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Email Works! An ACEware Webinar. Today’s Agenda Functional/Administrative Email Email Receipts...
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Transcript of Email Works! An ACEware Webinar. Today’s Agenda Functional/Administrative Email Email Receipts...
Today’s Agenda
Functional/Administrative EmailEmail ReceiptsCourse Level CorrespondenceMass EmailMail Merge EmailsEmailing Faculty
Email MarketingEmail BlastsMerged Email
To HTML orPlain text
General Email Rules & Etiquette
Stop a moment and think about email
•Functional / Admin / Nuts & Bolts
•Marketing
•Data driven, targeting
•Builds relationships, loyalty & trust
•generates additional interest & sales
How do we know email works?
•The Direct Marketing Association predicted a $43.52 ROI on every dollar spent on email marketing. Email outperforms all other direct marketing – including print catalogs!
•In December 2008 MarketingSherpa surveyed marketers & found that email ranked a close second to pay-per-click search ads, if using a house list
•A recent USAToday article reported that 82% of all US adults have (and use) their email accounts at least once a week
Record the email addresses of all participants to make email effective
for your organization.
Check the accuracy of the email address with every customer contact.
Spot Email to Student: …. Quick and Easy!
Double-click an email address in the name screen to send a quick,
individual email message.
Quick Tip!
Emailing Confirmations & Receipts
Open the appropriate registration record.
Click the Print Receipt button to open the Receipt Printing Options screen.
Select the appropriate option from the Receipt drop down menu:
Standard Email ReceiptUser Defined Email
Receipt
Emailing Confirmations & Receipts
If you want to preview the email before it's sent, check
Let me see the Email.
Emailing Confirmations & Receipts
You’ll also be asked if you want to print a conventional receipt. Select the appropriate option
Finally, if you selected the Auto Stamp today’s date in rgconfirm field option in your XSetMail setup, the system
will stamp the current date in the Confirmed field.
Emailing Registrants in a Course
Open the Course record. Click on the Quick Reports
button to open the Quick Report window.
Send Quick Email to Class – email registrants who have a valid email address
Email Waitlisted Students – email waitlisted students
You may send a quick email to all registrants in a course who have an email address listed in their Name record.
Check the appropriate option
Emailing Registrants in a Course
Next, the system will ask you if you want to email ALL registrants or only certain registrants.
Enter “Yes” to include all registrants
Select “No” to include only those individuals who have registered on/or AFTER the date you enter
Emailing Registrants in a Course
The report lists all students with an email address. It will also list those who will not be emailed (no email
address).
The report also includes phone numbers so you may contact those without email addresses in another manner
Emailing Registrants in a Course
Once you have printed and closed the report, the Student Manager Broadcast Class Email screen opens. The Sender, Email, Send To and Subject fields are automatically entered for you.
Edit the subject as desired, enter your message and select your Email options (send a copy to others, include your email signature).
Emailing Registrants in a Course
If your ISP (or campus IT) limits the number of emails you can send in an hour, check the Wait box then enter the number of seconds to wait between each email sent.
Emails will be sent to those registrants who have valid email addresses then you'll be returned to the Course screen
Other reasons to email a class?
New roomCancel or change timeReminder of suppliesWeather delayPromote upcoming ClassInvite them to bring a friend
Emailing Rosters to Instructors
Open the Course record & click on the Quick Reports button.
Check the Email Roster to Instructor box.
The Email Roster Format window opens for you to select the appropriate roster
Emailing Rosters to Instructors
Next, the system will ask if you want to include ALL registrants or only certain registrants.
Yes – All Students
No – provide date. Only students who have registered On or AFTER that date will be on the roster
Emailing Rosters to Instructors
The Student Manager Quick Email screen now opens with the student information listed (you MAY edit it).
Select the appropriate email options (attachments, include email signature, etc.) then click the Send button
Mass Email Receipt Wizard
May send batch or Mass receipts from either the “Deadbeat” or Mass Receipt areas.
Modify the report and add a JUSTAFTER
justafter(“=doemail(‘receipt’)”)
To run: Select and run the desired query.
Select the Report with the Justafter
After Previewing the report and closing Preview, you get
the Mass Email Receipt Wizard
Mass Email Receipt Wizard
The Mass Email Receipt Wizard screen opens. Select your options and hit OK !
Mail Merge Wizard
This process is not for the faint of heart!( It does require knowledge of xBASE syntax )
However, it does conjure up classy confirmations, simple transcripts, and customized letters.
The Merge Mail option allows you to send mass emails, merging the individual's Student Manager data into the individual emails (similar to creating Mail merges in your word processor).
Mail Merge WizardMERGMAIL opens the Mass Merge Email to send an email to everyone in the report using the selected email template.
It is available for use in the Names, Faculty, and Registration area and takes the form: JUSTAFTER('DO MERGMAIL')
NOTE: ACEware does have several modelMail merge templates available for you
Watch! MERGMAIL has a unique spelling
Special Merge Mail Function: SHOUPCLS
SHOUPCLS function was designed for use with MERGMAIL to email a list of upcoming courses to individuals (based on the individual’s interest codes)
Email BlastsMass Email – “Boilerplate”
justafter(“=doemail()”)In ANY report that will have Email fieldYour QUERY does the selection of who gets the email
For a Single Course – Use Quick Email (in the Course Quick Report)
Mass Email – Mergmail Justafter(“=mergmail()”)Personalizing EmailsAdd Links in email – to redirect to ACEwebAdd special functions – shoupcls – Emailing
Passwords, etc
Little Email Gems
Your email marketing should compliment your other marketing
The Preview Pane is your friend – lead with your best stuff
Use dates to promote a sense of action
Be true to your style & tone – “silly” might not work for a university leadership conference
Make your messages a “must read” – short, timely & informative
Spend as much time on your email marketing as you would on paid advertising
Provide a link in your email to your webpage, Twitter account, etc(No cost does NOT mean No Effort or No Brains..)
HTML & Your Tech
Your tech knows a lot about Student Manager, but not so much about HTML
Do not expect your tech to be your HTML guru
HTML Resources
www.html.net
www.htmldog.com
http://www.pagetutor.com/html_tutor/index.html
(if you’re wet behind the ears!)
Marketing Resources(focusing on E-Marketing)
Onlinehttp://www.marketingsherpa.com/
http://www.marketingprofs.com/
A few suggestionsTEST TEST…Check delivery format by sending to staff
(BEFORE you SPAM 5,000 students)
On your “Mass Emails” – ALWAYS provide an Opt out opportunity – It’s the law!
Check Spam Content/Rating by using free web testers
http://web0.lyris.com/resources/contentchecker/web tester 2
http://spamcheck.sitesell.comhttp://www.programmersheaven.com/webtools/Spam-
Checker/SpamChecker.aspx
And speaking of spam . . . a little about not getting blacklisted
What is blacklisted?Blacklists are 3rd party monitoring of mail coming in to a network to filter out known spammers
How to avoid looking like a spammer (and get on somebody’s “Black List” )
• Why are you receiving this email? Because you selected the option to receive the newsletter when you registered for . . .
• Make it clear how you can unsubscribe
• Use a known address (If you buy from macys.com, you expect mail from macys.com, not macysbargains.com)
• Provide a link to or state privacy policy
• Have value/information in email otherwise individuals will block
• Don't send mail too often
• Avoid excessive use of “click here”, punctuation & symbols
How to avoid looking like a spammer
. . . . the BEST way to not be Black Listed.
Just email information to the student
that they would be interested in hearing about !!!