Sending emails ​

Roll-outs give you the chance to send E-mail invitations for Exploodo courses to your users. You can also change the sender name and E-mail address of these e-mails. However, there are a few things you should bear in mind:

Sending with Exploodo ​

In general Exploodo does not allow to send E-mails from an arbitrary E-mail address. All E-mails sent by us must originate from the sender domain @exploodo.com, otherwise the receiving mail servers will flag them as spam.

Now the easiest way you can adapt your sender is to change the first part of the E-mail address. For instance, you can use the address your-company@exploodo.com and in this way let your users know that the E-mail was sent from the company's Exploodo account.

We send the rollout e-mails divided in several transmissions to ensure the reliability of the transmission. This minimizes the risk of blocked mails through spam filters and at the same time reduces the load on the mail server. Depending on how many users are involved, the rollout can take a few days.

Example: You send a course invitation to 1000 users. On the first day Emails are sent to the first 100 users, on the second day to the next 200, and on the third day to the remaining 700. The system informs you about how many Emails have already been sent, when the next one and when the last one will be processed.

Sending with Microsoft Outlook ​

If you prefer to send from your company's mail server and also have full control over E-mail text customization, we recommend you download a list of course links and then do the sending with Microsoft Word templating and Outlook.

• Download our E-mail template and open it in Microsoft Word.
• In the "Mailings" tab, click on "Start Mail Merge" and select "E-mail Messages".
• For this next step you need a users list in .csv file format generated in the Exploodo rollout section. Click on "Select Recipients" in the "Mailings" tab and choose "Use an existing list". In the pop-up window, navigate to your downloaded CSV file and confirm your selection.
• To be on the safe side, click on "Edit recipient list" in the "Mailings" tab and check if all the recipients are included in the list.
• Before you start sending, you can of course freely edit the E-mail text and formatting according to your needs.
  • Please replace the placeholder [coursename] with the actual course name you want to send out.
  • Our default template comes with 2 so-called "merge fields", <<Name>> and <<Link>>, which will be replaced by the user name and course link from the CSV file dynamically once the E-mails are sent.
  • You can also add a dynamic "merge field", e.g. for "Mr." and "Mrs." in front of the user name, but this needs to be added to the CSV sheet as a separate column.
• In order to preview an E-mail and check if the merge fields were correctly placed, you can click on "Preview Results" in the "Mailings" tab.
• If you are satisfied with the results, click on "Finish & Merge" and select "Send Email Messages". In the following window you have to select the CSV column "Email_Address" for receiver address and also enter an E-mail subject line. Optionally you can also decide whether you want to send all E-mails at once or only some of them. Confirm with "Ok" to start sending.