MagnetMail Training Guide

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1 MagnetMail Training Guide Upload Addresses to a Group Overview Each month Steven Schlossman at the National Office sends Chapter Administrators a Chapter Export report. The report includes the address that the National Office has on file for each chapter member. Here is an overview of the steps necessary to extract the list of addresses from that report and add them to a group in MagnetMail: 1. Open the latest Chapter Export report 2. Select the address column and copy the entire column 3. Paste the column into a new spreadsheet 4. Remove the empty cells 5. Save the new spreadsheet file as a CSV 6. Close the CSV file 7. Log in to magnetmail.net and click Contacts in the top menu 8. Click Upload Data on the left a. Click Choose File and find the CSV file you created in step 5 b. Determine whether you would like to create a new group, or add this list to an existing group and mark the appropriate radio button i. If you are adding to a new group, select type in the name that you would like to identify the group ii. If you are adding to an existing group, select the group from the list that appears c. Click Submit d. Check the box at the top that reads The top row of my.csv file contains labels. e. Change the dropdown that says Select field to f. Determine whether you would like to add the addresses in the.csv file to this group, or replace all of the exiting addresses in this group with the ones in the.csv file g. Click Submit i. If you chose to replace the list you will have to click OK on the pop-up h. Review your selections and press Submit MagnetMail Training Guide Page 1 of 26

2 Detailed Instructions Please note: these instructions were written with Excel Open the latest Chapter Export report. The file name begins with the chapter ID followed by Chapter_Export and the year and month in which the report was generated. For example, 25_Chapter_Export xls 2. Select the address column and copy the entire column The addresses were altered in the following screenshot to protect the innocent. 3. Paste the column into a new Excel file 4. Remove the empty cells a. Delete the first row by right-clicking on the 1 over on the far left and clicking Delete MagnetMail Training Guide Page 2 of 26

3 b. Sort the column by selecting the entire column, then clicking Data->Sort, and be sure to indicate that the data has headers MagnetMail Training Guide Page 3 of 26

4 c. There may be empty cells at the top, bottom, or both. Highlight the rows at the top with empty cells then right click a selected cell and click Delete. MagnetMail Training Guide Page 4 of 26

5 d. Repeat step c. if there are empty cells at the bottom. You can tell which one you need to delete because they will have a border around the cell. 5. Save the new Excel file as a CSV a. Now that you have a clean file, click File at the top and Save b. Enter a file name and select the type CSV (Comma delimited) and click Save MagnetMail Training Guide Page 5 of 26

6 c. A message will appear indicating that The selected file type does not support workbooks that contain multiple sheets. Click OK. d. A second message will appear indicating that the.csv file may contain features not compatible with CSV (Comma delimited). Click Yes. 6. Close the CSV file a. When you close the file you will see a message asking if you want to save the changes you made. Click Don t Save. It s OK because you have already saved the file. 7. Log in to magnetmail.net and click Contacts in the top menu 8. Click Upload Data on the left MagnetMail Training Guide Page 6 of 26

7 a. Click Choose File and select the CSV file you created in step 5 b. Determine whether you would like to create a new group or add this list to an existing group and mark the appropriate radio button. It s OK to keep using the same group over and over again because you can either add to it, or replace it. i. If you are adding to a new group, select type in the name that you would like to identify the group ii. If you are adding to an existing group, single click on the group from the list that appears MagnetMail Training Guide Page 7 of 26

8 c. Click Submit d. Check the box at the top that reads The top row of my.csv file contains labels. e. Change the dropdown that says Select field to . It s OK if the field name on the left displays foreign characters as you see in the screenshot. f. Determine whether you would like to add the addresses in the.csv file to this group, or replace all of the exiting addresses in this group with the ones in the.csv file i. If you would simply like to send an to your current membership, then choose the option to replace the addresses in the group. MagnetMail Training Guide Page 8 of 26

9 ii. Adding to the group will keep growing the list each time you upload to it. We recommend against this as lapsed members get upset when they receive club communication. g. Click Submit i. If you chose to replace the list you will have to click OK on the pop-up h. Review your selections and press Submit MagnetMail Training Guide Page 9 of 26

10 Create a Message MagnetMail provides many options for creating and editing messages. Below are the two main options we will focus on: Template Library MagnetMail has a collection of readymade templates available for use. These templates use standard WYSIWYG and are divided into sections. Each section is edited using its own editor, saved, and then previewed in a new window. Copy/Paste Template (advanced users only) The Copy/Paste or News Manager template is designed to optimize HTML code created in editing programs such as Dreamweaver for . The code is dropped directly into the Copy/Paste Template. Template Library Real Magnet s Template Library is comprised of 30, easy-to-use templates. It is a free feature that offers a variety of template options in the following categories: Business Associations Communications Holiday & Special Events Technology Finance Healthcare PC-Mobile Hybrid Education Blank To create a message using a Template Library template, go to the Messages Home Page by clicking the Messages tab. Input a name for your message in the text box beneath the Create New Message header and click the GO button. On the Template Selection page, click the Template Library link in the left navigation pane and you re taken to the Template Library Selection page. Here the various template categories are presented. Click one time on a category and the page expands to display the templates available in that category. MagnetMail Training Guide Page 10 of 26

11 For each template, you are presented with these options: Select Selects the template and takes you to the message content editor Preview Shows a preview of a message that uses the template Add to defaults Adds the template as an option on your normal template page Click the Select button that corresponds to the template you want to use and you re taken to a new message with the template applied to it. MagnetMail Training Guide Page 11 of 26

12 All Template Library templates use Real Magnet s Active Preview technology. These templates are made up of discrete content zones. For example, the message above is comprised of these zones: Share This Banner Message Title Introduction and Logo Article Title Article Content Sidebar Title Sidebar Content Physical Address Follow Us Double click on any zone and you are presented with an editor for adding your own and removing the existing content. MagnetMail Training Guide Page 12 of 26

13 As you see, each zone is populated with default content. This content is really there and if you don t remove it, it will be included in your message. Be sure to replace or clear out the content you don t want in your message! SPECIAL NOTE ON SOCIAL FEATURES Each template includes two features related to social networking: Share This Share This leverages Real Magnet s Share With Your Network (SWYN) technology, which enables your recipients to post your content on their social sites. Effective use of SWYN can multiply the exposure of your message across more than 50 social networks, including Facebook, LinkedIn and Twitter. Nothing needs to be done to activate Share This; it s fully enabled behind the Share This image. If you don t want to include this feature in your message, simply click the Delete icon. Follow Us Images in this zone can take recipients to YOUR social sites. We ve included images for Facebook, Twitter, and Linked In, but you can add others as well. IT IS CRITICAL TO NOTE THAT THERE ARE NO LINKS BEHIND THESE IMAGES. YOU MUST ADD LINKS TO YOUR SOCIAL SITES BY DOUBLE CLICKING ON EACH IMAGE AND ADDING THE CORRECT LINK (see screenshot below). If you don t want Follow Us included in your message, delete the entire zone by clicking the delete icon in the upper right corner. You can also delete individual images by double clicking on an image and selecting the Clear link in the pop-in window. A key attribute of Active Preview Templates is the ability to easily delete and copy zones. This is accomplished by selecting the Copy icon or Delete icon located at the top of each zone. MagnetMail Training Guide Page 13 of 26

14 You can also move zones within the message using drag-and-drop technology. Say for example that you re creating a newsletter with 3 articles. You ve used the Copy function to create new Article Title and Article Content Zones for articles 2 and 3. But now you want to move article 3 to the article 1 spot. No problem. Simply drag and drop the 3rd article s title and content zones to your desired location and the message is good to go. In the left side navigation pane, you re presented with a number of important options. By default, you re brought into the message in the Edit HTML mode. This allows you to edit the HTML version of the message. The other options under HTML include Preview Message and Spam Checker. Under the Text link, you have the option to edit the text version (Edit Text) and preview the text version (Preview Text). Click Add New Zone and a link for each zone is displayed. By clicking a link, a copy of that specific zone is added to the message (with the original default content). The main purpose of this feature is to provide the option for adding a zone if there is no instance of that zone left in the message. Let s say you deleted the Banner Zone and decided later that you wanted it back in. Once it s gone, you can t click the Copy icon to add a copy of it, right? It s not there! Well now you can with the Add New Zone functionality. How do I insert an image? Images should be uploaded in the size and resolution that would be the best fit for the message. Once the image is scaled properly, please follow the steps below to add the image to the template. Images may also be re-sized using the WYSIWYG editor once uploaded to the application. This could, however, distort the image's resolution. Most images will need to be resized or cropped using a photo editor such as Photoshop before uploading to MagnetMail. Images are uploaded using the WYSIWYG HTML Editor. 1. From the main content creation page, select the Insert Image icon on the editor's icon bar. If you have not previously uploaded the image: Select the Upload tab. MagnetMail Training Guide Page 14 of 26

15 Locate the image on your computer and add it to the preferred directory. Select Choose File and then select Send it to the Server. If you have already uploaded an image, select it from the Available Images column. Format and Character Limitations: Image names must be must consist of consecutive characters, which may include the following: Image file formats: A-Z a-z 0-9 _ (underscore).gif.jpeg How do I insert a hyperlink? Hyperlinks are inserted via the WYSIWYG HTML Editor. 1. Highlight the text or image you'd like associated with the link. 2. Select the Insert Hyperlink icon. MagnetMail Training Guide Page 15 of 26

16 3. In the pop up window enter the link in the URL field. The prefix may be changed to https//: or ftp//: or news//: etc. under the Protocol drop down. 4. Click okay and save the messages for the hyperlink to be added. How Do I Add A Hyperlink To An Image? Image Hyperlinks are inserted via the WYSIWYG HTML Editor. Highlight the image you'd like associated with the link. Select the Insert Hyperlink icon. MagnetMail Training Guide Page 16 of 26

17 Enter the desired URL for the image in the pop-up window and click OK. How Do I Add An Attachment To My Message? Many Spam filters will block s with attachments because of their potential for carrying viruses. MagnetMail's "Upload and Link" functionality allows you to accomplish the same objective as an attachment with the added benefits of tracking and improved deliverability. This feature allows you to upload the attachment (.doc,.xls,.pdf,.gif and.jpeg) to Real Magnet's servers and get a link to include in the message. Recipients will click on the link to download the attachment. In the WYSIWYG HTML editor: Highlight the text or image that will be associated with the link (e.g. "Download meeting minutes in PDF format.") Click the Insert Document Link icon. MagnetMail Training Guide Page 17 of 26

18 On the Upload Document page, under "Step 1," click the Choose File button and select the target document. Then click the Upload File button. The file name will appear in the left-hand column under "Step 2." Click the file name one time and a URL will be populated in the field in "Step 3". Click the Insert Link button and the document is linked to the text you highlighted in the message. Microsoft Word, HTML, and Formatting Issues. MagnetMail's HTML editor is one way to add content to MagnetMail. The benefits of the HTML editor are its ease of use and flexibility. A limitation of any HTML editor (not just MagnetMail's) is how it conflicts with Microsoft Word code. In many cases, HTML has difficulty interpreting invisible code in Word that lets you do things like create columns, insert text boxes, add colors and bullet points. The more bells and whistles you have in your message, the greater the incompatibility can be. Typically, these problems manifest themselves as formatting problems. Real Magnet has explored many options regarding an improved HTML editing tool. Unfortunately, the conclusion of our research is that Word code and HTML code do not always interact well, regardless of the editing tool. Basic rules if you must copy and paste from Word: Keep the content as simple as possible. To the extent possible, avoid using features such as tables, color etc. These elements can be added in MagnetMail. Filter the content through Notepad. Copy the entirety of the text from the Word document, paste it into Notepad, then copy the entirety of the text from Notepad and paste it into the MagnetMail HTML editor. In all cases, paste using CTRL-V (NOT the paste icon). This will cause some formatting elements to be lost (such as colored or bolded fonts, images, etc) because Notepad strips out everything but the text. Users MagnetMail Training Guide Page 18 of 26

19 may reformat the message in MagnetMail. Notepad can be accessed by selecting the Start button in the bottom left corner of your computer screen, clicking on All Programs, then choosing Accessories, and finally selecting Notepad. Explore other content creation methods, such as creating the message in a third party editing tool like Dreamweaver and importing the code into MagnetMail and our Active Preview Templates. How Do I Wrap Text Around an Image? When inserting your image choose left or right from the Align drop-down menu. Or, if your image was already placed, do the following: 1. Type in your text directly next to the image. 2. Right-click in the middle of the image to select it. You should see a set of small white, square "handles" appear around the image to indicate it is selected. A pop-in menu will appear as well. Choose the Image Properties item from the menu. 3. A small Image Properties window will pop up. From the Align drop-down, choose right or left. Left-alignment will float the image to the left and let text wrap around it to the right. Right-alignment will do the converse, floating the image to the right and allowing text to wrap around it to the left. 4. Click Apply, and the text will then flow around your selected image. I've inserted an Image and It's Too Big! How Do I Fix It? If a picture is too wide or long, it can be forcibly re-sized from within the Real Magnet HTML editor by selecting it and dragging its handles. Note that this approach will degrade the image's quality. Images for your s are best at 72dpi resolution and re-sized, re-sampled, or cropped properly in an image editor before uploading to Real Magnet. The best thing to do is to re-size the image. If you don't have in-house graphic resources, there are cheap software products, and even a free services (such as that can be used for re-sizing. MagnetMail Training Guide Page 19 of 26

20 Send a Message to Group Overview Your first step is to click the Send tab. This takes you to the Send Home Page featuring Real Magnet s new grid view format. These grids are found throughout the new interface, perhaps most notably on the home pages of each Real Magnet tab. Here you can select the groups you wish to send to, enter the form field and subject line, the scheduled time and then click the Send Message button. NOTE: You must have a text version of your message created before MagnetMail will allow you to broadcast the message. From the Send Home Page, click one time on the message you want to send and select the Send icon, or simply click the message name twice and you're taken to the main Send to Groups page. Select groups to send to The application leverages the paired grid system for selecting assets. In this instance, you use the paired grids to select the groups you want to send your message to. MagnetMail Training Guide Page 20 of 26

21 The top section of the paired grids includes all Available Groups that exist in your account. To select a group to send to, simply add a check to its corresponding check box. By doing so, the group is transferred automatically to the bottom section of the paired groups, the Selected Groups section. As the name suggests, this section contains all groups that will be sent to. To remove a group after it's been selected, simply deselect the check from its check box and it is automatically transferred back to the Available Groups grid. Next, click Submit and you're presented with a confirmation page displaying the attributes of the job. Here you are given the options to the Submit the job for processing, or to cancel it. Subject line for send to group Enter the subject line for your message. Subject lines are limited to 100 characters. If you have previously sent the message, the last subject line used will be displayed. You can choose to modify this. Scheduling a Time to Send a Message You can send your message immediately or schedule to have it sent at a time in the future. The Schedule Send Time is defaulted to the current time when you click the send to groups option. You can modify the send time by selecting the desired date and time form the drop down list. Important: Please note that in addition to the time there is an option to select either AM or PM, pay particular attention to this option to ensure your message gets sent when you want. Also scheduled send times are in Eastern Standard Time. MagnetMail Training Guide Page 21 of 26

22 Advanced Training Importing HTML Code Overview Messages can be created in third party editing programs such as Dreamweaver and then imported into Real Magnet. The News Manager or Copy/Paste template was designed specifically for HTML messages that were created On the Template Selection page, choose the "Copy/Paste" template and click Select. This template is designed to optimized messages created in third party tools. You are taken to an editing page that includes an empty text box. Simply drop your code into the text box and click Save. Other functionality in the upper right corner let's you: Preview the message Insert other Real Magnet assets (e.g. a survey or Share With Your Network capabilities) using keywords. Learn more. Check the content of your message against the popular Spam Assassin software. Do NOT use this text area to edit your code! You will find that special characters are rendered unusable. What is Spam Checker? MagnetMail's Spam Checker is a free tool that analyzes message content for elements that could be interpreted by a spam filter as spam. This tool checks content only, but messages may be filtered for many other reasons as well. MagnetMail also offers a more comprehensive Deliverability Testing Module. Spam Checker analyzes a message's content by applying a variety of rules with scores attached to each rule. For example, if a subject line contains the word "FREE," 0.7 points will be added to a message s score. More than 1,000 rules are applied - testing a message's attributes such as the use of words, phrases, colors, fonts, as well as its headers, subject line, and "from" field. MagnetMail Training Guide Page 22 of 26

23 Once the analysis is complete, a report is produced containing a score, an explanation of the score, and a determination that the message is either "clean" or "spam." Use this information to fine-tune the message and lower its score. MagnetMail s Spam Checker is based on the popular SpamAssassin open-source anti-spam tool. SpamAssassin uses a score of 5.0 as the threshold between a clean message and spam: a score below 5.0 is considered clean; a score of 5.0 or above may cause a message to be identified as spam. What To Expect Spam Checker is a useful tool that can help you get more of your s through. Unfortunately, it is not a panacea to today s complex delivery environment. Remember, an can be blocked for a variety of reasons, of which content is but one. Don t be surprised by the score, because every message will have some score. The mere fact that a message contains HTML (used for tracking as well as for graphics) merits a score on SpamAssassin s system. If your message scores below 5.0, you have nothing to be concerned about. To provide some context, an internal test of more than 150 client messages averaged a score of 3.9. Even if a message scores above 5.0, it could get delivered. Spam Checker can be found in the upper right corner of these MagnetMail pages: Main content editor Send message to individuals Send message to groups Tracking overview MagnetMail Training Guide Page 23 of 26

24 How do I access Spam Checker? You can access the Spam Checker from these locations in the MagnetMail application: Custom WYSIWYG Templates - Click the Spam Checker icon in the upper right corner Active Preview Templates - Click Spam Checker link in left navigation pane. In either location, you'll be prompted to input values for the "to", "from", and "subject line" as Spam Checker analyzes these fields as well. Click the Submit button. Deliverability Testing Overview As part of our on-going commitment to provide industry-leading delivery rates, Real Magnet has developed advanced deliverability testing tools in MagnetMail. This functionality provides users with the ability to identify deliverability (and usability) problems before a message is sent to the main list. This advanced tool analyzes three primary aspects of a message: Usability It looks at a variety of elements that could degrade the user experience, such as broken links and images. Spam It runs messages through popular Spam filtering software (Spam Assassin, Postini, and Brightmail) and returns data on how the message scored. Display It provides a preview of how messages will render in nine of the top web-based clients, such as Yahoo!, AOL, Gmail, and more. MagnetMail Training Guide Page 24 of 26

25 How Real Magnet's Deliverability Testing Operates The deliverability-testing feature works like this: Submit a Test Users submit a test message to Real Magnet before sending it to their main broadcast group. From the Send a Message page select Send Deliverability Test on the left-hand side menu, select the message and click the Send button. On the next page, input From field and subject line information. Also, add addresses to the Add Individual Recipients field to send yourself and/or colleagues a regular test. Click the Send Message button and the message is sent to Real Magnet. Analysis by Real Magnet Real Magnet receives the message and analyzes it with our proprietary software. View Results Within 5-7 minutes initial results are available; full test results are available in approximately 15 minutes. Users view the deliverability test results in a detailed report accessed from the Track tab. Track Messages Overview Real Magnet provides real-time tracking which allows you to see the results of your messages. Real Magnet's basic tracking includes: MagnetMail Training Guide Page 25 of 26

26 CATEGORY Sent Delivered Opened Links Unsubscribed Bounced DESCRIPTION The number of s sent in the broadcast The number of s that were delivered The number of recipients who opened a message The number of recipients who clicked links The number of recipients who clicked the unsubscribe link The number of s that could NOT be delivered To access a message s tracking, from the Tracking Home Page grid., either click one time on the message line item you want to track and then click the Track icon, or click two times on the message line item. This puts on the message Tracking Overview page. A message s Tracking Overview page will contain at least 3 sections Job Details, Message Sent Results, and Domain Level Tracking. Depending on the services you re leveraging (for example, Real Magnet tracks fax broadcasts, Share with Your Network activity, SMS messaging, etc.) other sections may appear as well. MagnetMail Training Guide Page 26 of 26

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