Hover your mouse over Marketing, and click on Create/Manage Content.

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1 Creating and Sending an for Your Group Before you begin: These instructions assume that you have spoken to the Alumnae office about creating your own s. If you have not spoken with the Alumnae office, you will not have the required access to create s. For more information or to request access, visit the Volunteer Connection at Before you begin, you will need: 1. A plain text (i.e. not formatted) copy of your written and saved to your computer The following additional information about your a. The reply-to address b. The subject line (should be short, and include the word "Wellesley") c. The send date (1 st or 15 th of the month for clubs, 5 th or 20 th for classes.) 3. A username and password (this will be ed to you). IMPORTANT NOTE: We require that you use the Mozilla Firefox web browser for creating club s. Firefox is free, and can be downloaded for PC or Mac at Internet Explorer and Safari have proven to be problematic with this system. Logging in Using Mozilla Firefox, go to Log in using the username and password provided to you by the Alumnae Association. Once you log in, you should see a page like this: Hover your mouse over Marketing, and click on Create/Manage Content. 1 We strongly recommend using Notepad (PC), TextEdit (Mac), or a similar text-editing program to compose the initial text of your . Do not use Microsoft Word; Word can cause issues with smart quotes and other special characters. You will have the opportunity to add formatting to the HTML version of your later in the process; however, you must have a plain-text version as well.

2 If you have trouble logging in, please contact the Alumnae Office technical staff at The creation interface looks like this: Note that there are four tabs across the top. To create an , you will work your way across these tabs from left to right. 1. In "Create & Manage Content" you will enter and save your text. 2. In "Address & Assemble " you will specify the 's recipients as well as enter additional information such as from and reply-to addresses. 3. In "Send & Schedule" you will add your to the calendar for review. 4. In "Reports", you can view statistics for s you have already sent. Step 0: If Necessary, Create a List This step is optional. The alumnae office has already created a distribution list for you that contains your entire club, class, or group. However, if your is being sent to a sub-set of your group, you may need to create that list. Please click here to view instructions for creating a list. Step 1: Create Content The alumnae office has provided a basic template for you to work with. You may modify the template to include your own club name and content. 1. Click on the "Create and Manage Content" tab, if you are not already there. 2. In the "Manage Existing Content" box, locate the "Alumnae Class/Club/Group Template content in the color you wish to use (all class colors plus Wellesley Blue are available). Click on the "Duplicate" link next to this content. Note that this documentation will use a club as an example.

3 Note: you may duplicate any in this list. If you are sending an that is similar to one you have already sent, you may duplicate it and start from there. 3. At the top of the page, in the box labeled "Name this content", type the name of the . Names should be in the format: YearMonthDay - Club - Description. For example: " Lake Waban Club - October ". This name is for your information only, it will not be seen by recipients of the . You will enter a subject line later in the setup process. 4. Scroll down to the HTML Editor. Here you will create the HTML version of your

4 a. Replace the text "Class/Club/Group name" with the name of your club, or Wellesley Class of 19XX with your class year. b. Replace the text "Your message goes here" with the text of your message. You can copy and paste this from the plain-text copy you have saved on your computer. Do not copy and paste from Microsoft Word! c. Add any necessary formatting using the buttons above the editing box. Do not modify the grey text at the bottom of the message (starting with This message is being sent to you ). This text is required by law to be on all s sent through the college system; do not remove this text under any circumstances. 5. Below the "name this content" box, click on the "Text Version" tab: Scroll down to the Text Editor section:

5 Copy the plain-text version of your message and paste it in place of the text "Text of your message goes here." Do not modify or delete the text below the horizontal line. This text is required by law to be on all s sent out by the college. 6. When you have finished with your , click the "Save Content" button. Step 2: Connect content and address list In this step you will connect the content you just created with a recipient list, and specify other important details. 1. Click on the "Address and Assemble " tab.

6 2. Click on the "Address and Assemble a New " button. 3. You will reach a page with boxes for all the information you need to enter. There are three sections, which are detailed below. Many of these fields are required: please read carefully to make sure you enter the correct information. details: a. name: Enter the same name as in "Content Name" in Step 1 - names should be in the format: YearMonthDay - Club - Description.. As with the Content Name, this is for your information and will not be seen by recipients. b. From: Choose "Wellesley Clubs".

7 c. From address: enter for clubs. For classes, enter your address, or the address of the alumna the message should be from. We strongly encourage you to use address in this field when possible. d. Reply-to address: enter your club or class address, or the address to which you would like replies to be directed (e.g. e. To: Enter "Wellesley Alumnae". f. BCC addresses: If you want anyone who would not otherwise receive the message (i.e. a specific alum who is outside your club area but will be attending, a speaker, etc), enter her address here. NOTE: this field should only be used for one or two addresses; if you need to send to more than that, consult with the clubs office. g. Subject: Enter your subject line here. Remember, your subject line should be short and include the word "Wellesley". content and recipient list: a. Select content: Select the name of the content you created in step 1. b. Select recipient list: Select your club name. c. Select type of to send: Leave "HTML and text" selected. Campaign and Categories: a. Campaigns: Do not select anything in this box. b. Categories: Select "Club Information" from the box on the left, and click the "Select" button to move it to the box on the right.

8 When you are finished, click the "Save this " button. If there are any issues with the definition, the red text above the save button will let you know. If it reads " definition ok" then you can proceed. Step 3: Schedule your In this step you will add your to the calendar. 1. Click on the "Send & Schedule" tab. 2. You will see a page containing a calendar (today's date will be highlighted). Click on the date you want to send the .

9 If you do not see a calendar, click on "Month" next to "Calendar View" at the top of the page. Remember, club s go out on the 1 st and 15 th of each month, and class s go out on the 5 th and 20 th of each month. If you select a different date you must contact the Alumnae office. 3. On the next page, you will see a list of times on the date you selected. Choose a time that will be convenient for your club or class constituents; any time is acceptable. Click on the time to select it.

10 4. A new window will pop up, allowing you to choose the you are sending: a. In Box 1, select the Name of the you just created. b. In Box 2, make sure that "Does not recur" is selected under "Recurrence". (This is the default setting). c. In Box 3, double-check the scheduling time and click on "Schedule this now". 5. The page will reload the schedule for the selected day, with your on it:

11 Step 4: Approve your IMPORTANT: You MUST complete this step for every you send. If you do not complete this step, the will not be sent. Now that you've scheduled your , it must be approved. This step gives you a last chance to review the and correct any errors before sending. To approve, locate your in the calendar, and click the red "Approve" link below the description: Once you approve the , the will look like this: Congratulations! Your is set up, and will be sent at the selected time. Making Changes If you have set up your but need to make a last-minute change, you can do so. Log in as you normally would and access the Marketing tool. To cancel or reschedule a scheduled Go to the "Send & Schedule" tab and locate your on the calendar. Click on the name of the . You'll get a pop-up window with the details of your

12 From here you can preview the HTML or text versions of your , delete your entirely, or reschedule it for a different date or time. To delete or reschedule, click on the appropriate link at the bottom and follow the instructions. To modify an If you need to update the content of your , you can do so. To modify the , click on the "Create & Manage Content" tab. Locate the in the list, and click the "Edit" link next to it. Modify as needed (making sure to update both the HTML and text versions) and click Save. Note: s can only be modified, cancelled, or rescheduled until they are sent. If you modify an after it has been sent out, it will not be re-sent. If you modify an after it has been approved, you must re-approve the or it will not be sent. Troubleshooting 1. I can t approve my During the pilot phase of our system, we did not allow volunteers to approve their own messages. Your account may not yet be set up to approve messages please contact the Alumnae office to have it fixed.

13 2. My looks fine in the system, but looks weird when I receive it in Gmail/Earthlink/Outlook/etc. All systems will render the code that forms your slightly differently. Your will not appear identical. If the becomes difficult to read, you may wish to modify the . In general, simpler s tend to display cleanly in most systems, while more complicated s may display oddly. In addition, while we encourage you to use photos, please note that many systems do not load images automatically and some cannot view images at all. Make sure your is readable and comprehensible if an alumna cannot view images.