Create an Express Email

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Express Emails are great for quick, one time emails that generally are more text heavy and that don’t require a template. (There is no “preview” option in the content creation area for Express Emails.)

The Email Checklist/Wizard will guide you through creating your Email. Each step will receive a green check mark when the step is completed. Users must click Next to save changes on each step or Save & Close to save changes and go back to the Email Home Page.


1. Select Create Express Email.

2. Email Details : Enter the Email Name, Email Description, From Name, Subject, and Email Category.

  • From Email: This is the From Email address that will display in the email header, associated with the From Name above. This is a required field, and defaults to the email address on file of the admin creating the Email.
  • Reply to: This is the Reply To address, the email address to which any users selecting 'Reply' in their email client program will send their reply email to. This is a required field, and defaults to the email address on file of the admin creating the Email. 
    • If you do not want to receive replies, noreply@email.imodules.com can be used for the "Reply to" address. Please be aware that any emails sent to this address will be deleted without notification to the sending user, and you will have no future access to the emails.
      NOTE:  iModules will now be handling all kickbacks.
  • Notification Email:  This email address will receive a notification email when the email has completed sending.  (For recurring emails, you will receive a notification each time the email is sent.)  This defaults to the email address of the email creator.  This field can be left blank if you don't want to receive notification emails. 
  • Email Footer:  Select an Email Footer from the dropdown list depending on the subject/audience of your email. Email Footers generally show the community name and address, etc. The default footer will be used if you don't make a selection.  Contact Application Support to add additional footers.
  • Email Category:  Select an Email Category from the dropdown list depending on the subject/audience of your email.  The default category is General Information.  Email categories are used to group emails that are on similar subjects and to allow members to opt-out of specific categories (without unsubscribing from all emails), so they only receive the emails they want.
NOTE:  Email categories can be added/edited on the Email Marketing home page. Super Admins and Communications Admins have the ability to create new email categories.

3. Click Save & Continue to save.

4. Build Content: Write your message in the content editor window.

5. Click Save & Continue to save.

6. Choose Recipients - Create/add/upload your distribution list using one or a combination of these methods.

Data Viewer – Create a query to retrieve the member information you need. You can now also upload a list of Member IDs to create the recipient list. There is a limit of 250,000 addresses that can be added using Data Viewer. (Please see Data Viewer for more information on using Data Viewer.)  Data Viewer allows you to create a list of people who are in your system (and have valid emails).
    • Upload Member ID csv/xls file (only available in the Email Marketing tool) See Data Viewer for more information on other options.
      • In the Choose Recipients step of the Email Checklist, select Data Viewer.
      • Select Upload Member ID csv/ Excel file. (Files with the xlsx extension are not currently supported.)
      • Click Browse to find the file and upload it.
      • Click Next.
Custom Lists – Users can create custom lists of recipients. Custom lists allow you to create a list of both members and nonmembers that you email on a repeated basis (or to create a member list that you cannot recreate with a query).
    • Users can create a new list by entering the email addresses in the text box provided or select from a list of previously created lists.
    • Email addresses can be typed in or copied and pasted from a text or Excel file.
    • Each email address must be on a separate line.
    • Only email addresses can be entered. First Name and Last Name cannot be entered using this option.
    • There is a limit of 50,000 email addresses that can be added using this method.
Email Address File – This feature allows users to upload a csv or Excel file of email addresses to create a recipient list. There is limit of 50,000 addresses that can be added.
An Email Address File allows your to create a list of members and nonmembers. If you include first and last name data in your file, you can use First and Last Name tokens, which members as well as nonmembers would see. Nonmembers would not see these tokens in a Custom List, as their data would not be in the system.
    • The file must have the following column order: Email Address, First Name, Last Name.
    • The First Name, Last Name are optional.
    • A header row is not required.  
    •  Excel files with the xlsx extension are not currently supported.

See also Multiple Constituent Records with the Same Email Address

7. Click Save & Continue to save.

8. Send Preview: Click Send Preview to send a Preview. Send Preview allows you to send a test copy of your email to yourself (at the email address on file for the account under which you are logged in), and / or to any other additional addresses. For example, if you have an AOL, Yahoo, Hotmail, MSN or other non-academic or work email account, you may want to test how the message will look when received by your members who subscribe to similar mass market email services.

  • Add recipients to receive the preview email and select the options whether to Customize email content based on Roles and/or Date.
    • Customize email content based on roles: Click this box to view the email with content specific to a particular Community role. For example, you might want to see what the email sent to Students will look like.
    • Customize email content based on date: Click this box to view the email with content specific to a particluar date. For example, you might want to see what the email sent on a particular date will look like, as by that date certain News articles (or other dynamic site content) might have expired or become active.

9. Schedule Email: Set the Date, Time, and Time Zone for sending the Email.  Emails will be sent every hour on the hour.  For example if you schedule the email for 3:30, it will be sent at 4:00.

Tip: Set your date into the future so your email doesn’t get sent earlier than you intended. You can go back later and change the date to send it out when you’re ready to go.

10. Click Save & Continue to save.

11. Release Email: Verify the specifics of the email such as Email Name, From Name, From Email, Estimated number of recipients and the date for which the email is scheduled. Select Save & Continue or Done to send the email to the specified distribution list.

  • An email cannot be sent until all parts of the checklist have been completed.
  • The email will appear in the Released Emails grid until it is sent.

12. The email will then be placed in the Released Email grid. You will have an opportunity to make changes to the email up until the time it is sent. To edit an email, select the name of the email, and choose Move to Drafts from the pop-up box. The checkmark by the Release Email step will be grayed out and you must send another Preview before the email can be released.

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