Sending a LYBUNTS Email Using imodules 52316 Version

Sending a LYBUNTS Email Using imodules 5/23/16 Version 1

The Big Picture • Create the recipient list – Use Quick. Base to create a recipient list (of IDs) – Export the recipient list to Excel, format the list – Quick note: if you are sending an all-hands email, that list is loaded into imodules by default • i. e. NO upload is needed • Manage email in imodules – – Create the email message Upload the recipient list Build the mailing using the recipient list Schedule the mailing 2

Creating the Recipient List • Log into Quickbase • Click on “Alumni” • Select “LYBUNTS download for imodules email” • • Note: want to reach a larger group? You can select “Non-Dues Payers” instead—this is all classmates who have not yet paid dues this year **Be sure to select the report for THIS fiscal year 3

Creating the Recipient List • Click on “More” • Select “Save as a Spreadsheet” 4

Creating the Recipient List • • • Excel will open with the LYBUNTS data Select all data in the “Alumnus” column (column B) Right-click on the selected data Click on “format cells”, select Number and then “Custom” under category Under “Type”, input 00000 (10 zeroes) to format Delete all other columns and save file as. csv 5

Creating the Recipient List • • • Recipient Excel file will look like this when complete. Save as. csv. In the next section, you will need to upload into imodules 6

Next Steps • You have completed the creation of your recipient list – You are done with Quick. Base • Next, build the mailing using imodules • Set up email details, create template, preview, upload list, schedule and send Let’s begin: • Log on to i. Modules – http: //[your class]. DARTMOUTH. org – e. g. http: //1980. DARTMOUTH. org – Click on “Login” at top left, brings up Dartmouth Web Authentication Screen. – User ID: [input yours] – Password: [input yours] 7

Login Screen • • • Click on “Login” Input credentials (Net. ID and password) to sign in Be sure to have your challenge question answers handy 8

Login Screen Once you are logged in: --Hover mouse icon over “Email” --Under “Manage”, click on “Email home” 9

One Time: Set up Opt Out Option • • To avoid being classified as spam, you need to create an “opt out” option for each kind of email (e. g. all dues related emails) One-time event You will create a category that is specific to your type of message Click on “Email Categories” 10

One Time: Set up Opt Out Option • • • So why am I doing this? --To avoid being classified as spam, you must have an “unsubscribe” (aka opt out) link plus a physical address (coming later) --By setting very specific categories, classmates can opt out of specific kinds of emails, as opposed to opting out of all Click on Create New Category Type in the name of your category (for dues, mine is 1980 Class Dues and Laurie Van Buskirk Fund) Type in a description Click on Create Category Click on Close (Warning: once created, you cannot rename/delete a category (you can only inactivate it by clicking on the traffic light icon)) 11

Email Marketing Home Page • For this purpose, click on “One-Time Custom Email” 12

Email Builder • You will now start a process to build your email: – Email Details – Choose Template – Build Content – Send Preview – Choose Recipients – Schedule Email – Release Email 13

Creating Your Message: Email Details • • Why am I selecting a footer? This is the second element of avoiding being classified as spam Don’t like your footer? Contact IMShelp desk: 603 -646 -3202 • Fill in asterisked items Email name (I usually put in date and purpose) Email Category (drop down box, selected category just created in opt out exercise on prior pages) From name (fully customizable, e. g. Dartmouth Class of 1980) From Email (what email you want to show as sender) Reply To (when they hit “reply”, where will their response go) Subject (fully customizable) You can personalize with tokens (not discussed here) Select footer (default is “Default footer”) 14

What are tokens? • Tokens are a way to insert customized information into the email to make it more personal. • We would only recommend using the first name token in the subject line or just in the salutation part of the email so it shows up like “Dear Joe, ” instead of “Dear Classmate, ” • The first name token is called “##First Name Preferred##” 15

Creating Your Message: Email Details • Completed “Email Details” • Click on “Save & Continue” 16

Creating Your Message: Choose Template (Scroll bar) • • A bunch of “Select Layout options will appear For demonstration, we are using “Single Column” Scroll down to “Single Column” Click on “Single Column” 17

Creating Your Message: Choose Template • • Now, “Select Design Template” For demonstration, we are using “Mobile Friendly 1980” Click on “Save & Continue” 18

Creating Your Message: Build Content Click on the pencil 19

Creating Your Message: Build Content • • Opens a new window Click on “Default for Everyone” 20

Creating Your Message: Build Content • • • Opens a new window Start editing the text Tokens—reviewed earlier, allow you to personalize each message with First Name, Last Name, etc. ) – – Note: I already started editing this. ##First Name## is a token – – • • • Click on Token List Select from a tree view (the most popular tokens can be found under tree view) Select desired token It will paste into document When done, click on “Save Version” Click on “Save and Load Content” Click on “Save & Continue” 21

Hyperlinks • What they are: links within the message that you click on. We primarily use two types: – URL address (e. g. a website location) – Email (to respond via email) 22

Hyperlinks: URL Address • Use these when you want to direct someone to a location, for example, a website where they can pay their dues. • Process: – – – Select text you want to convert to a link Click the globe and chain link button The “Hyperlink Manager” box will appear Click on the “Hyperlink” tab Copy the link into the “URL” field • E. g. http: //dartmouth 80. org/class-dues – Next to “Target”, select “New Window” from the drop down menu (this opens a new window when they click on it, leaving your email onscreen) – Click on the “OK” box • Check the link in your preview email!!! 23

Hyperlinks—URL Address • • • Draft text Highlight the text you wish to turn into a link Click on the “globe and chain” on the bar at the top of the page… . . . and the Hyperlink Manager will appear Click on the “Hyperlink” tab Type in the location you want to send them to Click on the drop down menu next to “Target” and select “New Window” Click okay, and you are done! CHECK THIS IN YOUR PREVIEW EMAIL!! 24

Hyperlinks—URL Address • Done! • The link is now blue and underlined • Test it in your preview email

Hyperlinks: Email • Use these when you want someone to send you an email. • Process (similar in part to the URL): – – – Select text you want to convert to a link Click the globe and chain link button The “Hyperlink Manager” box will appear This time, click on the “E-mail” tab Fill in the “Address” and “Subject” Click on the “OK” box • Check the link in your preview email!!! 26

Hyperlinks—Email • • • Draft text Highlight the text you wish to turn into an email message link Click on the “globe and chain” on the bar at the top of the page… . . . and the. Hyperlink Manager will appear Click on the E-Mail Tab Type in the Address you want them to respond to Type in the Subject line Click okay, and you are done! CHECK THIS IN YOUR MAIL PREVIEW 27

Hyperlinks—Email • Done! • The link is now blue and underlined • When they click on it, it will open an email message box for them to fill in, pre-addressed • Test it in your preview email

Send Preview • • This window will open after you click on “Save and continue” under Build Content You can build a recipient list each time Next to “Add Recipients”, type in address and click “Add” Click on “Send Preview” Preview should appear in email inbox Note: if you want to create a design template based on this email, check the box next to “Create a Design Template based on this email” Click on “Save & Continue” 29

Send Preview • • • Here is the sample message that you sent under “Send Preview Note the Token in the salutation personalized the message Note the footer, with the address, and the unsubscribe link 30

Choose Recipients • To upload ID’s click on Data Viewer 31

Choose Recipients • • This is how the box above will look after you browse and upload the recipient list created earlier • Opens a window Note: as a default, “Include all records” will be checked. If you wanted to do a total class email, you could simply use this list. For our Lybunts email exercise here, click on the circle next to “Upload Advance ID Number. csv/Excel file” Click on “Browse” and select the recipient list file we created earlier Click on “Next>>” 32

Choose Recipients • • You might notice that your recipient count has gone down. That is typical, the result of missing email addresses or opt outs. You will be returned to the prior screen. You can now “Edit” or “Reset” the Data Viewer Will show total estimated recipients Click on “Save & Continue” 33

Schedule Your Email • • • You can now set a Date and Time (and set your time zone) If you click on the box next to “Send a Preview”, it will give you the option to send another preview email. Click on “Save & Continue” Note that mailings are sent hourly. 34

Schedule Your Email • You can now: – – • Send the mailing immediately Set a Date and Time (and set your time zone) to send the email in the future Click on “Save & Continue” Note that mailings are sent hourly. 35

Release Your Email. . . • • Verify your information and. . Click on “Save & Continue” 36

. . . and back to Email Marketing Home • Once you release your email, it will open the “Email Marketing Home” and you can see the status of your email 37

Other Notes • Note that emails are classified: – NOTE: released emails cannot be edited (except the email details). In order to modify the content of the email, move to drafts. – – • NOTE: Your list of recipients can also be downloaded. Saved Drafts: edited, but not ready to release Released Emails: completed, but not yet mailed Email History: sent emails If you want to change the status of an email, click on the gear symbol next to that email, and the following drop-down menu will appear: 38

You have Completed an Emailing • Congratulations! Not hard, but a lot of steps • Be sure to send preview emails • Use this for all kinds of mailings – E. g. non-payer reminders (see p. 3) – Again, if you are sending a message to all classmates, the list is pre-loaded in imodules (no upload required) Comments and corrections? Send to joe@mannes. com 39