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Harris Email Marketing Tool Alumni Information Resources Class Officers Weekend September 2009

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Harris Email Marketing Tool Alumni Information Resources Class Officers Weekend September 2009. Handouts Three in One Next Steps Email Marketing Checklist Tips & Tricks. Alumni Information Resources 9/25/2009. Mike Backman , Director Alumni Information Resources

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Presentation Transcript
slide1

Harris

Email Marketing Tool

Alumni Information Resources

Class Officers Weekend

September 2009

slide2

Handouts

  • Three in One
  • Next Steps
  • Email Marketing Checklist
  • Tips & Tricks
slide3

Alumni Information Resources

9/25/2009

  • 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
  • Gannon Powers
  • Alumni Help Desk
  • VON Services - Alumni Accounts
  • CMS Made Simple (web pages tool)
  • Broadcast Email
slide4

Why???

To torment Phil Schaefer ‘64 & Harris McKee ‘61

slide5

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
slide6

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
slide7

Next Steps

alumni.dartmouth.edu/classes/toolsforleaders

slide8

Overview

  • 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.
slide10

Logging On

  • Each class has an account
  • Annoying message about “Sunsetting” Broadcast Email (IGNORE)!
  • Choose “Email Marketing” on left
slide11

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.
slide12

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

Content

slide14

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

slide15

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!

slide16

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
slide17

Content

Import HTML

Use if you have created HTML Code in another tool

slide18

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

slide19

Content

Create a conditional tag

This is an advanced feature – not covering in initial roll-out

slide20

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

slide21

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!

slide22

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

slide23

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

slide24

Content

WYSIWYG Editor

Top Row – more advanced commands – you’ll learn later

slide25

Content

WYSIWYG Editor

  • Typical Text Editing commands
    • Bold
    • Italicize
    • Underline
    • Strike-Through
    • Subscript
    • Superscript
    • Numbering
    • Bullets
    • Indentation
    • Alignment
slide26

Content

WYSIWYG Editor

  • Insert/Remove Links
    • To URL’s
    • Anchors
    • Email

Create an anchor

slide27

Content

WYSIWYG Editor

Insert Link to an image

Add Alternative Text!

Retrieve images from the

File Manager, or from Photobucket.com, etc.

slide28

BEFORE “Load Images/Show Content”

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.

AFTER “Load Images/Show Content”

slide29

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

slide30

Content

Tables & Alignment

Same message opened in expanded window

slide32

Content

Tables

slide33

Content

WYSIWYG Editor

Insert

Vertical Line – resizes to expanded window of receipient

Smiley Face

Page Break (WHY???)

slide34

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.

slide35

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#

slide36

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
slide37

Overview

2. Content

  • Recipient List

3. Address & Assemble Email

slide38

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
slide39

Address & Assemble

Campaign – for reporting purposes

You should ONLY use:

Class Communications or Class Dues

Category –the ‘opt-out’

You should ONLY use:

Classes

slide40

Opt-Out

Categories

slide41

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
slide42

SPAM

ISP

Filter

Provider

Your Inbox OR

Spam Folder

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 email message has:
  • Sender email address
  • Server of origin

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

slide43

Overview

  • Recipient List

2. Content

3. Address & Assemble Email

4. Send & Schedule

slide44

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

slide45

Send & Schedule

  • The email is scheduled, but not Approved!
  • Once you hit Approve, it is GONE!

Review both HTML & Text!

slide46

Reports

  • Open Counts
  • Bounces
  • Unsubscribes
  • Click-Throughs
slide47

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
slide48

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
slide49

Alumni Information Resources

Harris Email Marketing Tool

COW – September 2009

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