Manage the Recipient List



Can I send to more than the limit?

There is a maximum sending cap of 15,000 recipients. If you would like to send your mailing to more than 15,000 recipients, please contact us.

How do I send my card? What is a guest or recipient list?

On the Delivery page, you must create a guest or recipient list to determine who will receive invitations to your event or who will receive your cards through Paperless Post.

You may add to your guest/recipient list at any time, (even after you've sent a first round of invitations/cards). However, you will not be able to send to the contacts on your list if you do not have sufficient Coins in your account.

Note: Contacts who are added to the guest/recipient list with First Names and Last Names as well as Email addresses will receive personalized emails and RSVP cards. Contacts added with only email addresses will be asked to enter their names as they RSVP or reply. These contacts will receive envelopes in their inboxes with the name of the event or the name you gave the card written on them (this name is what was entered in the "Name of event/card" field on the Details page).

What is a shareable card? How does it work?

You can expand the viewership of the card you’ve created through your own communication methods, such as with your social network. Once you click the “Activate” button on your Delivery page, you’ll see the options to Share your card via Twitter, Facebook, or you can copy the link to your card and post it anywhere you’d like! If you prefer to send the card through your own email, you can include the Shareable card link in your own email.

The main difference with the Shareable version is that the envelopes and reply cards will not be personalized and the cards are not sent through our servers. Anyone that you share this link with can view the card and respond.

Anyone that replies that they are attending the event will be displayed as "Registered" in green on your Tracking page. If you send personalized versions through email AND use the shareable version, you can distinguish "Attending" vs "Registered." This way, you can see which guests replied using their personalized card and which guests replied using the shared version.

How do I add contacts to my guest/recipient list to send?

There are a few ways to add contacts to your guest/recipient list - you can add them one at a time, or in a batch.

Adding contacts to your list one at a time:

Add Individual Email

  1. Click "Add Individual Email" on the left side of the page.
  2. Fill in the designated fields; the name entered is the name to appear on the front of the envelope.
  3. Click the "Add to Guest/Recipient List" button and repeat for your next contact.

Quick Add

  1. Quick Add will be the default function on Delivery. If the contact you would like to add is already in your Address Book, use the Quick Add field to search your Address Book and choose the correct contact from the results list that appears below as you type.
  2. You can also enter individual names and email addresses that you don't have saved in your Address Book already into the Quick Add field. Use the following format: Tom Sawyer tomsawyer@gmail.com
  3. Click the "Add to Guest/Recipient List" button and repeat if necessary.

Adding contacts to your list in a batch:

Add List of Emails

  1. On the left side of the page, click "Add list of emails."
  2. Copy and paste the contacts you would like to add to your guest/recipient list in the text box provided. The available formats can be found here.
  3. Click the "Add to Guest/Recipient List" button.

Add from Spreadsheet

  1. On the left side of the page, click "Add from spreadsheet (.csv)."
    1. Prepare your spreadsheet following the exact format of the spreadsheet in the example in the main panel. If you have trouble formatting your spreadsheet, you may click the button that says "Download Template" to download an example spreadsheet, which you can simply fill in with your list of contacts (more Spreadsheet help here).
  2. Click the "Choose File" button, navigate to where you saved your .csv file, and click "Upload Spreadsheet." This will port the contents of the entire spreadsheet to your Guest/Recipient List unless you are notified otherwise.

Note: The site will automatically de-duplicate your spreadsheet. Any instances of repeat email addresses will be pulled out of the spreadsheet and you'll be asked to choose one to re-upload. Invalid email addresses (e.g., "robertfrost@gmail.cm") will also be pulled out of your spreadsheet and you'll be asked to edit them on the site and re-upload.

Adding from your Address Book

If you already have contacts in your Address Book, you can choose contacts from there. 1. On the left side of the page, click "Address Book." 2. When the Address Book window opens up to the right, select the contacts you would like to add to your guest/recipient list by clicking the checkboxes. To add all of the contacts in your Address Book, click the "Select All" checkbox in the toolbar above the Address Book contact list. 3. Click the "Add to Guest/Recipient List" button above the list.

Note: You may only select contacts on one page of your Address Book at a time. Make sure to click the "Add to Guest/Recipient List" button before moving to the next page of your Address Book.

What are the formats for adding a list of emails to my guest/recipient list?

When adding a list (e.g. copying and pasting), please make sure you are following one of these available formats:

Names and emails in a column:
Paperless Post - Add from List

Names and emails separated by commas (or semicolons):
Paperless Post - Add from List

Names and emails separated by commas (or semicolons) - without quotes:
Paperless Post - Add from List

Names and emails separated by commas (or semicolons) - with quotes:Paperless Post - Add from List

Emails in a column:
Paperless Post - Add from List

Emails separated by commas (or semicolons):
Paperless Post - Add from List

Emails separated by commas (or semicolons):
Paperless Post - Add from List

What should I do if a couple or family only have one email address?

You can only use an email address once per mailing. If you are sending an invite to a family, you should use the Couple/ Family name feature in the Recipient List on your Delivery page.

  1. Navigate to the Delivery page of your mailing from your Post Box or by using the "Post Box" menu in the main navigation bar.
  2. Choose "Add individual email" and click "Change to Couple/Family."
  3. Enter the name you'd like to display on the envelope, such as "The Smith Family" or "Jack and Jill."
  4. Click the Total Invited drop-down to set the number of guests you're allowing for this invitation.
  5. Click the "add to guest list" button.

If you have already populated your guest list, but need to make changes to the name in this way:

  1. Click directly on the contact's name or email address in the list, and an information box will drop down.
  2. Click the Couple/ Family Name button and enter the name you'd like to display on the envelope, such as "The Smith Family" or "Jack and Jill."
  3. Click the Total Invited drop-down to set the number of guests you're allowing for this invitation.
  4. Click the "Save" button within the contact information box or at the top of the list to store your changes.

Importing contacts to your guest/recipient list from Gmail, Yahoo, Hotmail, MSN, Live, or Aol.

  1. Navigate to the Delivery page of your mailing (from the Drafts folder of your Post Box, use the menu to the right of your mailing you wish to send out to choose "Go to Delivery." If this option isn't available, you must finish filling out the required information on the Details page - click "Edit the Details").
  2. Click "Import from Webmail" on the left.
  3. Select which email provider you are importing your contacts from, enter your login information, and press the "Retrieve My Contacts" button. Please be patient while Paperless Post works to retrieve your contacts.
  4. After your contacts load, follow the simple directions given to select and import them to your guest/recipient list (they will automatically be stored in your Paperless Post Address Book as well for future use).

Importing contacts to your guest/recipient list from Outlook or Outlook Express

If you are importing your contacts from Outlook or Outlook Express, you will first need to export a spreadsheet of your contacts from your email account. To do so, follow these instructions (instructions may vary slightly depending on your version of Outlook / Outlook Express):

Outlook:

  1. Click the File tab.
  2. Click Options.
  3. Click Advanced.
  4. Under Export, click Export.
  5. In the Import and Export Wizard, click Export to a file, and then click Next.
  6. Under Create a file of type, choose Comma Separated Values (Windows), also known as a CSV file.
  7. Save the exported file with a memorable name and in a location on your computer that you can easily navigate to.

Outlook Express:

  1. In Outlook Express, select "Export > Address Book" from the File menu.
  2. Select "Text File (Comma Separated Values)" from the list presented to you.
  3. Click Export.
  4. Save the exported file with a memorable name and in a location on your computer that you can easily navigate to.

Upload to Paperless Post:

  1. Navigate to the Delivery page of your mailing, then click on "Import Contact" on the left side of the screen.
  2. Select "Upload Contact File"
  3. Click the "Choose File" button, navigate to where you saved the file on your computer, and double click on it.
  4. Click the "Retrieve My Contacts" button.
  5. After your contacts load, follow the simple directions given to select and import them to Paperless Post.

Importing your contacts to your guest/recipient list from Apple Mail or OSX Address Book

If you are importing your contacts from Apple Mail/OSX Address Book, you will first need to export a Group vCard of your contacts from your OSX Address Book. To do so, follow these instructions:

Export a Group vCard:

  1. Open up the Address Book application on your Apple computer (it can be found in the Applications folder in your Finder).
  2. Click on "All" (or on the name of the list you'd like to export) on the left-hand side to highlight it.
  3. Select "Export > Export Group vCard" from the File menu.
  4. A "Save As" dialog box will open on your screen; select a location on your computer to save this .vcf file.

Upload to Paperless Post:

  1. Navigate to the Delivery page of your mailing, then click on "Import Contact" on the left side of the screen.
  2. Select "Upload Contact File"
  3. Click the "Choose File" button, navigate to where you saved the file on your computer, and double click on it.
  4. Click the "Retrieve My Contacts" button.
  5. After your contacts load, follow the simple directions given to select and import them to Paperless Post.

How can I edit the name or total invited for a specific guest?

After you add a contact to your guest list, you can still make an edit to the name or total invited for a specific guest.

The name will be displayed on the envelope and reply card. The total invited number can be manually changed, if you would like to set a different number than the default you chose on the Details page.

Why can't I resend my Invitation or Card to my entire list?

An invitation or card can only be sent to a recipient through the website once in order to avoid recipients receiving multiple versions of the same mailing accidentally. If you need to reach your recipients after you have sent your initial mailing, you can do so on the Tracking page of the event using the Follow-up Tools. Here you will find multiple methods of corresponding with your recipients after the initial mailing has been sent.

To resend to your recipients individually, you can follow the directions here.

How do I send to additional recipients and avoid resending to existing recipients?

For Invitations and Save the Dates, you may send to your guests at any time leading up to the event. For Announcements, you may send to your recipients at any time you wish.

To send to additional recipients, simply go back to the Delivery page for the card. Click Send to More Guests to send personal emails. Add your new recipients to the guest/recipient list and click the "Send to All New Guests/Recipients" button on the top right of the list.

This will send new invitations or cards to any "unsent" (newly added) contacts. No previously sent to recipient will receive a duplicate invitation or card.

Can Paperless Post handle bulk mailings?

Each event or mailing on Paperless Post can handle up to 5,000 recipients successfully, and we do not recommend mailing to more than that number.

How do I remove someone from my list if I don't want to send the person a card?

If you need to remove a contact from your unsent guest/recipient list, click the checkbox next to the contact you wish to delete. You can select multiple contacts to batch remove.

Click the "Remove" button at the top of the list to delete the contact from your guest/recipient list. Once you have removed the contact, this person will not receive your mailing.

Can I set a maximum capacity for my event?

If your event has limited spots, you can set a maximum capacity on the Details page. Any guest that tries to RSVP after the maximum has been reached will see messaging on the reply card that responses are no longer being accepted.

This number can be increased later on if necessary. The number cannot be decreased to anything less than the total number of attendees at the time (if some guests have already responded).

The host is notified when the maximum capacity is reached by email and also on the Tracking page.

Can my guests (or recipients) forward their invitations (or cards) to other people?

Paperless Post specializes in personalized mailings, so each guest has his or her own unique link to the invitation and RSVP page. If a guest forwards his or her invitation to someone else, that person who received the forwarded message will not be able to RSVP because the invitation, essentially, belongs to the original guest. Anyone who you wish to be able to RSVP must be on the guest list on the website. You can, however, specify to your guests that they are allowed to bring friends and should indicate how many (and the friends' names, if you wish) when RSVP'ing.

This also applies to non-RSVP mailings, such as announcements, save the dates, and holiday cards. Many recipients do take advantage of the ability to leave a private comment for the sender; with forwarded emails, comments would become lost, overwritten, mixed up, and public to recipients of the forwarded email. Paperless Post's sophisticated email-tracking and follow-up systems will also become ineffective if emails are forwarded.

Forwarding of Paperless Post invitations or cards violates our Terms of Service Agreement.