How Do I... Send an email with the new Communications section?

Updated: May. 19, 2015  

To send an email using the new Communications section, navigate to the Email Manager located under the Communications tab. Move your mouse over the Send an Email button to see the two emailing options: Send Now and Schedule for Later. Click on the Send Now button.

On the first screen, choose the type of email you would like to send. You have 6 choices: Article Email, General Email, Meeting Email, Newsletter Email, Survey Email and Welcome Email. Next, choose the email template to use for this mailing (email templates are now managed in the Settings section of the Communications area). If you chose to send an Article, Meeting, Newsletter or Survey email, you will also need to choose the appropriate article, meeting, newsletter or survey. Click the Next button.

On the next screen, you will see the subject and reply-to address in the top General box and a preview of what the email will look like in the Content box. You may change any of the information found on this page. When all edits are complete, click the Next button.

Next, you can add attachments to the email. To do so, click the Add an Attachment button and a pop-up box will appear. Click the Upload button and a second pop-up will appear. Click the Choose files button and navigate on your computer to the attachment you would like to upload. Choose the file and click the Upload to server button. Double click on your file to add it as an attachment. You will see your file listed in the table of added attachments. If you would like to remove this file, simply check the box next to the filename and click the Remove button. Click the Next button once you have added all attachments.

In the next step you will be building a list of recipients. On the left side of the screen you will see boxes of available recipients. Options include: All Members, All Prospects, specific Business Categories, All Board Members, Expiring or Expired Members, Individual Email Addresses from the Member and/or Prospect Rosters, Meeting Registrants and Non-Registrants, specific Member Categories, Groups and Types, New Members, Prospect Categories, Saved Lists and Single Email addresses. To add to the list of recipients, click the Add button next to the appropriate option. You will then see your choice presented on the right side of the screen in the Selected Recipients table along with a total count of email addresses this particular mailing will be sent to. If you would like to see the complete list of email addresses, click the Spreadsheet of Emails button. You may also save this list to be used for a future mailing by clicking the Save List button. Once you have added all recipients, click the Next button.

The next screen is a preview of your email. You will see all information related to your email displayed on this page. If you need to change anything, click the Edit button located at the top of the box. You can also send a test email to a single email address before sending to all recipients. To do so, enter an email address in the Send a test email box and click the Send button. Click the Send Email button when you are ready to send your email out.

Do not navigate away from the next screen as your email is being sent to all recipients. If you would like to cancel the mailing at this point click the Abort Mailing button and the mailing will be stopped. Once the email has been sent you will see an overview of the mailing details. Click the Return to List button at the bottom of the page to return to the Email Manager.

For more information on this, please visit our user guide.

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