The s can be simple and text based, or graphic rich. They will look great whether being viewed on a computer or mobile device.

Transcription

1 INDUSTRYmailout What is INDUSTRYmailout? In response to the new Canadian Anti-Spam Legislation (CASL) introduced in the spring of 2014, we have researched and decided upon a mass- ing service that will aid us in complying with this new legislation. INDUSTRYmailout.com is a web-based mass ing solution. It provides functionality to create and distribute or newsletters to as many recipients as you want. The s can be simple and text based, or graphic rich. They will look great whether being viewed on a computer or mobile device. It s very easy to import your existing distribution lists, as well as make additions or modifications to them after the fact. INDUSTRYmailout will even handle deletion of duplicates during the import process. After an or newsletter is sent, it will track who s opened, forwarded and/or shared your . It also includes automatic bounce, spam and unsubscribe management. The last point being very important because of the recent introduction of CASL. The fee for this service will range depending on how many people will need to be ed. What is the Canadian Anti-Spam Legislation (CASL)? CASL prohibits the sending of commercial electronic messages without the consent of the recipient. There are exemptions and exceptions to this legislation and there still remains a high level of confusion and complexity with this legislation as it applies to universities. Refer to the flowchart here : The penalty for non-compliance with CASL is a fine of up to $10 million for an organization for each violation, and $1 million for an individual for each violation. Officers, directors, agents (faculty and staff) can be held personally liable for their organization s failure to comply with CASL. There are more CASL resources posted in the appendix, as well please direct any CASL questions as follows : For questions related to whether your message can be considered a core activity, a commercial electronic message, or is exempt or for further guidance on consent and necessary message features, please contact Deb debruijn at: debdebruijn@trentu.ca

2 Get started using INDUSTRYmailout? Create an account : 1. Visit industrymailout.com 2. Click the green Start now button on the homepage: 3. Fill out the information that is requested of you. (note, you can always call them for help. You ll talk directly with them, not a call-centre. They re very friendly and helpful! ) 4. In the next step, you may want to change the From Name and From Address to look like it s coming from a departmental account instead of your own personal account. Click Confirm. 5. After confirming, you will receive an asking you to click a link to confirm your identity once more. You can now Sign In to the industrymailout.com website using the credentials you configured above. After signing in, you ll need to create your that you ll be sending out, and import your contacts that are to be the recipients of the .

3 Creating a new /mailout : Once logged into industrymailout.com, under the My Mailouts tabs, in the Create a New Mailout section, select either the Flexible option, if you plan on having graphics or special formatting, or the Regular option if you will just simply be sending text. In this document I ll use the Flexible option since it will encompass the regular option as well. After clicking Flexible you will be presented with a new page. Here you ll need to edit the Subject of the Mailout. Click the Change subject line button. Next you need to Create new Article which is actually creating the you are to send. Note: you may include many articles per if you d like, they ll all be displayed in the same separated by their title, newsletter style. Click the Add button to get started creating your . You ll then title the article (not the , remember we did that in the subject line above) and create your in the Content box. Since we re in Flexible mode, you ll see you can insert images and change formatting like you would in Microsoft Word.

4 If you want to make use of a landing page, you can do so in the next window down. The use of this landing page is to provide more information than the initial . This way you can keep the short and concise, and make a Click here for more info link that will link to the landing page content. If you fill out the landing page section, skip the link to web page field, and fill out the click here link label field with whatever you want the landing page link to say. (eg Click here for more info) If you like, instead of a landing page, you can enter a link to a webpage that will then be displayed at the bottom of the in the Link to Web Page field. When you re done creating the , click OK. You can now click the Preview HTML button to see how the will look once it s sent out. Once you re done in this section, click OK to save the . We re now back at the first screen, My Mailouts tab, and can move on to importing our recipients.

5 Importing recipient lists : To add recipients, click the Subscribers tab along the top. Here you can view current subscribers, add subscribers one by one, or import a list you ve previously prepared in Excel as an.xls or.csv file. This can be as simple as an excel file with First Name, Last Name, and Columns, or you can export existing contacts from Outlook into a.csv, and then import that directly into Industry Mailout. The most common way will probably be importing from Outlook, so I will cover that below. If you have already created your list in Excel or are comfortable doing so, feel free to skip this next step of exporting from Outlook. Exporting Contacts from Outlook To make this process easier, you may want to create a new contact folder in Outlook and move or copy those that you want in Industry Mailout, into that folder. If you choose not to, you may end up with a.csv file that you ll have to clean up first before importing to Industry Mailout. To do this; in the People tab in Outlook, right click your main contacts folder. Mine looks like this : Select New Folder. Type the name of your folder into the window that pops up and click ok.

6 You may now go through your normal contact folders, select and right-click-drag them into your new folder you just made. Once you let go of the right-click it will ask you to move or copy. You ll probably want to just copy and leave the original as is. (note, you can move whole distribution lists at a time, or many individuals by shift-clicking many people at a time, then right-click-dragging them all at once to the new folder) So now you have a folder with all of the people in it that you want to send your Industry Mailout newsletter to: These can be made up of distribution list(s), separate contacts, or a mixture of both. Outlook is smart enough to only export one copy of each person s just in case you included them separately and within a distribution list. As mentioned prior, Industry Mailout will filter out duplicates too. The next step is to export to a.csv file that you can then import into Industry Mailout. In Outlook, click File at the top right, then Open & Export, then Import/Export.

7 Select, Export to a file and click Next. Select Comma Separated Values (csv) and click Next. Find the name of the contact folder you just made, select it, then click Next.

8 Click Browse.. to choose where to save and what name to save as. Once you ve done that, click Next, then click Finish. Now if you d like, you can preview the file you made by navigating to it and opening it up in Excel. It will look something like this: Note you can t see their s, but they are there, scroll all the way over to the right and you ll be able to confirm they are in column BF. You have now prepared your contact list to be imported into Industry Mailout.

9 Importing recipient lists continued : Back in Industry Mailout, we re still sitting at the Subscribers tab. Choose Import upload a list of subscribers. Click the Choose File button. Browse to the Excel file we just created and click Open. Now click Continue to Step 2 >> (If you get an error that it can t read the file, go open it on your own, and save-as a.csv again, then upload again) On the next page, you ll be able to map cells to First name, Last name, Title, etc.. You may choose to ignore certain fields (like Title ) by clicking the drop down menu and selecting Ignore Column.

10 Confirm that the fields match up, and click Continue to Step 3 >> The next page will include details of your import. This step may find malformed s or other issues and will give you a chance to edit your file before importing if need be. When satisfied, click Complete Import >> You have now imported your contacts! All that s left is to send yourself a proof of your to make sure it looks as expected, work out a payment plan with Industry Mailout, then send your mailout on it s way.

11 Final steps. Pricing, sending a proof, sending the The next step is to send a proof of your Mailout to yourself to make sure it looks as expected. For security purposes, this can t be done until you call and talk to Industry Mailout and have them confirm your identity. They can then enable it on the spot over the phone. You will also need to sort out a payment plan, so do this over the phone at the same time after discussing how many people you expect to over what length of time. Now would also be a good time to ask them any questions that have come up that I haven t answered in this guide They are a small team and answer the phones themselves, there is no call centre involved. You will talk directly with one of the folks below: Now that you have the ability to send a proof, and you have credits on your account, we can continue to the final steps.

12 Send a proof to yourself Back at the main My Mailouts tab, click the Send a Proof button. It should default to sending to your own , you may wish to enter more people so feel free to edit as necessary. Use commas between addresses.

13 This will send you an exact copy of what will be sent out to your recipients. Make note that the From field is your previously configured departmental and not your own personal address (unless you want it to be). You will note that there will be subscribe and unsubscribe buttons automatically added to the . This allows recipients to either unsubscribe from your list, or, if they forward it on to a friend, will allow others to subscribe themselves to your list themselves. This is the part that is crucial for maintaining compliance with CASL.

14 Send the Back at the My Mailouts tab, click the Send Options button: The next page gives you a chance to change the From: field to an other than your own personal one if you didn t already have it setup as a departmental address. Select to send immediately, or at a later date/time. If you re having second thoughts about something, once again, feel free to call Industry Mailout support and chat quickly. They routinely walk people through their first Mailout process and will be happy to help When ready, click Send now to send your . Now that the has been sent, you can track your sent mailouts by clicking the Sent Mailouts tab.

15 Further Industry Mailout support : More support articles can be found on Industry Mailout s website : paign=website+links You can call or them as well : info@industrymailout.com For further information regarding the Canadian Anti Spam Legislation, please refer to the appendix.

16 Appendix In addition to the information provided, we suggest that you access the following: Imagine Canada has prepared an Issue Alert that provides an update and clarifications on CASL, including two helpful FAQ documents. The Canadian Chamber of Commerce web site contains useful CASL resources including FAQs, a guide entitled How to prepare for CASL, and a PowerPoint presentation explaining what organizations need to know about the law. The Government of Canada s Fight Spam web site includes a number of resources such as a useful FAQ document and a February 2014 Industry Canada presentation that is intended to give a high level overview of what the Act applies to and what it requires, so that business and organizations may understand their new obligations. IT World Canada has published an answers to your CASL questions slide show that provides helpful information.