Email Campaign Manager Knowledge Base

Get started in minutes with these simple steps:

1. Place EmailCampaignManager.exe in any folder and double-click it
2. Your browser opens at http://localhost:5000 automatically
3. Allow through your antivirus if prompted (PyInstaller apps can trigger false positives)
4. Configure your SMTP settings
5. Import your contacts CSV
6. Create your first campaign and send!

Manage all your email campaigns in one organized place.

Create a Campaign

1. Click the Campaigns tab
2. Click ➕ New Campaign
3. Compose your email in the Compose tab
4. Click ⚙️ Settings to set name, tags, and notes
5. Click 💾 Save to save your progress

Manage Campaigns

• Search: Type in the search box to find campaigns
• Filter: Click Draft/Scheduled/Sent to filter by status
• Edit: Click on a campaign card to open and edit it
• Actions: Click ⋮ for Duplicate or Delete options

Send a Campaign

1. Select or create a campaign
2. Load your CSV file with recipients
3. Configure SMTP settings
4. Click 🚀 Send Emails
5. Statistics update automatically!

Create powerful, reusable email templates with variables and conditional content.

Create a Template

1. Click the Templates tab
2. Click ➕ New Template
3. Enter template name and description
4. Write your email using variables and conditions
5. Select a category (promo, newsletter, cold, follow-up)
6. Click 💾 Save Template

Use a Template

1. In the Compose tab, click 📄 Load Template
2. Select a template from the library
3. The subject and body are automatically filled
4. Variables will be replaced with real data from your CSV

Template Syntax

• Variables: Use any column from your CSV with {{`{{column_name}}`}}
  Example: Hello {{`{{first_name}}`}}, welcome to {{`{{company}}`}}!
• Conditions: Show/hide content based on data
  Example: {{`{% if company %}at {{company}}{% endif %}`}}
• Preview: Click the preview button to see how it renders with sample data

Add professional signatures and privacy policy links to your emails automatically. Perfect for GDPR compliance and brand consistency.

Configure Your Signature

1. Click the ⚙️ Settings tab
2. In the Email Signature section, enter your signature
3. Use the Text field for plain text emails
4. Use the HTML field for styled signatures with formatting
5. Click 👁️ Preview HTML Signature to see how it looks
6. Click 💾 Save Settings

Configure Privacy Policy/Unsubscribe

1. In the ⚙️ Settings tab, scroll to Privacy Policy section
2. Add your unsubscribe link and privacy policy text
3. For HTML emails, use <a> tags for clickable links
4. Example: <a href="https://yoursite.com/unsubscribe">Unsubscribe</a>
5. Click 💾 Save Settings

Use in Your Emails

1. In the Compose tab, find the checkboxes above the email editor
2. Check ✅ Include Signature to add your signature
3. Check ✅ Include Privacy Policy to add privacy info
4. For A/B tests, each variant has its own checkboxes
5. The signature and privacy are automatically appended to the email body when sending

Validate your CSV files before sending to prevent errors and ensure deliverability. The dry-run validation checks email formats, finds duplicates, and can even remove invalid entries automatically.

Run a Dry-Run Validation

1. Load your CSV file in the Compose tab
2. Click the 🔍 Dry-Run Validation button (appears under "Load CSV")
3. Select validation options:
   • ✓ Check Email Format: Validates email addresses using regex
   • ⚠️ Check Duplicates: Finds duplicate email addresses
   • 📋 Check Missing Fields: Checks for missing names or template variables
   • 🔍 Check SMTP Existence: Verifies email existence (slow, experimental)
4. Click ▶️ Run Validation
5. Review the detailed report with errors and warnings

Clean Your CSV Automatically

1. After running validation, if issues are found, the ✅ Use Clean CSV button appears
2. Click ✅ Use Clean CSV to apply filters
3. The system removes:
   • Invalid email addresses (wrong format)
   • Duplicate emails (keeps only first occurrence)
4. The CSV is updated automatically with a "✓ Cleaned" badge
5. You can now send to clean, valid recipients only!

Configure Warning Threshold

1. Go to ⚙️ Settings tab
2. Find the Validation & Security section
3. Set your warning threshold (default: 100 recipients)
4. Choose default validation options for dry-run
5. Click 💾 Save Settings

Analyze your email content offline to improve inbox placement and avoid spam filters. Get instant feedback on subject lines, HTML structure, attachments, and content quality.

Run Deliverability Analysis

1. Compose your email in the Compose tab
2. Click the 📊 Check Deliverability button
3. Review your Deliverability Score (0-100):
   • 90-100 (Excellent): Ready to send!
   • 75-89 (Good): Minor improvements recommended
   • 60-74 (Fair): Several issues to fix
   • 0-59 (Poor): High spam risk, needs work
4. Check the Top Suggestions for quick wins
5. Expand each category for detailed issues and fixes

What Gets Checked

• 📧 Subject Line:
  • Spam trigger words (FREE, URGENT, BUY NOW, etc.)
  • Optimal length (30-50 characters recommended)
  • Excessive capitalization or special characters
• 🎨 HTML Structure:
  • Images missing alt text
  • Broken or suspicious links
  • HTML validation errors
  • Text-to-HTML ratio (should be >30%)
  • CSS inline recommendations
• 📎 Attachments:
  • File size warnings (>5MB flagged)
  • Too many attachments (>3)
  • Suspicious file types (.exe, .bat, .scr)
• ✍️ Content & Copy:
  • Optimal email length
  • Link-to-text ratio
  • Excessive exclamation marks
  • Clear call-to-action presence

Best Practices

• Keep subject lines between 30-50 characters for mobile visibility
• Avoid spam words: FREE, URGENT, WINNER, GUARANTEE, CLICK HERE
• Add descriptive alt text to all images
• Keep attachments under 5MB (use cloud links for large files)
• Maintain a good text-to-HTML ratio (at least 30% text)
• Test links before sending
• Use a clear, single call-to-action
• Limit special characters and emojis in subject lines

Test different email variations to find what works best for your audience.

Set Up an A/B Test

1. Create or edit a campaign
2. Click ⚙️ Settings
3. Enable A/B Test Mode
4. Set your split ratio (default 50/50)
5. Go to Compose tab
6. Enter Variant A subject and body
7. Enter Variant B subject and body
8. Click 👁️ Preview to compare side-by-side

Send A/B Test

1. Load your CSV with recipients
2. Configure SMTP settings
3. Click 🚀 Send A/B Test
4. Recipients are automatically split (e.g., 50% get A, 50% get B)
5. View separate statistics for each variant

Schedule campaigns for future delivery and control sending speed.

Schedule for Later

1. Create or edit a campaign
2. Click ⚙️ Settings
3. Set Scheduled Date & Time
4. Select your Timezone
5. Click 💾 Save
6. Campaign shows ⏰ badge and will send automatically

Control Send Rate

1. In Campaign Settings, adjust Emails per Minute slider
2. Set to 0 for maximum speed (no limit)
3. Set to 1-60 to control delivery rate
4. Helps improve deliverability and avoid rate limits

Pause & Resume

1. During sending, click ⏸️ Pause if needed
2. Campaign state is saved automatically
3. Click ▶️ Resume to continue from where it stopped
4. If app crashes, campaigns auto-resume on restart

Use the bundled TemplateCSV.csv as your starting point.

CSV Format

• Required headers (exactly): Name,Email separated by commas
• Save as UTF-8 encoding

Example

Leave Name empty if you don't have it (the default greeting will be used)

Configure your SMTP settings to send emails.

Supported Providers

• Gmail (use App Password with 2FA enabled)
• Outlook/Hotmail
• Yahoo
• Office 365
• Custom SMTP (any provider)

Setup Steps

1. Pick your provider from the dropdown
2. Enter your email and password (or app password)
3. Click Test Connection
4. On success, your password is stored securely in the system keychain
5. Use the dropdown to recall saved accounts

Create personalized emails with variables and templates.

Basics

• Subject is required
• Switch between Text and HTML modes in the editor
• Add shared attachments with Load Files

Using Variables

• Jinja2 syntax: {{`{{first_name}}`}}, {{`{{email}}`}}, {{`{{company}}`}}, or any CSV column
• Legacy syntax: {name} and {email} still supported
• Conditions: {{`{% if company %}at {{company}}{% endif %}`}} shows content only if field exists
• If Name is missing, the Default Greeting is used (e.g., "Dear Friend")

Load Templates

Click 📄 Load Template from the Templates tab to reuse your best messages.

Send your email campaign and track progress in real-time.

Steps

1. Press 🚀 Send Emails
2. Watch live logs, progress bar, and stats while the campaign runs
3. Campaign status updates automatically

Monitoring

• Real-time progress bar
• Live logs showing each email sent
• Success/error statistics
• Option to pause during sending

Your data and credentials are protected.

Security Features

• Passwords stored locally in system keychain (Windows Credential Manager)
• All data stays on your computer - no cloud storage
• SQLite database for campaign storage

Remove Credentials

To remove stored credentials: select the account and click Cancel Account.

Common Issues

SMTP Connection Failed

• Use an App Password (Gmail requires 2FA + App Password)
• Verify host/port for Custom SMTP
• Check your internet connection

CSV Rejected

• Headers must be exactly Name,Email
• Use comma separator (no semicolons)
• Save as UTF-8 encoding

Attachments Corrupted

• All file types supported (PDF, DOCX, images, etc.)
• Files are encoded as base64 automatically
• Check recipient's email client settings

Windows Icon Looks Old

Delete or rename the old EmailCampaignManager.exe and copy the new one (Windows may cache icons).

Need help, have questions, or just want to say hi? 😊

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