📧 MailGuide ← Back to Home

Support & FAQ

Find answers to common questions about MailGuide

⚠️

Important: Your Responsibility

By using MailGuide, you agree that you are solely responsible for ensuring your email communications comply with all applicable laws and regulations, including but not limited to:

  • CAN-SPAM Act (United States)
  • GDPR (European Union)
  • CASL (Canada)
  • PECR (United Kingdom)
  • Any other applicable anti-spam or privacy legislation

You must only send emails to recipients who have given you permission to contact them or with whom you have an existing business relationship.

MailGuide is a tool — how you use it is your responsibility. We do not monitor or approve your recipient lists or email content. Misuse of this service for unsolicited bulk email (spam) is strictly prohibited and may result in termination of access.

📋 Email Best Practices

✓ Only email people who have opted in or consented
✓ Include your real name and contact information
✓ Use accurate, non-deceptive subject lines
✓ Honor unsubscribe requests promptly
✗ Don't purchase or scrape email lists
✗ Don't send to people who have opted out
✗ Don't use misleading sender information
✗ Don't send unsolicited commercial email

🚀 Getting Started

What is MailGuide?

MailGuide lets you send personalized bulk emails through your own Microsoft 365 account. Unlike traditional email marketing platforms, each email comes directly from your personal email address — making your messages feel personal and improving deliverability.

Is MailGuide free?

Yes! MailGuide is completely free to use. We're supported by advertising.

What do I need to use MailGuide?

You need a Microsoft 365 work or school account. Personal accounts (Outlook.com, Hotmail) are not supported. You'll also need a CSV or Excel file containing your contact list.

How do I sign in?

Click "Get Started Free" or "Sign In with Microsoft" and log in with your Microsoft 365 work credentials. Your organization's admin may need to approve the app on first use.

📧 Sending Emails

What file formats can I upload?

MailGuide accepts CSV (.csv) and Excel (.xlsx, .xls) files. Make sure your file has a header row with column names like "Name", "Email", "Company", etc.

How do placeholders work?

Placeholders let you personalize each email. Use curly braces around your column names, like {Name} or {Company}. When you send, MailGuide replaces each placeholder with the actual value for that contact. For example, "Hi {Name}" becomes "Hi John" for John and "Hi Sarah" for Sarah.

Can I send HTML emails with formatting?

Yes! MailGuide offers three modes: Text (plain text), HTML (visual editor with formatting), and Paste (for pasting HTML code from other sources). Switch between modes using the buttons above the email body.

Should I send a test email first?

Absolutely! Always click "Send Test to Myself" before sending to your full list. This sends a sample email to your own address so you can verify everything looks correct.

Is there a limit on how many emails I can send?

MailGuide has default limits in place. Keep in mind that Microsoft 365 also has its own sending limits (typically 10,000 recipients per day for most accounts).

📁 File Formats & CRM Exports

What is a CSV file?

CSV stands for "Comma-Separated Values" — it's a simple text file where each line is a contact and commas separate the fields. Most spreadsheet apps and CRMs can export to CSV.

A typical CSV looks like this:

Name,Email,Company,City,State
John Smith,john@example.com,Acme Corp,Nashville,TN
Sarah Johnson,sarah@example.com,Premier Group,Atlanta,GA

The first row contains your column headers — these become your placeholders in MailGuide (e.g., {Name}, {Email}, {Company}).

What file formats does MailGuide accept?

MailGuide accepts CSV (.csv), Excel (.xlsx), and older Excel (.xls) files. We recommend CSV for best compatibility, but Excel files work great too.

Need a template to get started?

Download our sample CSV file to see the expected format. You can add your own contacts or use it as a template.

Exporting from Salesforce
  1. Go to Reports → Create New Report (or use an existing one)
  2. Select the contacts or leads you want
  3. Click Export → Export Details
  4. Choose "Comma Delimited .csv" format
  5. Upload the downloaded file to MailGuide
Exporting from HubSpot
  1. Go to Contacts → Contacts (or Companies)
  2. Use filters to select your target audience
  3. Click "Export" in the top right
  4. Choose the properties (columns) you want
  5. Select CSV format and export
  6. Upload the downloaded file to MailGuide
Exporting from Constant Contact
  1. Go to Contacts → Lists
  2. Select the list you want to export
  3. Click "Export" from the Actions menu
  4. Choose which fields to include
  5. Download the CSV file
  6. Upload the downloaded file to MailGuide
Exporting from Mailchimp
  1. Go to Audience → All Contacts
  2. Click "Export Audience"
  3. Choose "Export as CSV"
  4. Wait for the export to complete and download
  5. Upload the downloaded file to MailGuide
Exporting from Zoho CRM
  1. Go to the Contacts or Leads module
  2. Apply any filters you need
  3. Click the three-dot menu → Export
  4. Select CSV format and choose your fields
  5. Upload the downloaded file to MailGuide
Exporting from Microsoft Excel or Google Sheets

Excel: File → Save As → Choose "CSV (Comma delimited)" from the file type dropdown.

Google Sheets: File → Download → Comma-separated values (.csv)

Tips for successful imports
  • Make sure your file has a header row with column names
  • Include an email column — MailGuide will auto-detect columns containing "email"
  • Remove any blank rows at the top or bottom of your file
  • Keep column names simple (avoid special characters)
  • Check that email addresses are properly formatted

🔒 Data & Privacy

Is my contact data stored?

No. Your uploaded contact lists are processed in your browser only and are never saved to our servers. Once you close or refresh the page, the data is gone.

What information do you store?

We store your email address and name (from Microsoft sign-in), campaign history (subjects and send counts), and saved templates. See our Privacy Policy for full details.

Can other organizations see my data?

No. MailGuide uses multi-tenant isolation — each organization's data is completely separate. You can only see users, templates, and campaigns from your own organization.

🔧 Troubleshooting

I can't sign in

Make sure you're using a Microsoft 365 work or school account, not a personal account. If your organization hasn't approved MailGuide yet, you may need to contact your IT admin.

My placeholders aren't being replaced

Placeholder names must match your column headers exactly (case-insensitive). Use the placeholder buttons above the editor to insert them correctly. Check for extra spaces in your column names.

Some emails failed to send

This usually means an invalid email address. Check the failed recipients for typos or malformed addresses. You may also have hit Microsoft 365's rate limits — try again later.

I got logged out unexpectedly

Sessions expire after 24 hours for security. Simply sign in again to continue. Your templates are saved, but any unsent contact selection will need to be re-uploaded.

📩 Report Abuse

If you've received unwanted emails from a MailGuide user, please let us know. We take abuse of our platform seriously and will investigate all reports.

Contact us at: report-abuse [at] quicksilver.tech

Please include the sender's email address and any relevant details.

Still need help?

Contact us at support@quicksilver.tech