RoboPostman Manual

Our manual is always expanding! While we strongly believe our products as so intuitive you shouldn't need a manual, there are exceptions now and then. If you feel there is something missing from the documentation, please contact us.

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Table of Contents

  1. Advanced
    1. Additional Optional Fields
    2. Custom Headers
    3. Including an Attachment as an Inline Image
  2. List Management
    1. Address (Recipient/Sender) Lists
    2. Bounce Checking
    3. Variables
  3. General
    1. Addressing Messages
    2. Attachments
    3. Composing Messages
    4. Feature Requests
    5. Introduction
    6. Mail Formats
    7. Sending Messages
  4. Troubleshooting
    1. Known Issues


Additional Optional Fields

In the Advanced pane, there are some additional addressing options for users wishing to receive copies of messages, modify the reply address, or specify an alternative bounce notification e-mail. These fields can be entered in one of two formats:

Example 1: "Koingo Software" <>

Example 2:

Custom Headers

Headers are generally used to deliver hidden information to e-mail clients to help display message content. However, other times it may be useful to help identify a message.

  1. Click the "Advanced" button on the main window.
  2. Click the plus (+) button at the bottom of the "Additional Headers" list.
  3. Specify a header key and value.

Including an Attachment as an Inline Image

Enhance the quality of a Visual HTML message by including an inline image. While these do not visually show in RoboPostman, your recipient will see them as such. Unfortunately, some mail clients will not only show this image inline where you desire, but also in a big list at the bottom of the message. If at all possible, host an image on a web server and include it remotely. This will also cut down the stress on your mail server and increase delivery time.

  1. Add the image you want to put in the message as an attachment.
  2. Set the view mode to "Visual HTML".
  3. Click where you would like the image to go in the message.
  4. Press the "Insert Image" button bar icon.
  5. Select a file to include.

List Management

Address (Recipient/Sender) Lists

Address Lists are databases of people that can used to help compose your message and address it. These address lists can be easily exported and imported to move them to additional messages.

Creating recipient lists

  1. In the Address Lists pane, click the plus (+) to the bottom left of the window.
  2. Enter a name for the new list, and add custom fields for future records if desired. These can be changed later.
  3. Click Modify.
  4. Add records by pressing the plus (+) under the list on the right.

By default, every new message comes with both a "My Recipients" and "My Senders" list. The My Senders list should often only contain one sender - yourself. However, specifying more than one sender can be useful if you have multiple employees handling customer support and you wish to spread out possible user replies amongst multiple people. Do not abuse this feature to falsify your headers. It is illegal and we disclaim all liability for your actions.

Bounce Checking

A common practice when bulk e-mailing is list scrubbing. After each mailing, see which messages failed to send, and then remove them from your mailing list so you do not contact those users in the future. RoboPostman makes this easy.

  1. Open up the address list browser for the list which was just mailed to.
  2. Press the gear icon on the button bar below the list.
  3. Choose either "Set Flag From File" or "Set Flag From Mailbox".
  4. Follow the on-screen tabs and controls to configure the process.
  5. After finalizing the action, the status of the applicable records will now be set to Bounced or Unsubscribe.
  6. If you are using the Mailbox option, ensure you have specified a POP3 incoming mail server in the "Delivery" pane of the main window.


Variables Lists contain an array of various data of your choosing. This data can be either randomly inserted into portions of the body of your message, or sequentially. Sequentially inserting a variable means that RoboPostman will list the first variable in the variable list when it is called. Then, the next time the list is referenced, it will insert the second variable and so on. Often variables are used to rotate affiliate link codes, or help increase the uniquity of a message to help get around spam filters.

Creating a new variable list
  1. Click the Variable Lists button on the main window
  2. Click the plus (+) button at the bottom of the list on the left
  3. Specify a list name and click "Modify".
  4. Click the plus (+) button under the second (right) list to create a new variable.
  5. Insert a variable command into the body of your message.
Inserting a variable into your message
  1. Click the position in your message where the variable should be inserted.
  2. Press the toolbar icon for inserting variables (a question mark with a green plus (+) symbol on it).
  3. Choose the variable list to grab variables from and if you wish to sequentially or randomly pick a variable.
  4. Click Insert.


Addressing Messages

When you have finished creating your lists in RoboPostman, you need to specify both a recipient and sender list.

  1. Click the "Design" icon on the toolbar of the main window.
  2. Choose the name of each list under the popup menus for "Recipients" and "Senders".

By default, when messages are being composed and delivered by RoboPostman, a Sender is selected in sequential order for each message. For instance, the first message will use the first sender, the second message will use the second sender. Once the end of the Sender List has been reached, it will loop back and use the first sender and continue to increase again. To have a sender chosen at random instead, enable the "Randomly choose a sender from the list" checkbox.


A list of attachments can be included with the message, or be included one at a time randomly or sequentially.

  1. Click the "Attachments" icon on the toolbar.
  2. Click the plus (+) button at the bottom of the list (or drag files onto the list).
  3. Choose the files you wish to be part of this e-mail.

Most often, you will want to include all attachments with every message, so it is safe to select the "Include all attachments on every message" option. However, if you wish to rotate sequentially through the attachments or randomly have one selected, use the other options.

Composing Messages

For both HTML message types, it is possible to style the text with colors, underlines, boldifies, images, backgrounds, and more. However, for plain text messages, no styling is possible. Just highlight the text you wish to style and choose the desired option under the Format menu or on the button bar above the message content. If you are using the Coded HTML option, RoboPostman will automatically insert the correct HTML around the selection.

To include information about the recipient (or sender), press the desired user icon on the button bar above the message content. Hover your mouse over the buttons for a description of what each one does.

  1. Ensure you specify a "Recipients" and "Senders" list under the bold "Addressing" header in the "Design" pane.
  2. Click in your message the location you wish to insert the information
  3. Press the toolbar button that looks like a person with a green (+) on it.
  4. Select "First Name" or any other information you desire.

If you had imported other information with your recipients, such as birthdays, you could include this in the body of the message in the same manner. The subject field can also contain variables.

Feature Requests
  1. RTFD support.
  2. Remember sizes for panes in main window.
  3. Command-key down while deleting should not prompt user (or maybe show a 'Never show again' box).
  4. Choose a specific variable number to include from the list, instead of rotating or random.
  5. Drag/drop or copy/paste entry address list from one doc to the next instead of import/export.
  6. PHP unsubscribe script.
  7. Scheduled send.
  8. Birthdays, spouse's name, street address, etc.
  9. "When I send out a mail merge, I would love to capture to whom I sent this merge. info should include the person's first and last name, email address (in case a person has multiple, I can verify if it was the address I wanted to use), a time stamp, the merge subject, and perhaps the file name(s) of the attachments."
  10. "International character support in RoboPostman, that I often activate because in German there exist letters like ü ö ä...:-) and Qutlook f.e. does not show them correct if I don't activate the support before sending. But when I do so and send a "Plain Text & HTML" - Newsletter, the text I typed in the Message textfield will not arrive readable. I guess it has something to do with the ISO-8859-1 Coding because If int. character-support is not activated the message text is OK. How can I send a multipart text an HTML-Newsletter with intern. characters (f.e. in the subject field) in a way that the Plain-text part will still be readable?"
  11. Add "Auto open DB" feature.
  12. Add Multi-threaded message sending.
  13. Add Spell Checking feature.
  14. Fix bug which adds a duplicate return path header.
  15. Import field mapping w/address book support.
  16. Attach file per customer.
  17. Such as a dialog box or a MacCleanse-style "Mailing Complete!" splash, perhaps even an option to have the send window close automatically after completion.


RoboPostman allows you to easily create vibrant messages to deliver to your mailing list while maintaining the privacy of the users on your list. Some mailing applications throw numerous recipients on the same e-mail message, and recipients can view other users the message was sent to. With RoboPostman, each recipient receives their own unique message. This message can be custom tailored with attachments, information about themselves, images, and more. For instance, you would compose a message starting with something like: "Hi (~ Recipient->FirstName ~)". When the recipient receives the message, that variable code will be replaced with their information as such: "Hi Joe Smith".

Mail Formats

RoboPostman supports the most common message formats.

  • Plain Text — a message containing only text without images, styles, or links.
  • Visual HTML — design a message visually using fonts, styles, colors, links, and images without touching any HTML code.
  • Coded HTML — for advanced users, code an HTML document manually.

When delivering messages, the Visual HTML option converts your design into "Coded HTML" on the fly! If you enable both a plain text component as well as an HTML option, the recipients e-mail client will automatically choose the best format to show to the user. It is highly recommended that you create both a Plain Text and HTML component.

Selecting a Message format

  1. Click the Design button on the toolbar of the main window
  2. Check both or either the Plain Text or Styled Text options.
  3. Use the "View Content" popup menu to view and edit each type of content.
  4. Design away!

Sending Messages

When the message has been properly addressed and composed, it's ready to be sent!

  1. Click the "Deliver" icon on the main window.
  2. Enter your mail server information (this can be obtained from your web host or Internet Service Provider).
  3. Often, leave all options in "Mailing Scope" unchecked.
  4. Click "Deliver Mail".
  5. A new window opens. Click the "Preview" area, and ensure messages are appearing as desired.
  6. Click "Deliver" and wait for messages to be sent. You can watch the "Log" or "Progress" areas for status on the delivery.


Known Issues
  • Attached images are doubled in received emails; this is because attachments are shown at the end of e-mail addresses by some clients. Use hosted images instead of attachments when mailing to workaround this issue.
  • Pause for sending connection is used before sending anything.
  • Pause for sending is used at end when nothing is left to send.
  • "I used the wrong encryption level for my connection and the logs showed the mailings failed but the UI showed the mailing was completed succesfully and the contacts status was sent."
  • "Mail recipients within the position range" gets ignored and sends to the entire list.