An often overlooked issue for newcomers is the fact that there are many different email programs out there, and all have a slightly different way of presenting your content. So you have to make sure your readers will be able to see what you are trying to show them. Some email programs like Outlook are capable of showing graphic images and fancy layouts but nevertheless they are very limited in their capabilities, but if your readers use a different email program or read their mail online, chances are they cannot see the images or the layout is all messed up even if it shows ok on your side when you send it.

If you want to send out your newsletter with images it will be like a webpage where images are stored online and downloaded as the user opens the email. The underlying format is called HTML which is a language that describes how web pages look like.

Traditionally your internet browser is specialized in interpreting HTML pages and all browsers like Internet Explorer, Mozilla Firefox,  Opera, Google Chrome, etc, will render a HTML page pretty much the way they are intended to look like.

The same does not apply to email programs. Traditionally they are not designed to handle HTML content and some are very basic when it comes to being able rendering that kind of content. They are all very good in showing straight simple text and most can handle basic HTML.

The question is, how can you make sure your newsletter appears the way it is intended for all your readers.

So what should you do?

Newsletter format

Instead of writing the entire content of what you have to say onto a page, you could write articles on your website blog, and then when you are ready to create your newsletter simply write short teasers with links to the relevant article on your blog. That way you can keep your message short even if you have a lot to say or show. This method works well with all sorts of email formats whether basic or full HTML

If you don’t want to engage a professional service (or self service) you need to keep things as simple as possible and limit yourself to common fonts. You can use various font sizes, bold italic and even font colour but and don’t use images, tables and other layout tricks.

Sending emails as an attachment is not recommended. Most people do not open attachment newsletters let alone read it.

When it comes to actually sending your newsletter, there are a number of ways you can do this. Depending on the size of your database you need to pick an appropriate distribution method. More about this is described in the next chapter.

Basic options

If you only have a small amount of recipients in your database and you want to save some money then you can use your email program, eg. Outlook and put your recipients addresses in the Bcc field and send it off like any other email. Bcc stands for blind carbon copy and ensures the privacy of your recipients. If you don’t use Bcc, all your recipients will see all other recipients email addresses, which is certainly not desirable.

This method works with small amount of email addresses. Generally I would not recommend it for more than 100 recipients, but it depends on your mail service provider. The safest thing you can do is to send your newsletter in plain old text, pretty boring, but failsafe. However you don’t have to go to this extreme. You can in fact switch to HTML and apply some basic formatting like bold, and different font sizes. Most email readers are pretty good at handling those. You can also even use links to various articles on your website. That way all your images and fancy formatting can be online.

A newsletter that only sends out teasers with links to various online articles is very well suited for all sorts of levels from basic text based to fancy full HTML newsletters.

If you have many customers and still don’t want to spend much money then you can still apply the method above, but you would need to find out how many emails you can send out without getting blocked by your email provider. Another method is to use an online service to send out the newsletter, that way there is virtually no limit on how big your mailing list can be. This does not have to be a paid service. If you use WordPress (you do if you have the site designed and hosted by us) we can install a plugin for you that gives you the ability to do this yourself. The additional benefit is that you don’t have to worry about subscribers as users manage their own subscription online.

Obviously you are still very much restricted in how your newsletter will look like.

Professional options

I you want your newsletter to look professional and you still don’t want to spend much money then you can use our Newsletter service. Apart from full HTML Newsletters with a professional look you also get comprehensive reports about who opened your message and what they did with your email etc.

If you are computer savvy and want to do it yourself, this service won’t cost you much at all, but even if you want a full personal service it is still affordable.

Initially you need a newsletter template that matches your website design. There are a number of free templates you can pick and / or modify to your needs, or you can get us to design a professional template for you that matches your website.

Anti Spam and Bounced emails

In all of the above scenarios you need to somehow maintain your list of email addresses. You also need to make sure you are not breaking any anti-spam legislation or appear to the reader as a spammer. None of this is obviously much of an issue for you if you opt for the full service professional solution as we take care of it all. If you choose the do-it-yourself professional option or any other option, you need to know what is required and act accordingly.

Here is what you need to do. Fully disclose your business contact details on your email along with an unsubscribe link, where people can manage their subscription. You also need to disclose the reasons why they are receiving this message. Along with that it is not necessary but favourably looked at, if the recipient’s email address appears on their individual message. If you have the recipients name in your database you can even address each reader with a personal greeting.

Inevitably some of the messages bounce back when emails become no longer valid. Also people may unsubscribe from your list. This is a situation you need to act on if you want to keep your reputation. Again this will all be part of the full service option, but in a self managed scenario it is your responsibility. Luckily there are free WordPress plugins and other free tools available that help you to achieve this which I can set up for you for no charge.

Please contact us for further information.

www.fintelnet.com

www.fintel.com.au

B Balanced’s website www.bb6.com is a typical example of a simple content management system, where the website owner has maximum flexibility in creating pages and posts as well as maintaining them without having to worry about breaking anything.

I am very grateful to all who made this an all the other WordPress sites that I have built possible. My thanks goes to all contributors of WordPress and the various plugins, the author of the Azul theme and last but not least Leisa for giving me the oportunity to create this wonderful website.

Nothing worked, the template was broken, plugins did not run any more and upgrades were not available.

The bottom line was that I would have had to re-build the whole site again from scratch on a platform which I wasn’t too familiar with any more.

By that time, WordPress was already my best friend when it came to web development tools. So the decision was not difficult to build the new MBA Qld site on this excellent platform. It did not take me all that long and with my new helper Artisteer I had found a tool which is great for people like me who just can’t seem to find a good enough of-the-shelf theme.

Your WordPress website is currently hosted on Linux with a company, lets call it OldHost. They do not use cPanel. This website needs to be transferred to your new company with a minimum of interruptions to e-mail and to the actual site. We call the new company NewHost and they provide you with cPanel on Linux.

Note this is a procedure that does not include full testing of the site. Additional steps may be required if uptime and full functionality is critical. If you do not have registered a domain name with your new hosting provider yet or if you want to use the same domain name you may be able to access your site using your ip address and the username preceeded by the tilde (~) charachter. However if you use WordPress you cannot test the site fully with this preliminary domain name as WP will throw a 404 on any virtual subfolders. But your home page should still show correctly as long as you use the correct path in your database (step 15)

Steps:

1. Create user account with NewHost (cPanel)
2. Create the domain name, which in this procedure is to be assumed the same as the one on the  existing site with OldHost
3. Create a blank database with a unique password on NewHost
4. Setup an FTP connection using the IP address (since there is no domain name assigned yet) see also http://www.netlogistics.com.au/support/pre_ip/
5. Access OldHost’s file manager and zip the entire site folder content.
6. Using an FTP program (I use FileZilla) copy the zip file onto your desktop.
7. Upload the zip file to the NewHost’s server.
8. While it is uploading go to OldHost’s MySQL Database and log onto your users’s phpMyAdmin account.
9. Export the database (not the information_schema) to SQL. The default settings should be fine. No need to save it as a file.
10. Copy the resulting SQL code into the clipboard and paste it into a simple text editor e.g. Windows Notepad.
11. Log into the new user’s NL cPanel and open phpMyAdmin
12. Click on SQL or click on the database name and then click on the SQL tab.
13. Take note of the database name.
14. Back in the open Notepad delete the line starting with CREATE DATABASE and replace the database name in the next line (USE …) with the new name.
15. If you use a different domain name (e.g. for testing purposes) use the Replace command to replace all occurrences of www.oldDomainName.com with www.newDomainName.com
16. Copy the entire text into the clipboard
17. Go back to NewHost phpMyAdmin and paste it into the Run SQL query field and click Go
18. Go back to the NewHost cPanel, open the File Manager (choose to show hidden files) and locate the zip file you uploaded.
19. Unzip the zip file into the www folder.
20. Delete the zip files as they are no longer needed.
21. Make sure the folder structure is the same as on the old server (e.g. it is not in another subfolder). Important: if you need to move things around you want to see & select hidden files as well.
22. Edit wp-config.php and change the database details to the new values: DB_NAME, DB_USER and DB_PASSWORD
23. At this point you can bring up the website using the ip address if you don’t have assigned the domain name yet. You should see your theme and a bunch of error messages. That means it’s all good. Once you can access the site with the proper domain name it should all work.
24. Back on the NewHost cPanel, set up all e-mail accounts that you have on the old server.
25. Flick the big switch: With your registrar change the name servers to your own name servers and then wait. They say it takes 24-48 hours but I found that I can access the site already within a view hours. I think it takes that long until the last server on the globe has updated. Therefore it is a good idea to wait a couple of days before starting to delete files on the old location.
26. Don’t forget to setup your e-mail program with the new details and keep checking the old e-mail box for a day or two in case there are any late arrivals.

I would be gratefull for any feedback or contributions to this topic.

For more information please visit the Utech Spinning Earth plugin page or the WordPress Plugin Directory entry where you can also rate it.

TheUtech World Time for wp plugin utilizes services provided by timeanddate.com as well as from us inside an iframe. This is the first one in a row of planned plugins for WordPress. For more information or to download this free plugin please visit our plugin page or the WordPress Plugin Directory entry.