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 Save and Continue to save changes on each step or Done to save changes and go back to the Email Homepage.

1. Select Create Express Email.

2. Email Details : Enter the necessary email details.

3. Click Save & Continue to save and move on.

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

5. Click Save & Continue to save and move on.

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 to move on.

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: You can choose to send Immediately or In the Future. Selecting Immediately won't require you to set any additional information since it will send as soon as it is released. If you choose In the future, you will need to set the Date, Time, and Time Zone.

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 and move on.

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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