User ManualEmail Discussion Group User Guide SubscribeHow to compare your membership database to your mailing list (multiple user emails, ID, etc.)

How to compare your membership database to your mailing list (multiple user emails, ID, etc.)

If your membership database is out of sync with who is on your mailing list, this procedure will show you the differences.

You can reconcile your spreadsheet of members to our mailing list via two options:

  • Compare email addresses only. For this option, follow the instructions in this post.
  • Compare multiple email addresses for the same user, and/or use other identity data (Membership ID, Name, etc.) Use the instructions. below.
    If you have multiple lists, this option compares your membership database to all of your mailing lists.

The option described below can be used to both compare records and make permanent changes.

Use the Web Interface for this Comparison

Log into your mail-list account at https://database.mail-list.com.

  • Click Manage Subscribers.
  • Click Your Mailing List vs Your Membership Database (Alternative Email Addresses and Names).
  • Paste your list of current addresses in Enter Subscribers From Your Spreadsheet.
    • You also have the option to upload a file instead. Use the Choose File button.
  • Select the Compare Current List To Your Spreadsheet Addresses and Names.
  • Choose an email address to send the results. 
  • Click button Current List vs Your Spreadsheet With Names.

Reports will be sent to the email address chosen.

****See data requirements below the image.****

COPY & PASTE REQUIREMENTS

When pasting data into the above window, the format must be as shown below.

Option 1 - Email address and name
Separate with a comma.
    Example:
    joe@hotmail,Joe Smith
    sally@aol.com,Sally Jones
    sue@yahoo.com,Sue Ann Brown

Option 2 - Multiple email addresses for each subscriber
Separate with a comma.    
    Example:
    joe@hotmail,joe@smith.com,Joe Smith
    sally@aol.com,,Sally Jones   (Sally does not have an additional address, so just an extra comma is shown.)
   
sue@yahoo.com,sueannbrown@gmail.com,Sue Ann Brown

Option 3 - Using other unique identifiers
The end of each line can be the subscriber name, membership ID or any other identifying data you store.
Example below showing membership ID number instead of subscriber name:

Separate with a comma.
   
Example:
   
joe@hotmail,1255
    sally@aol.com,985
    sue@yahoo.com,279

UPLOADED FILE REQUIREMENTS

  • The spreadsheet must have at least one column containing your member's email address.
  • The spreadsheet can have additional columns of alternative email addresses for each subscriber.
  • All columns (except for the last column) must contain email addresses or be blank.
  • The last column can be their name, membership ID or any other identifying data you store.

________________________________________________________________________

Use the Compare Current List option before using Replace Current List option.

This gives you the opportunity to review the desired changes before making them permanent.

Report Details

The report will list the subscriber name along with their current email address.

This report will also show email addresses on your list but not shown in your membership database.

The report includes an audit trail of when members joined, unsubscribed, changed their email address, switched to Digest, etc.

Example of the Email Report

An email report will be sent showing the summarized difference between your membership database and the mailing list. This report shows:

  • How many subscribers in your list.
  • How many subscribers receiving the Digest.
  • How many subscribers on vacation.
You will receive an email report back, showing you the difference between your current roster, and who is on your list, on your digest, and on vacation.

In addition, a detailed report will be attached showing the actual list differences. The report is sent in TSV format (tab separated values). This file can be used to compare to your membership database.

  • Save the TSV attachment to your local computer.
  • Open the TSV file with Excel (or similar program).

Following the instructions below does not update your mailing list. This report indicates what would have changed if you had sent the REFRESHLIST command. The REFRESHLIST command updates your mailing list to match the addresses sent in the command email.

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