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

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

2. Handouts • Three in One • Next Steps • Email Marketing Checklist • Tips & Tricks

3. 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

4. Why??? To torment Phil Schaefer ‘64 & Harris McKee ‘61

5. 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

6. 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

7. Next Steps alumni.dartmouth.edu/classes/toolsforleaders

8. 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.

9. Steps

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

11. 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.

12. 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

14. 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

15. 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!

16. 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

17. Content Import HTML Use if you have created HTML Code in another tool

18. 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

19. Content Create a conditional tag This is an advanced feature – not covering in initial roll-out

20. 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

21. 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!

22. 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

23. 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

24. Content WYSIWYG Editor Top Row – more advanced commands – you’ll learn later

25. Content WYSIWYG Editor • Typical Text Editing commands • Bold • Italicize • Underline • Strike-Through • Subscript • Superscript • Numbering • Bullets • Indentation • Alignment

26. Content WYSIWYG Editor • Insert/Remove Links • To URL’s • Anchors • Email Create an anchor

27. Content WYSIWYG Editor Insert Link to an image Add Alternative Text! Retrieve images from the File Manager, or from Photobucket.com, etc.

28. 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”

29. 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

30. Content Tables & Alignment Same message opened in expanded window

31. Message created in a single-cell table – seen through an expanded window

32. Content Tables

33. Content WYSIWYG Editor Insert Vertical Line – resizes to expanded window of receipient Smiley Face Page Break (WHY???)

34. 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.

35. 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#

36. 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

37. Overview 2. Content • Recipient List 3. Address & Assemble Email

38. 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

39. Address & Assemble Campaign – for reporting purposes You should ONLY use: Class Communications or Class Dues Category –the ‘opt-out’ You should ONLY use: Classes

40. Opt-Out Categories

41. 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

42. 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

43. Overview • Recipient List 2. Content 3. Address & Assemble Email 4. Send & Schedule

44. 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

45. Send & Schedule • The email is scheduled, but not Approved! • Once you hit Approve, it is GONE! Review both HTML & Text!

46. Reports • Open Counts • Bounces • Unsubscribes • Click-Throughs

47. 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

48. 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

49. Alumni Information Resources Harris Email Marketing Tool COW – September 2009