Constant Contact, the Constant Contact Logo, Connect Up, Do-It-Yourself Email Marketing, Email Marketing 101, Email Marketing Diva, Email Marketing Hints & Tips, Listen Up, Open Up, SafeSubscribe, SafeUnsubscribe, Speak Up, Survey 101, Survey Hints & Tips and The Smart Way to Reach Your Customers are trademarks, service marks, or registered trademarks or service marks of Constant Contact, Inc. All other company and product names may be trademarks or service marks of their respective owners. Restricted Rights Legend Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software clauses as DFARS 252.227-7013 (October 1988) and FAR 52.227-19 (c) (June 1987). Contents 1. OverviewпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ4 2. Add New Contacts With or Without DetailsпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ4 2a. Add Manually (Type or Copy & Paste)пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ5 Email Addresses OnlyпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ5 Email Addresses with Contact DetailsпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ5 2b. Add Automatically (Format and Import a List) пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ6 Formatting a Plain Text File (.TXT) пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ7 Importing a Formatted File пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ8 3. Add and Update the Details for Existing Contacts пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ9 3a. Update Manually (Type or Copy & Paste)пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ9 3b. Update Automatically пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ10 3c. Ask Contacts to Update their Information пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ11 4. Selecting Contact Data LabelsпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ11 5. Common IssuesпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ12 5a. Cannot add a contact back to a list.пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ12 5b. ContactвЂ™s email address isnвЂ™t editable. пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ13 5c. Blank screen appears when adding contacts.пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ13 5e. Errors appear after a file import.пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ14 5h. Erased, deleted, or lost contact details during an update.пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ15 Appendix пїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ16 GlossaryпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅпїЅ19 Adding and Updating Contacts | Page 3 1. Overview This guide will help you decide how to add your contactsвЂ™ email addresses and personal information into Constant Contact. It will also walk you through the steps to adding contacts and suggest ways to troubleshoot common issues. By now, you probably already have a list of people, called вЂњcontactsвЂќ, who have given you permission to send email communications to them. You may have gathered your list through paper or online signup forms, telephone, or personal and business relationships. You may have also already designed your email or survey and are ready to begin mailingвЂ”almost. Before you can actually send anything though, you need to add your contacts into lists in your Constant Contact account. There are a couple of ways to add contacts to Constant Contact mailing lists; you can type or copy and paste contact information or upload it in a file automatically. Which method you choose will depend on how many email addresses and contact details you want to add. Note Constant Contact also offers plug-in tools to help you transfer permission-based lists from Microsoft Outlook, Microsoft Outlook Express, and Intuit QuickBooks into your account. For simplicity, these non-essential tools are not covered in this guide. You can find more information about them in the online Learning Center: http://www.constantcontact.com/learning-center/index.jsp 2. Add New Contacts With or Without Details When you add contacts into your account, youвЂ™ll add them to titled mailing lists that you create to keep track of who wants to receive which emails. You will not have to re-add email addresses to your account every time you send an email because Constant Contact automatically saves your lists. Some email marketers and online surveyors like to create different lists based on contactsвЂ™ interests, preference, or demographics. You could, for instance, create a вЂњPromotionsвЂќ mailing list to contain email addresses of contacts who only want to see your sales, coupons, and special deals. Another example of an interest-based mailing list might be called вЂњNewsвЂќ and it would contain email addresses of contacts who want to hear about new happenings in your organization. If you only have one general mailing list, that is okay. You can create new lists at any time as you learn more about each contactвЂ™s preferences and special interests. Your email click-through reports (where you can see which contacts clicked which links) may help you to identify your contactsвЂ™ interests. You can also use ListenUp! Survey to learn more about your contacts and to segment them into new lists based on how they answer certain questions. In addition to adding email addresses to your account, you may also want to add contact details, to personalize your communications. You might, for instance, want to automatically insert a recipientвЂ™s first name in the greeting line (e.g. вЂњDear JohnвЂќ) or refer to a membership number. You can add details about contacts in your existing lists at any time using the steps in section 3. There are different ways to add contacts to your account. If you have ten or fewer contacts to add, you can type or copy & paste them into your account. If you have greater than ten contacts to add, use the instructions in section 2b, which will show you how to format the contactsвЂ™ information in a file which you can then import into your Constant Contact lists. Adding and Updating Contacts | Page 4 2a. Add Manually (Type or Copy & Paste) The fastest way to add a few contacts to your account is to enter them manually by typing or copy and pasting. More specifically, adding contacts manually is often preferable if your list contains 100 or fewer contacts without contact details (although it is possible to add up to 1,000 email addresses, without details, manually). It is also the simplest and fastest method to use when you have ten or fewer email addresses having four or fewer details each. Email Addresses Only If you are adding email addresses without contact details, type or copy and paste up to 100 addresses into Constant Contact. If youвЂ™re adding more than 100 email addresses, go to section 2b. To type or copy email addresses into a Constant Contact list: 1. Click the Contacts Tab. 2. Select вЂњAdd/ImportвЂќВ in the My Contacts section. 3. Select or create a list and click Next. 4. Select вЂњType or copy my email addresses into Constant ContactвЂќ and click Next. 5. Type or paste one email address per line.В В 6. Click Submit Data. Email Addresses with Contact Details Each piece of information that you save about your contacts, aside from their email addresses, is called a contact detail. Contact details help you to create customer profiles and to segment your list (i.e. by the customerвЂ™s zip code/ state) and to maintain alternative ways to keep in touch with your contacts, such as by phone or postal mail. You can enter up to ten email addresses with details to your account manually and each address can have up to 4 contact details. If you have greater than ten email addresses or each address has greater than 4 details, save time by importing them as a list instead (see section 2b). To add email addresses with contact details to your contact list: 1. Click the Contacts tab. 2. Select the вЂњAdd/ImportвЂќ option on the вЂњMy ContactsвЂќ page that displays. 3. Select a list(s) and/or вЂњCreate a new listвЂќ. 4. After selecting the list(s) to which you want to add new contacts, click Next. 5. Select the вЂњType my email addresses and contact details directly into Constant ContactвЂќ optionВ and click Next. 6. Select the appropriate detail headings from the drop-down box. 7. Type an email address into the first text box. 8. Type the appropriate contact details into the corresponding text boxes in that row: example, type вЂњJohnвЂќ under вЂњFirst Name.вЂќ Continue to add up to 4 contact details per email address. Adding and Updating Contacts | Page 5 9. If you have more emails to add, Click Save & Add More. 10. If you are done, click Submit Data. 2b. Add Automatically (Format and Import a List) Importing your contacts into Constant Contact is the most efficient way to add large contact lists, as well as small lists with greater than four details per email address, to your account. Before you can import any list, you will need to format the list in a .CSV, .XLS, or .TXT file. Although you can use any of these file types, most people prefer to work with contact information in a spreadsheet comma separated value (.CSV) file; this file type has easy-to-read rows, allows you to sort and filter contacts into new sub-groups, and, most importantly, reduces your chances of encountering errors when you import the file. When you format your contacts, you will create one row for each contact (unless you are only uploading email addressesвЂ”in which case you can simply separate contactsвЂ™ email addresses with commas). You will separate each piece of data about each contact with commas. Regardless of the file type you decide to use, you will need to assign labels to each type of data that you upload because Constant Contact cannot automatically recognize whether any given piece of data is a first name, last name, or company name, etc. Formatting a Microsoft Excel File (.CSV and .XLS) If your contact list is in a spreadsheet, you must format it with the guidelines below before importing it. It is important to format your contacts carefully to ensure that you can add all of your contacts quickly and without errors. 1. Open a new blank spreadsheet and save the file with a .CSV or .XLS extension. Tip: If you intend to copy and paste information into the spreadsheet, or if you sometimes use macros in Excel, we recommend that you save your file with a .CSV extension to avoid importing errors. 2. In the first row, type a label for each type of contact information you want to upload. For best results, always put email address in the first column. You do not have to add these labels, or column headings, but it is recommended that you do because they help to speed up the import process. Example: If youвЂ™re only uploading email addresses, just type вЂњemail addressвЂќ in cell A1. Although you can upload any variety of contact details, the example below shows how the first row in your file would appear if you were uploading email addresses, first names, last names, and email type preferences (HTML or text-only). Note: Column headings must be different from one another. For a list of the standard column headings you may choose from, see the Appendix: section III. Tip: If youвЂ™re uploading several columns of data, put the email addresses in the first column; this will make it easier for Constant Contact to locate the email addresses in your file during the import process. 3. Enter the information for each contact in different rows, putting the valid email address in the email address column and any other contact details in the column with the appropriate label you added in step two. The order in which you list the contacts does not matter. Adding and Updating Contacts| Page 6 Notes: вЂў You may enter only one email address per row. вЂў Do not use multiple spreadsheets/worksheets. Your list must be entered on a single worksheet. вЂў If you are missing a contact detail, leave the corresponding cell blank. вЂў If you are updating a list, leaving a cell blank will erase the corresponding value you had previously inputted for that contact. Example: Tip: If your file contains states and countries, check to see that you spelled them correctly by comparing them with the spellings in the Appendix: sections I-II. 4. Save your work. 5. To import your file into Constant Contact, see Importing a Formatted File on page 8. Formatting a Plain Text File (.TXT) Formatting your contact list in a .TXT file will allow you to upload it into new or existing Constant Contact lists. Follow these instructions carefully to ensure that you can import the file without errors. 1. Open a new Notepad (Windows) or TextEdit (Mac) plain text document and save the file with a name that describes the group of contacts you want to import. If the contacts donвЂ™t have a unique trait, you may want to save the file with todayвЂ™s date. 2. On the first line, type a label for each type of contact information you want to upload. If youвЂ™re uploading several columns of data, put the email addresses in the first column; this will make it easier for Constant Contact to locate the email addresses in your file during the import process. You do not have to add these labels, or column headings, but it is recommended that you do because they help to speed up the import process. Note: Each label must be different than the other. For a list of standard column headings which you may optionally choose from, see the Appendix: section III. Example: If youвЂ™re uploading email addresses only, just type вЂњemail addressвЂќ on the first line. Although you can upload any variety of contact details, the example below shows how the first row in your file would appear if you were uploading email addresses, first names, last names, and email types. Adding and Updating Contacts | Page 7 3. On the second line, add the information about the first contact on your list in the order in which youвЂ™ve listed the corresponding labels in the first row. Notes: вЂў If you are only uploading email addresses without details, you may simply separate each address with a comma (e.g. name1@company.com,name2@company.com,name3...). вЂў You may enter only one email address per line if you are adding contact details. This ensures that you only have information pertaining to one email address on each line. вЂў You may enter only one email address per contact. вЂў All email addresses must be valid. Generally, valid emails have the format: name@domain. com. See invalid email address in the glossary for more information. 4. Continue to add one contact per row with each piece of information ordered in the same sequence as the line above. The order in which you list the contacts does not matter. If you are missing a contactвЂ™s detail, then simply indicate that by typing two consecutive commas. Tip: If your file contains states and countries, they should match appropriately and have valid abbreviations or spellings (see the Appendix: section I-II for a list of valid state and country names). Example: In the following sample .TXT file, an email type is missing from the second row because Mary Smith did not indicate whether she preferred to receive plain text or HTML emails. By default, however, she will receive an HTML email To import your file into Constant Contact, see the next section: Importing a Formatted File. Note: If you are updating a list, see section 2b for instructions on how to use a file to update your list. Importing a Formatted File After you have formatted your contact information in the file according to the specifications in the previous section, you are ready to import your new contacts into Constant Contact. Note If you are using a formatted file to update the details of contacts which youвЂ™ve already added to your list in Constant Contact, see section 3b, Update Automatically. To import your formatted file of new contacts into Constant Contact: 1. Click the Contacts tab and select вЂњAdd/ImportвЂќ. 2. Select or create a list and then click Next. 3. Select вЂњImport my list from a file on my computerвЂќ and click Next. Adding and Updating Contacts | Page 8 4. Click Browse to locate the file on your computer. 5. Click Submit Data. Note: If you are in the Email Marketing free trial, you will see a warning that your account will go into limited access as soon as your account contains greater than 100 contacts. If your trial ends because of exceeding this contact limit, you can regain full functionality by upgrading to a paid account. 6. Read and check off the permission requirements. 7. Click Submit. 8. If you did not label the data in the file, you will see a screen that says Select Data Labels. If you need help selecting labels, see section 4. Selecting Contact Data Labels. 9. To check the status of your import, go to Contacts > Activity. Note: Depending on the list size, an import can take up to an hour. Click Refresh to see the activityвЂ™s current status. Contacts listed on the Activity screen with вЂњwarningвЂќ messages have been imported, but we recommend correcting any inaccurate data, such as spelling errors, reflected in warning messages. Contacts with вЂњerrorsвЂќ have not been imported. To find the possible causes of any importing errors, see section 4. Common Issues for help. 3. Add and Update the Details for Existing Contacts Sometimes you may acquire additional details about your contacts after they have already joined your list. Other times, contactsвЂ™ personal information may change and you will need to update the information that you already have in your account. You may need to change some of your contactsвЂ™ physical addresses, mailing addresses, job titles, email type preferences, or last names. In this situation, use the вЂњUpdateвЂќ function to update your contactsвЂ™ details. If you are adding any new email addresses, import the file as if it were a new list, as described in section 2. Updates are cumulative, so you can add some contact details now and additional details later. There are three ways to update the contact details for email addresses that are already in your account. вЂў If you only have a few details to add or edit for a couple of email addresses, it is usually easiest just to make the updates manually in Constant Contact. вЂў If you have several pieces of information to add for many contacts, you can add all of the details at once by formatting them in a file and uploading the file to update your contact list in Constant Contact. вЂў Finally, if you customized your Constant Contact mailing list signup form, you can ask your contacts to update their profiles themselves by clicking the вЂњUpdate ProfileвЂќ link in the footer of your emails. To customize your visitor signup form, click My Settings > Site Visitor Signup > (#2) вЂњEdit Visitor Signup FormвЂќ. 3a. Update Manually (Type or Copy & Paste) You can edit a specific contactвЂ™s profile details on the Contacts: Details page. Here you can view and modify your contactвЂ™s information which may include contact information, company information, or miscellaneous details that you store in custom fields. Adding and Updating Contacts | Page 9 To manually edit the details for a contact in an existing list: 1. Go to Contacts > Manage Contacts. 2. Search for the email address or contact name. If you are changing the email address, search for the old address first. 3. When the search results display, click theВ вЂњDetailsвЂќ link for the contact. The Contacts: Details page displays for that contact. 4. Use the tabs on the left to navigate to the correct details section. 5. MakeВ your changes and click Save. Note You can update a contactвЂ™s email address manually only if the contact has not confirmed his or her address through a confirmed-opt in email or by clicking вЂњConfirmвЂќ in a Permission Reminder at the top of one of your emails. If you are unable to edit a contactвЂ™s email address, ask the contact to update it by clicking the вЂњUpdate ProfileвЂќ link in the footer of your email. 3b. Update Automatically If you need to update the contact details for several email addresses that are already on your Constant Contact list, format the details in a file according to the same formatting guidelines you would use to import a new list of email addresses (see section 2 Format an Excel File and Format a Text File) before following the update instructions below. Note The Update function cannot be used to add new contacts to your list. If your list also contains new contacts you will need to use the Import function, using the instructions in Section 2. To automatically update the details for email addresses that are in an existing list in Constant Contact: 1. After formatting your contact detail updates according to the guidelines in section 2, click Contacts and choose вЂњUpdateвЂќ. Note: Even though you may not need to update any of your contactsвЂ™ email addresses, every row or line must contain one email address to indicate which contact each new row of details belongs to. 2. Click Browse to locate your file of formatted and updated contact details on your computer and then click Update. 3. Confirm or select the appropriate data labels for each data field.В If you do not want to import a particular column, select do not import from the menu. If you need help selecting data labels, see section 4. Selecting Contact Data Labels. 4. Click Start Import to begin the import. 5. To check the status of your import, go to Contacts > Activity. Because the import could take up to 2 hours to complete, depending on the quantity of data you are importing, click the Refresh button to re-check the activityвЂ™s status every so often until it is complete. Adding and Updating Contacts | Page 10 6. When the import is complete, click the activity name to find out if all of the contacts were imported successfully. Note: Contacts listed on the Activity screen with вЂњwarningвЂќ messages have been imported. Contacts with вЂњerrorsвЂќ have not been imported. To find the possible causes of any importing warning messages and errors, see section 5. Common Issues for help. 3c. Ask Contacts to Update their Information If you have a customized Constant Contact mailing list signup box, your contacts can use it to update their email address or to give you profile information. You can also tell your contacts to update their profile information by clicking the вЂњUpdate ProfileвЂќ link in your emailвЂ™s footer. It is possible, however, that you may have removed the вЂњUpdate ProfileвЂќ link from all of your emailsвЂ™ footers. To verify that the link is still turned on, click My Settings > Manage My Settings. If the вЂ�Update Profile Email LinkвЂ™ option is OFF, click вЂњEdit footer infoвЂќ to turn it ON. 4. Selecting Contact Data Labels Because Constant Contact cannot automatically recognize whether any piece of information is a first name, last name, or company name, etc., you need to assign labels so the information can be stored correctly in your account. If you do not label new contact data yourself, or if the labels you assign do not match the standard format, you will see a page that displays вЂ�Select how to label your dataвЂ™. On this page, you will see one drop-down menu for each type of data that you are uploading. Here are some instructions to help you use this data label matching tool. 1. Look at the data immediately above and below the first drop-down menu, then determine what type of data the terms are. Usually, email addresses will appear in the first dropdown menu. 2. Open the drop-down menu and select the type of data that reflects the information directly above and below it. Example: If there is an email address directly above and below the drop-down menu, select Email Address from the menu. If you see first names above and below the menu, select First Name from the drop-down menu. Notes: вЂў If you do not want to import the type of information that you see listed above and below the menu, select Do not import from the menu. вЂў If you do not see a label for the type of data you are importing, but you do want to import the information, select a custom field number that you have not used yet. 3. Repeat steps 1 and 2 with each drop-down menu that appears. 4. Click Start Import to begin the import. 5. To check the status of your import, go to Contacts > Activity. Because the import could take up to 2 hours to complete, depending on the quantity of data you are importing, click the Refresh button to re-check the activityвЂ™s status every so often until it is complete. 6. When the import is complete, click the activity name to find out if all of the contacts were imported successfully. Adding and Updating Contacts | Page 11 5. Common Issues There are some common issues that you may encounter while adding and updating mailing lists in Constant Contact. This section provides solutions, by explaining each issue and suggesting ways to overcome it. The issues covered here include: вЂў вЂў вЂў вЂў вЂў вЂў вЂў Cannot add a contact back to a list. ContactвЂ™s email address isnвЂ™t editable. Blank screen appears when adding contacts. Warning messages appear after a file import. Errors when adding or updating contacts with a file (5e). It also explains what to do if you see a blank screen (5c), warning messages (5d), or errors (5e) when adding new contacts or contact details. Other common problems addressed here include noticing discrepancies between the number of contacts in an imported file and the number of contacts actually uploaded (5f), determining what to do about contacts appearing on two or more lists (5g), and losing or overwriting contact information when trying to update it (5h). If you cannot find the issue you encountered listed here, visit Constant ContactвЂ™s online support center at http://ui.constantcontact.com/support/index.jsp for additional resources and support options. 5a. Cannot add a contact back to a list. If you cannot add a contact to your list, that contact may have un-subscribed from your list in the past orВ youВ may have accidentally moved him or her to your Do Not Mail list manually. If the contact wants to rejoin your list, they must sign up again via one of the three methods listed below and respond to a confirmation email. Your contacts can sign up again through: вЂў A signup form on your website. If you do not have a signup form and wish to create one, click My SettingsВ > Site Visitor Signup and follow step 1. вЂў A вЂњSubscribe meвЂќ link in an email you forward to them using the вЂњForward EmailвЂќ link at the bottom of a scheduled email you sent to yourself. You must use the вЂњForward EmailвЂќ link instead of a Forward button in your email client. вЂў An вЂњUpdate Profile/Email AddressвЂќ footer link in one of your old emails (if they still have one). When contacts attempt to sign up again via any of the above methods, they will see the following message:В вЂњYou are already a member of theВ Constant Contact mailing list. If you would like to update your profile, please click Submit and instructions will be emailed to you.вЂќ Your contact must click Submit and Update Profile in the email they receive next. After selecting which lists they want to join in that email, two things could happen. If confirmed opt-in is enabled, the contact will receive a confirm subscription email. When the contact clicks the вЂњConfirmвЂќ link in the confirmation email, he or she will receive your welcome letter. If confirmed opt-in is disabled, the contact will just receive your welcome letter. You can find out whether confirmed-opt-in is enabled, by going to My Settings > Manage My Settings and looking for вЂ�Confirmed Opt-inвЂ™ on the right side of the page. If you want to give your welcome letter a personal touch, go to My Settings > Site Visitor Signup and click вЂњWelcome EmailвЂќ in section 3. If contacts are unable to re-subscribe using any of the previous methods, you may help them to re-join by sending an email with a signup box to yourself and signing up for them. If confirmed opt-in is enabled, they will receive an email in which they must click Confirm Subscription before receiving a welcome letter. If confirmed opt-in is disabled, they will just receive your welcome letter. Adding and Updating Contacts | Page 12 5b. ContactвЂ™s email address isnвЂ™t editable. Normally you can edit a contactвЂ™s email address by updating it manually from the Contacts: Details page (as described in section 2). You cannot, however, edit an email address if the contact has confirmed the email address by responding to a confirmed opt-in email or if the contact has clicked on the вЂњConfirmвЂќ link in the Permission Reminder header. There are two workarounds to update the email address of a contact who confirmed the old email address. The first option is to remove the contact from your lists and add him or her back as a new contact. The second option is to ask the contact to update his or her email address by clicking the вЂњUpdate ProfileвЂќ link in your emailвЂ™s footer. To verify that the link is still turned on, click My Settings > Manage My Settings. If the вЂ�Update Profile Email LinkвЂ™ option is OFF, click вЂњEdit footer infoвЂќ to turn it ON. If you want to remove and re-add the contact, begin by making sure you have a copy of the contactвЂ™s details (if any) to reference after you remove the contact from your account. Then remove the contact from all of your lists. Finally, add the contact back to your lists with his or her new email address and original contact details. The contactвЂ™s history, however, will be lost. To remove the contact from your lists: 1. Go to Contacts > My Contacts. 2. In the My Contacts section, click вЂњRemoveвЂќ (not вЂњRemovedвЂќ). 3. Check the box to the left of вЂњList NameвЂќ to select all lists. 4. Scroll down to Step 2 and either enter the email addresses in the text box provided or click Browse to provide a file containing the list of email addresses. 5. Click Remove. To add the contact back to your list with the new email address, re-add the contact (and contact details, if any) to your lists using the steps in section 2a. Also add the original contact details if you had any on file with the old email address. 5c. Blank screen appears when adding contacts. If you encounter a blank screen when adding contacts, the specific combination of your computerвЂ™s operating system and web browser might not be compatible with Constant Contact. Constant Contact is not optimized for dial-up connections and is not compatible with AOL software on MAC computers. Here is a list of browser and operating system combinations that are compatible with Constant Contact. OS Windows 2000 Windows 2003 Windows XP (Service Pack 2) MAC 10.4 Windows Vista Browser Internet Explorer 6+, Firefox 1.5+ Internet Explorer 6+, Firefox 1.5+ Internet Explorer 6+, Firefox 1.5+, AOL 9.0 Client Firefox 1.5+ Internet Explorer 7+, Firefox 1.5+, AOL 9.0 Client If you continue to experience difficulty after verifying that you have a compatible web browser, please contact Customer Support toll free at 866.289.2101 for US and Canadian customers (or +1 781.472.8120 for International customers). They will ask you or they will assist you in determining what type of computer, operating system, and Internet browser program and version you are using. Adding and Updating Contacts | Page 13 5d. Warning messages appear after a file import. When you check the status of a file import on the Contacts > Activity screen, you may see a message warning that one of the contactвЂ™s has an invalid or mis-matched North American state / province and / or country value. When a contactвЂ™s details contains invalid information that results in a warning message, the contact has been added to your list but you should correct the invalid data to avoid seeing additional warning messages in the future. To see a list of valid spellings for states, provinces, and countries, refer to Appendix: sections I-II. Warning messages are not the same as error messages. Contacts that trigger warning messages are added or updated despite the warning, but do not ignore them. If one of the pieces of data you upload has greater than fifty characters, for example, it will be truncated. Error Messages, on the other hand, prevent all of that particular contactвЂ™s information from being added or updated until you correct the error. 5e. Errors appear after a file import. You can find out if errors occurred during your last file import by going to the Contacts: Activity screen. You will see the number of errors that occurred in the Errors column. To help identify exactly what in your file triggered the errors, click the activityвЂ™s name to view the importing activity details, which includes a more detailed error list. Common error triggers are listed below. o Missing email address o Invalid email address. o If you get a вЂњPlease enter email in a valid formatвЂќ error message when uploading a .txt file of email addresses without details, make sure you have a comma or a semicolon separating each email address.To find out what makes an email address invalid or valid, see the glossary. Examples of improperly formatted addresses: Bad email address joe smith@domain.com joesmith@domain@com joesmith@domain.com_ joesmith@domain. com,joesmith1@domain.com Problem Extra space between вЂ�joeвЂ™ and вЂ�smithвЂ™ Two @ symbols Missing dot before the вЂ�comвЂ™ The _ represents a space; do not put extra spaces after data Two addresses on one line o Non-printable characters in a data value o Contact does not exist (for Update Detail activities only). To add details about a contact that is not yet in your Constant Contact account, use the Add New Contacts function instead of the Update function. o Unlike warning messages, error messages indicate that the contact with the invalid information has not been uploaded or updated. 5f. Number of imported contacts is less than the number of contacts in the file. If the number of contacts you imported is less than the number of contacts in the list you uploaded, one or more email addresses may appear more than once in your file. Constant Contact automatically removes duplicate email addresses from your lists to prevent you from sending anyone the same email twice. Adding and Updating Contacts | Page 14 5g. Contact appears on several lists. You can add a contact to multiple lists. If you send a single email to all of your lists simultaneously, a contact that is a member of more than one of your lists will only receive that email once. If you send out the same email to different lists at different times, however, the contact will receive multiple copies of the email, but the timestamp for each email would be different because each was sent separately. 5h. Erased, deleted, or lost contact details during an update. If you update the contact details in your account automatically by uploading a file, it is possible for you to accidentally overwrite or delete a contact detail. If you leave a cell in a spreadsheet (two consecutive commas in a plain text document) empty, you are instructing Constant Contact to clear out, or delete, any corresponding value that you had already saved in your account. If you lose or accidentally overwrite a contactвЂ™s detail, you can retrieve the correct data if you originally uploaded the information to your account in a file and you can still access that file on your computer. Constant Contact is unable to recover any data that was deleted or overwritten when updating contact details. If you have lost contact information, you can urge your contacts to update their profiles by following the link in your email footer. Adding and Updating Contacts | Page 15 Appendix I. Valid Country Names To avoid seeing a warning message when importing a list with country names, be careful to spell or abbreviate each country name properly as it appears in the list below. United States Canada Afghanistan Aland Islands Albania Algeria American Samoa Andorra Angola Anguilla Antarctica Antigua and Barbuda Argentina Armenia Aruba Australia Austria Azerbaijan Bahamas Cameroon Canada Cape Verde Cayman Islands Central African Republic Chad Chile China Christmas Island Cocos (Keeling) Islands Colombia Comoros Congo Congo, Democratic Republic of Cook Islands Costa Rica Cote DвЂ™Ivoire Croatia Cyprus Bahrain Czech Republic Bangladesh Barbados Belarus Belgium Belize Benin Bermuda Bhutan Bolivia Bosnia and Herzegovina Botswana Bouvet Island Brazil British Indian Ocean Territory Brunei Darussalam Bulgaria Burkina Faso Burundi Cambodia Denmark Djibouti Dominica Dominican Republic East Timor Ecuador Egypt El Salvador England Equatorial Guinea Eritrea Estonia Ethiopia Faroe Islands Faukland Islands Fiji Finland France French Guyana French Polynesia French Southern Territories Gabon Gambia Georgia Germany Ghana Gibraltar Greece Greenland Grenada Guadeloupe Guam Guatemala Guernsey Guinea Guinea-Bissau Guyana Haiti Heard and McDonald Islands Honduras Hong Kong Hungary Iceland India Indonesia Iraq Ireland Isle of Man Israel Italy Jamaica Japan Jersey Jordan Kazakhstan Kenya Kiribati Kuwait Adding and Updating Contacts | Page 16 Valid country names continued Kyrgyzstan Laos Latvia Lebanon Lesotho Liberia Libya Liechtenstein Lithuania Luxembourg Macao Macedonia Madagascar Malawi Malaysia Maldives Mali Malta Marshall Islands Martinique Mauritania Mauritius Mayotte Palau Palestinian Territory, Occupied Panama Papua New Guinea Paraguay Peru Philippines Pitcairn Poland Portugal Puerto Rico Qatar Reunion Romania Russian Federation Rwanda Saint Helena Saint Kitts and Nevis Saint Lucia Saint Pierre and Miquelon Saint Vincent & the Grenadines Samoa San Marino Mexico Sao Tome and Principe Micronesia Moldova Monaco Mongolia Montenegro Montserrat Morocco Mozambique Myanmar Namibia Nauru Nepal Netherlands Netherlands Antilles Neutral Zone New Caledonia New Zealand Nicaragua Niger Nigeria Niue Norfolk Island Saudi Arabia Scotland Senegal Saint Helena Saint Kitts and Nevis Saint Lucia Saint Pierre and Miquelon Saint Vincent & the Grenadines Samoa San Marino Sao Tome and Principe Saudi Arabia Scotland Senegal Serbia Seychelles Sierra Leone Singapore Slovakia Slovenia Solomon Islands Somalia Suriname Svalbard and Jan Mayen Swaziland Sweden Switzerland Taiwan Tajikistan Tanzania Thailand Togo Tokelau Tonga Trinidad and Tobago Tunisia Turkey Turkmenistan Turks and Caicos Islands Tuvalu Uganda Ukraine United Arab Emirates United Kingdom United States United States Minor Outlying Is. Uruguay Uzbekistan Vanuatu Vatican City State Venezuela Vietnam Virgin Islands, British Virgin Islands, U.S. Wales Wallis and Futuna Western Sahara Yemen Zambia Zimbabwe Adding and Updating Contacts | Page 17 II. Valid States / Provinces and Abbreviations AL AK AB AZ AR AA AE Alabama Alaska Alberta Arizona Arkansas Armed Forces Americas Armed Forces Europe NB NE NH NJ NM NY NL AP BC CA CO CT DE DC FL GA HI ID IL IN IA KS KY LA ME MB MD MA MI MN MS MO MT NV Armed Forces Pacific British Columbia California Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine Manitoba Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana Nevada NC ND NT NS NU OH OK ON OR PA PE QC RI SK SC SD TN TX UT VT VA WA WV WI WY YT New Brunswick Nebraska New Hampshire New Jersey New Mexico New York Newfoundland and Labrador North Carolina North Dakota Northwest Territories Nova Scotia Nunavut Ohio Oklahoma Ontario Oregon Pennsylvania Prince Edward Island Quebec Rhode Island Saskatchewan South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming Yukon Territory Adding and Updating Contacts | Page 18 Glossary Activity page After uploading a file of new contacts or contact details, click Contacts > Activity to check the status of your file import. Depending on the size of the list you are importing, the status may take up to two hours to complete. Click Refresh to view the activityвЂ™s most current status. Contacts The people who have given you permission to send email to them. They are sometimes referred to as subscribers, audience, email addresses, or readers. Contact details Any information you collect from your contacts besides an email address. Commonly collected details include first name, last name, address, birthday, and preferred email type among others. What details you need to collect about your contacts may depend on your industry; you do not have to use the standard details. To see a full list of commonly collected details, see section III of the Appendix. To add or update details for contacts who are already on your list in Constant Contact, use the вЂњUpdateвЂќ feature (described in section 3). You can also add contact details when you first add a contact to your list (section 2). Custom field If you want to collect extra information about your contacts that differ from the standard details listed in section III of the Appendix, you can use up to 15 custom fields, each of which accept up to 50 characters. If you have a site visitor signup form you can use it to collect this extra information from new contacts when they sign up. Your contacts can also provide you with their extra personal information by clicking the вЂњUpdate Profile/Email AddressвЂќ link in the email footer. Email type Each contactвЂ™s email type is set to HTML by default, but you can also set any contact up to receive text only emails. You can control which contacts receive HTML emails versus text only emails on each individualвЂ™s Contact Details page. You can also specify each contactвЂ™s preference in a spreadsheet youвЂ™re importing. To do so, name the column heading вЂњEmail TypeвЂќ and type вЂњTвЂќ for text only or вЂњHвЂќ for HTML in the rows below. Invalid email address An improperly formatted email address is missing one or more of the necessary components of a functional email address listed in the valid email address definition below. Examples of invalid email addresses include joesmith@domain@com and joe smith@domain.com . Trying to add an invalid email address to Constant Contact will result in an error and the email address will not be imported. See section 5e for additional examples and explanations of dysfunctional email addresses. Mailing lists A set of contacts to whom you would like to send an email. By compiling email addresses into these titled groups, you can keep track of which contacts are interested in receiving emails on particular topics. If you customize a site visitor signup box, you can allow your contacts to select the types of emails that theyвЂ™re interested in receiving. It is okay if one contact appears on two or more lists; if you send one email to multiple lists simultaneously, each contact will only receive the email once. Role email address Distribution email addresses that go to multiple recipients which you may not add to any of your Constant Contact lists. Constant Contact does not send to role email addresses because it is unlikely that all of the recipients would have given their permission to receive your email. Examples of role addresses include admin@ domain.com, support@domain.com, info@domain.com, etc.. To see a more comprehensive list, visit Constant ContactвЂ™s online Frequently Asked Question section and search for вЂњrole email addressвЂќ. Valid email address An email address that has all of the following: вЂў @ symbol, вЂў fewer than 80 characters, вЂў four or fewer characters after the dot (e.g. name@company.net), вЂў only printable characters Note: Addresses that do not meet all of the above criteria cannot be imported into your account. Although role email addresses may be valid, you may not add them to Constant Contact lists. Adding and Updating Contacts | Page 19