How to use the List Sweeper

Using the list sweeper to clean up your lists but not sure which boxes to check? Answer this simple question for specific instructions. If you’re still not sure, feel free to contact us at support@reachmail.com, or call us toll free at 1-888-947-3224, ext. 1 for Customer Service.

Do you use the same list for all email campaigns in ReachMail or do you import a list frequently?

If you use the same list each time, you can simply check Mark Pending Hard Records as Permanent. This step will deactivate records that have hard bounced once from the same list. After two hard bounces a record is deactivated for you automatically.

If you import a new list frequently, it’s best to err on the side of caution. In this case, Marking Pending Hard Records as Permanent will help to an extent, but only the next time you use the same list again. By checking the following option and sub-options you will add all hard bounce records to your account’s Global Opt Out list:
Mark Select Soft Bounces Records as Permanent Hard
Permanently Deactivate in any List
Hard Bounce


The goal here is to deactivate as many known invalid addresses as possible from all new lists before you send to them. Running these steps on existing lists prior to importing or sending to the new list will help catch as many known invalid addresses as possible.

For the basics, click here.

List Sweeper Basics

The list sweeper function is an easy to use tool that allows you to categorically deactivate select types of bounces from your list(s). If you are already familiar with ReachMail’s extensive reporting system, then you are most of the way there. The list sweeper simply allows you to act upon data from the reports from one centralized location.

Anyone familiar with Email marketing will tell you that the importance of maintaining a clean list is paramount to strong delivery rates. Staying on top of your lists, especially if you are adding new subscribers either manually, or through an opt in form, is key to your long term success as an email marketer.

We understand that different people use the ReachMail system in different ways. Whether you import a new list every time you send a campaign or work off the same list every time, the List Sweeper tool can help speed up the cleaning process leaving you more time to work on your campaigns.

To run the List Sweeper, find your list then select ‘List Sweeper’ from the action drop down menu. Alternatively, check the boxes next to multiple lists and click the ‘Sweep’ button to run the list sweeper on several lists at once.

Here’s a screenshot of the list sweeper in action:
List Sweeper Screen Shot
Remove Duplicate Records
Removes duplicates from your list.
Mark Pending Hard Records as Permanent
This will permanently deactivate all records that have hard bounced once. Hard Bounces are automatically deactivated after two hard bounces in a list.
Mark Known Bad Addresses as Hard Bounces
This will scan your list against your account’s Global Opt Out list, the company wide Opt Out list, and a list of known invalid addresses we maintain internally. This step is done automatically during the outgoing mail process, but has been made available for users to see how many records from a list will be deactivated prior to send time.
Mark Select Soft Bounces Records as Permanent Hard
Allows the user to permanently deactivate bounces by category. When the sub-option Permanently Deactivate in any List is checked, this list sweeper will also add checked sub-selections to your account’s Global Opt Out list. This is important when you are uploading a new list every time you send a campaign.
Remove All Records in a List Flagged as Hard Bounce
Permanently delete all inactive records in a list marked as a hard bounce. This is not required as inactive records will not be mailed to.
Remove All Records in a List Flagged as Opt Out
Permanently delete all inactive records in a list marked as an opt out. This is not required as inactive records will not be mailed to.

Autoresponder beta testers get $25 Groupon Gift card

Test out our new Autoresponder Feature, Get a $25 Groupon Gift Card.

Quick Question – what is an autoresponder and how do I get my Groupon eGift Card?

Answer – Autoresponders allow you to send a timed, series of emails to new subscribers. You can set the exact time and frequency you want. Once you set up the autoresponder you’re done. You can use this feature to educate prospects about your product, build excitement and turn them into customers.

To get your eGift card contact us and we’ll turn on the beta autoresponder. Set up one campaign and after you get the results – complete a simple survey. Your eGift card will be waiting for you in your inbox!

Details on how to use the autoresponder are here.