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Page 1 Harris Email Marketing Tool Alumni Information Resources Class Officers Weekend September 2009
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Page 2 Handouts Three in One Next Steps Email Marketing Checklist Tips & Tricks
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Page 3 Gannon Powers Alumni Help Desk VON Services - Alumni Accounts CMS Made Simple (web pages tool) Broadcast Email Mike Backman, Director Alumni Information Resources Online Services (Directory, Career Network, Events Registration) Alumni Database with Alumni Records Alumni Systems & Data Projects Internal Alumni Relations data needs (e.g., the CAR) Deb McCaffrey Used to work in Alumni Relations (Regional Affairs / Clubs) Now in Kettering, Ohio Training of Broadcast Email User Support of Broadcast Email Alumni Information Resources 9/25/2009
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Page 4 Why??? To torment Phil Schaefer ‘64 & Harris McKee ‘61
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Page 5 Why??? Refreshed lists – reading from Advance Ability to send HTML (images, etc.) as well as text Personalize emails (“Dear John,”) View calendar of emails sent Built-in opt-out controls “White Listing” for better deliverability Better ability to manage bounced messages Reporting – who has opened / clicked-through / etc. Easy steps
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Page 6 Next Steps Join Facebook Group: Dartmouth Volunteer Alumni Harris User Group Contact Deb McCaffrey: To compare your listserv with query Set-Up one-on-one training Ongoing support (initially) Contact Alumni HelpDesk (Gannon Powers) To access Class Email Account Set Forwarding Address, etc. Get additional docs / online tutorials through alumni.dartmouth.edu/classes/toolsforleaders
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Page 7 Next Steps alumni.dartmouth.edu/classes/toolsforleaders
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Page 8 Overview 1.Define Recipient List Queries pull directly from Advance 2.Create Content “Body” of email / text 3.Address & Assemble Email Choose list, content – define Subject, Sender, Reply To, etc. 4.Send & Schedule View Calendar – Schedule when it goes out (or “Send Now”) 5.View Reports Look @ Open / Click-Through Rates / etc.
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Page 9 Steps
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Page 10 Logging On Each class has an account Annoying message about “Sunsetting” Broadcast Email (IGNORE)! Choose “Email Marketing” on left
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Page 11 Lists Advanced Query Builder pulls directly from Advance Uploaded ID Lists will pull current email address for each person Uploaded Email Lists should be used infrequently – can’t personalize, or track by person, etc.
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Page 12 Content Can create content from scratch or Upload HTML More likely, you will Duplicate a previous email and update that Once a content has actually been sent, it cannot be deleted Notice how helpful it is to have the Date in the name of the content
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Page 13
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Page 14 Content If Duplicating a previous email, the name will be Copy of......... If you forget to rename it, this will be the new name – and you CANNOT change the name once you have SAVED
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Page 15 Content Every email must have an HTML version AND a text version set up Toggle between the two with these tabs The easiest ‘mistake’ to make with this is to forget to update the text version!
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Page 16 Content Preview HTML Use frequently to see what your email will look like Opens in a new window Data Tag for name will be seen as “Class Of” since your accounts since your Admin Accounts you are using all are set up as: First Name = “Class Of” Last Name = Class Year
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Page 17 Content Import HTML Use if you have created HTML Code in another tool
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Page 18 Content Open File Manager Use to load pictures, documents (pdf’s) Things loaded here are accessible to ALL Classes/Clubs/Groups May want to set up a PhotoBucket account to keep things private Photobucket.com
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Page 19 Content Create a conditional tag This is an advanced feature – not covering in initial roll-out
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Page 20 Content Work with data tags This feature is your FRIEND! Use to personalize messages First Name = “Salutation” If you delete the Open Tag or Unsubscribe Tag, reload them here
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Page 21 Email – Data Tags Data Tags can help to personalize an email. We have also worked out how to pass all Bio Info (Name, Address, Advance ID) to Paypal using Data Tags!
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Page 22 Content Check Links After creating content, click this to have the tool review all links in your email – it will warn you if they are bad
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Page 23 Content Copy HTML to text version NEVER, NEVER USE Causes MUCH more clean-up as it literally takes the HTML Code and copies it to text MUCH better to copy the text directly from the content and paste it into the text version
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Page 24 Content WYSIWYG Editor Top Row – more advanced commands – you’ll learn later
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Page 25 Content WYSIWYG Editor Typical Text Editing commands Bold Italicize Underline Strike-Through Subscript Superscript Numbering Bullets Indentation Alignment
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Page 26 Content WYSIWYG Editor Insert/Remove Links To URL’s Anchors Email Create an anchor
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Page 27 Content WYSIWYG Editor Insert Link to an image Add Alternative Text! Retrieve images from the File Manager, or from Photobucket.com, etc.
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Page 28 Content When someone receives a message, they often don’t see the images until they press “Show Content”. They will see the “Alternate Text” before that. BEFORE “Load Images/Show Content” AFTER “Load Images/Show Content”
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Page 29 Content WYSIWYG Editor Tables Tables should be your friend! Keeps messages aligned Avoid using centering, right justifying, unless you are using a table – can be a single cell table
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Page 30 Content Tables & Alignment Same message opened in expanded window
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Page 31 Message created in a single- cell table – seen through an expanded window
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Page 32 Content Tables
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Page 33 Content WYSIWYG Editor Insert Vertical Line – resizes to expanded window of receipient Smiley Face Page Break (WHY???)
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Page 34 Content WYSIWYG Editor Text Editing Styles/Formats like Word Font Size Text Color / Fill Color Don’t fuss too much with this – you can NEVER be guaranteed what it will actually look like – depends on type/version of browser, type of machine, etc.
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Page 35 Content NEVER, NEVER, NEVER copy and paste text from MicroSoft Word into any HTML editor! Will change many symbols without your knowing it – won’t see the difference until you actually send a test message! Don,t copy from Micro&soft Word @@ or you,ll be sorry#
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Page 36 Tips & Tricks I - Content Naming Convention – add date Keep message simple – ‘teaser’ to link elsewhere Hyperlinking will often try to link the whole paragraph You have no control over final look/feel for all Data tags to personalize message – make sure “Open” & “Unsubscribe” are there
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Page 37 Overview 1.Recipient List 3.Address & Assemble Email 2.Content
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Page 38 Address & Assemble Email Name – internal only – include date! Friendly From Sender / Reply To Friendly To Can add extra email addresses here as bcc Subject Choose List & Content Choose Campaign & Category Verify that all is OK
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Page 39 Address & Assemble Campaign – for reporting purposes You should ONLY use: Class Communications or Class Dues Category – the ‘opt-out’ You should ONLY use: Classes
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Page 40 Opt-Out Categories
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Page 41 Address & Assemble Calculate recipients This takes out those with no email or in the Classes Opt-Out Category Check spam rating Send test email You should ALWAYS do a test of your email first Can only send to a “Test List” Cannot use an Email Address Test List if there are Data Tags
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Page 42 SPAM Your email message has: Sender email address Server of origin ISP Filter Provider Checks server & sender - won’t allow anything with high spam rating through Dartmouth blocks 50-70% of all mail messages here Harris Email Marketing dramatically improves messages getting through Your Inbox OR Spam Folder Users set their own filter – many are set to only allow messages ‘from’ a sender that is in their address book – rest goes to Spam folder
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Page 43 Overview 1.Recipient List 3.Address & Assemble Email 2.Content 4.Send & Schedule
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Page 44 Send & Schedule View other emails you have sent Click on day to schedule in the future, or click on Send Braodcast email right now Don’t use Recurring Function
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Page 45 Send & Schedule The email is scheduled, but not Approved! Once you hit Approve, it is GONE! Review both HTML & Text!
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Page 46 Reports Open Counts Bounces Unsubscribes Click-Throughs
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Page 47 Tips & Tricks Lists Use Queries whenever possible Uploaded ID Lists are next best (even for tests) Uploaded email lists cannot use data tags Email lists will fail – even in tests – w/ data tags Naming Convention – add date to any ID/Email List
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Page 48 Next Steps Join Facebook Group: Dartmouth Volunteer Alumni Harris User Group Contact Deb McCaffrey: To compare your listserv with query Set-Up one-on-one training Ongoing support (initially) Contact Alumni HelpDesk (Gannon Powers) To access Class Email Account Set Forwarding Address, etc. Get additional docs / online tutorials through alumni.dartmouth.edu/classes/toolsforleaders
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Page 49 Alumni Information Resources Harris Email Marketing Tool COW – September 2009
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