GPT4 Does Mailing List: Sending a Monthly Report to 10 Companies and 50 Individuals

Chat GPT helps with my monthly email taks of sending a monthly "Headlines Report" both to clients and to some individuals.

See also in Google Doc.

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I use YAHOO MAIL and I want to discover a more efficient way (that is simple) to send out a monthly report that I write. The report is called "Genomic Headlines Monthly Report." Here is my current method. I have about 10 clients (Company A, Company B, etc) which have variably one to six addressees per company. I open a new email, type the names (up to six), and attach the Monthly Report document, and send. Repeat for each client. I also have about 40 individuals that I send the report to. I open an email, and use myself as the TO field. Then, I type the names of about 10 or 15 individuals into the BACK COPY field (so they do not see each others names) and hit send. I repeat this until I sent the document (via BACK COPY) to the 40 individuals. What is a way, or several ways, that I could make this process more efficient but without too much up front work. I do not have great computer skills as suggested by the highly manual way I have been doing this every month for a year.

I understand your current method and can suggest a few simple ways to make this process more efficient using Yahoo Mail:

1. Create Mailing Lists: You can create mailing lists for each of your clients and individual recipients. This way, you only need to type the mailing list name instead of typing each person's email address. Here's how to create mailing lists:

   a. Go to Yahoo Mail and click on "Contacts" (icon on the top-right corner). b. Click on "Lists" on the left side. c. Click on "Create List" and give it a name (e.g., "Company A"). d. Start adding contacts to the list by typing their names or email addresses. e. Repeat these steps for each client or group of individual recipients.

2. Use Bcc (Blind Carbon Copy) for Individual Recipients: When sending the email to individual recipients, you can use the Bcc field instead of the Back Copy field. This way, recipients won't see each other's email addresses. Add your own email address in the To field, and add the mailing list of individual recipients in the Bcc field.

3. Save Email as a Template: To save time, you can create a template for your monthly report email. Compose an email with the subject, body text, and any formatting you want to include. Then, save it as a draft without sending it. Every month, you can open this draft, update the attachment, and send it to your clients or individual recipients.

Here's the updated process:

1. Open your saved draft email.
2. Attach the new "Genomic Headlines Monthly Report."
3. For each client, type the mailing list name (e.g., "Company A") in the "To" field, and send the email.
4. For individual recipients, type your own email address in the "To" field, type the mailing list name (e.g., "Individual Recipients") in the "Bcc" field, and send the email.

This method should save you a significant amount of time and make the process less prone to errors.

Thank you very much for the help in creating the LIST in the CONTACTS function. I already use the BACK COPY method for the individuals, about ten at a time, each manually entered each month inito BACK COPY. Can you explain again how I speed this up. I think you are saying there is a way to make a permanent draft email with me as the addressee (TO:) and ten or fifteen names stored in the bcc field. I am not sure how to save such a draft email or where to find it again. I thought when I pulled an email from Draft and sent it, it deleted the draft version.

I apologize for the confusion. You're correct that sending a draft email will remove it from the Drafts folder. Instead of saving a draft with recipients in the Bcc field, you can create a template with a specific subject and body text, and then add the mailing list of individual recipients to the Bcc field each time you send the email.

Here's an updated process:

1. Create a mailing list for individual recipients, as I explained in my previous response.

2. Create an email template: a. Compose a new email with the desired subject (e.g., "Genomic Headlines Monthly Report") and body text. b. Save this email as a draft without adding any recipients.

3. Each month, follow these steps: a. Go to the Drafts folder in Yahoo Mail and find the saved draft with the subject "Genomic Headlines Monthly Report." b. Open the draft and click on "Forward" to create a new email with the same subject and body text. c. Attach the new "Genomic Headlines Monthly Report" document. d. In the "To" field, add your own email address. e. In the "Bcc" field, type the mailing list name you created for individual recipients (e.g., "Individual Recipients"). f. Send the email.

By using this method, you will have a saved template in the Drafts folder that you can forward each month. You only need to update the attachment and add recipients using the mailing list. This should help you speed up the process and reduce manual entry.

How do I create a mailing list of 20 individuals to use each month in the BCC field?

To create a mailing list of 20 individuals in Yahoo Mail, follow these steps:

1. Go to Yahoo Mail and sign in to your account.
2. Click on the "Contacts" icon (located in the top-right corner).
3. Click on "Lists" in the left sidebar.
4. Click on the "Create List" button.
5. Enter a name for the list, such as "Individual Recipients."
6. In the "Add Contacts" field, start typing the names or email addresses of the individuals you want to include in the list. As you type, Yahoo Mail will suggest matching contacts from your address book. Click on the suggested contact or enter the full email address and hit the "Enter" key to add them to the list.
7. Repeat step 6 for each of the 20 individuals you want to include in the list.
8. Once you've added all the contacts to the list, click on the "Save" button.

Now you have a mailing list with 20 individual recipients. When you're ready to send your monthly report, follow these steps:

1. Compose a new email or open the saved draft email template (as described in the previous response).
2. Attach the "Genomic Headlines Monthly Report" document.
3. In the "To" field, add your own email address.
4. In the "Bcc" field, type the name of the mailing list you created (e.g., "Individual Recipients"). The mailing list name should appear as a suggestion; click on it to add the entire list to the Bcc field.
5. Send the email.

Using this method, you can quickly add all 20 individual recipients to the Bcc field without having to type their email addresses manually every month.

Thank you. One more question. I limit to 10 or 15 back copy recipients, because i have heard that long lists may be more likely to trigger spam filters. IS this correct? On the other hand, each recipient (such as john@companyA) is probably only seeing the single name when that individual email arries at Company A as any original bcc names (whether 4 or 400) won't be visible when it arrives at Company A. ??

You're correct that using a large number of recipients in the Bcc field can sometimes trigger spam filters, especially if many of the recipients are not in your contact list or have never interacted with you before. However, the exact threshold for triggering spam filters may vary depending on the email provider and their specific algorithms.

Regarding recipient visibility, you're also correct. When you use the Bcc field, recipients will not see the email addresses of other recipients in the Bcc field. Each recipient will only see their own email address and the email addresses in the To and Cc fields. So, even if you have a long list of recipients in the Bcc field, each recipient will not see the other email addresses when the email arrives.

If you're concerned about triggering spam filters, you can continue to send the report to smaller groups of recipients in the Bcc field. Create multiple mailing lists (e.g., "Individual Recipients Group 1," "Individual Recipients Group 2," etc.) and add 10 or 15 recipients to each list. Then, send the email to each group separately. This way, you can still take advantage of mailing lists to reduce manual entry without overwhelming the spam filters.