Sending a LYBUNTS Email Using imodules 3/17/14 Version 1
The Big Picture Create the recipient list Use Quickbase 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 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 0000000000 (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 Quickbase Next, build the mailing using imodules Set up email details, create template, preview, upload list, schedule and send Let s begin: Log on to imodules 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 8
Login Screen Once you are logged in, click on Email, and 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) 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 (full customizable) You can personalize with tokens (not reviewed here) Select footer (default is Email Marketing Emails ) Click on the right side of Email Category (select the opt out category just created) 14
Creating Your Message: Email Details Completed Email Details Click on Save & Continue 15
Creating Your Message: Choose Template A bunch of Select Layout options will appear For demonstration, we are using Single Column Scroll down to Single Column Click on Single Column (Scroll bar) 16
Creating Your Message: Choose Template Now, Select Design Template For demonstration, we are using Mobile Friendly 1980 Click on Mobile Friendly 1980 Click on Save & Continue 17
Creating Your Message: Build Content Click on the pencil 18
Creating Your Message: Build Content Opens a new window Click on Default for Everyone 19
Creating Your Message: Build Content Note: I already started editing this. ##First Name## is a token Opens a new window Start editing the text Tokens not reviewed here, but allow you to personalize each message with First Name, Last Name, etc.) 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 20
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 21
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 22
Choose Recipients To upload ID s click on Data Viewer 23
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>> 24
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 25
Schedule Your Email Note that mailings are sent hourly. 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 26
Release Your Email... Verify your information and.... Click on Save & Continue 27
...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 28
Other Notes NOTE: released emails cannot be edited (except the email details). In order to modify the content of the email, move to drafts. Note that emails are classified: 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: NOTE: Your list of recipients can also be downloaded. 29
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 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 30