RWS Mail: Getting Started Guide Print

  • email, marketing, list, subscriber, automation, campaign
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 RWS Mail is an Email Marketing Web Application, which helps marketers send bulk emails to clients, customers, and other interested parties. In this article, you'll learn how to start using RWS Mail to send great email, and we’ll provide some helpful resources to use as you work. RWS Mail can be configured to easily add the CRM prospects to your mailing lists.

Before You Start

Before you jump into the tasks ahead, here are a few helpful things to know.

  • RWS Mail is a web-based application that works in most web browsers, which means you don't need to download or install any software on your computer. To be sure RWS Mail works properly in your browser, you should enable cookies, pop-ups, and JavaScript.

  • It’s important to note that when you create a RWS Mail account, you agree to comply with our Terms of Use.

  • We offer a number of online resources to provide help and insights about our tools and features. Check out our searchable Knowledge Base or open a support ticket if you have questions or need support.

Create a List

The foundation of great email marketing is a clean, up-to-date list of email contacts. When you create a list in RWS Mail, you're prompted to input default information like your From email address and a message to remind subscribers of how they got on your list.

To create a new list in your RWS Mail account, follow these steps.

  1. Navigate to the Lists page.

  2. Click Create List.

  3. Type in the List details in the fields provided.

  4. When you're finished, click Save. That’s it!

After you create your list, you'll be able to enter subscribers manually, upload contacts from a CSV file, or import contacts from your customer relationship management (CRM) database.

If you don't have any contacts yet, don't worry! Using the form builder you can easily generate a signup form for your list, which you can post on your website, so you can start collecting contacts right away. Plus, you can create subscribers from the RWS Dashboard.

To access the Form Builder and customize your signup form, follow these steps.

  1. Navigate to the Lists page.

  2. Click the drop-down menu next to the list you want to work with and choose Signup forms.

Create an Email Campaign

The next part of email marketing is crafting the email message itself. There are lots of names for your email—mass email, newsletter, e-blast, e-zine—but at RWS Mail, we call each marketing message a "campaign."

To create an email campaign, follow these steps.

  1. Navigate to the Campaigns page.

  2. Click  Create  Campaign.

  3. Input your  Campaign  name.  

  4. Click the  Campaign  type drop-down menu, and choose  Regular.

  5. Click  Create.

  6. On the Recipients step of the Campaign Builder, choose a list from the drop-down menu and click Next.

  7. On the Setup step, input your Email subject, From name, and From email address. Select tracking tools, connect social media, and configure advanced settings from the available options.

  8. When you're finished, click Next.

  9. On the Template step, choose one of our template types.

  10. In the Design step, you'll input and customize your campaign content.

  11. When you're done designing your campaign, click Next to navigate to the Confirm page.

On the Confirm page, we’ll make sure that all of the steps have been completed and alert you to anything that might need your attention before sending. Schedule your campaign to send at a later date or time, or send it right away.

Designing a campaign in RWS Mail can be fun, but also complex, because we offer a lot of customization options. Take some time to get used to the controls and always plan your campaigns before you start designing them. You’ll be an expert email designer before you know it.

You've clicked Send, but it's not over yet! A key component of successful email marketing is tracking subscriber engagement, so you can provide more of what your contacts want and less of what they don't.

The next time you login to RWS Mail after sending a campaign, you'll see how many subscribers opened, clicked, or unsubscribed from your recent campaigns, right on your Dashboard. Click Reports for more detailed information, and to download, share, or print your campaign reports.

RWS Mail's open- and click-tracking tells you how many people looked at your campaign, which links they clicked, and other information, like their geolocation. Integrate your Google Analytics account with RWS Mail or connect your CRM database for more in-depth reporting.


Automation allows you to create a targeted series of emails that send when triggered by a specific date, event, or subscriber’s activity. Our Automation Builder features powerful segmenting, scheduling, and design tools in one easy-to-use package, so you can send emails that inform, reward, and engage your subscribers, automatically.

In this article, you’ll learn about Automation and how you can use it in your email marketing plan.



Take a moment to familiarize yourself with the terminology before you get started.

  • Automation

  • An email or series of emails sent to a subscriber based on a specific trigger.

  • Workflow

  • The settings for distributing a series of automation emails.

  • Email

  • A single campaign that's part of your automation. At RWS Mail, we usually call emails "campaigns," because they reach many subscribers. With automation, we call them "emails," because a single email goes to a targeted subscriber, more like an email you would send personally.

  • Delay

  • The period of time between two emails in an automation.

  • Queue

  • A batch of subscribers who have met an automation's criteria, and are waiting to receive the next email in an automation.

  • Trigger or Event

  • The catalyst that starts an automation. For example, someone subscribes to your list or purchases a particular product.


How Automation Works


A regular campaign sends to your subscribers at the time you choose. With an automation, emails are sent automatically to specific subscribers as they meet your trigger and sending criteria.

Choose an automation, create one email or a series of emails, and set your sending criteria. We’ll use activity and subscriber data to determine who should receive your emails and when. After you set up an Automation, RWS Mail will manage your subscriber queue and email sends, so your emails get to the right people at the right time.


What You Can Do with Automation

For email marketers whose subscribers have a clear path from signup to conversion or repeat engagement, Automation can streamline your communications process. Depending on your business model, you might send a birthday coupon once a year or a series of solicitations every few days.

When you convert regularly sent campaigns to automations, you’ll reduce the amount of time you spend on design and increase your ROI.


About Workflows

A workflow is the schedule and trigger settings for your automated emails. Trigger settings cover a variety of different criteria, like a subscriber’s birthday, sign up date, or when someone makes a purchase or downloads a file. RWS Mail offers many preset automation types with built-in triggers and other configuration details for common activities. If our pre-built options don't fit your needs, a custom automation type is also available.

After a subscriber receives the first email in an automation, they’ll receive every email in the series in sequence, unless they are removed from the automation. You can edit triggers for any email in your automation when you pause sending.

Automation Overview Page

The Automation page gives an overview of each automation and its performance statistics, including automation trends. Trends are shown as percentage changes above the Open rate, Click rate, and Sends values, and compare the previous calendar day’s numbers to the daily average. To see more information about your autom's ongoing performance, click Overview.

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