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Blackbaud NetCommunity Email Guide Campaigns, you can create campaigns using email sent to targeted lists ... tax refunds to help buy food ... email list, select the list on

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  • EmailGuide

  • 012511BlackbaudNetCommunity2011Blackbaud,Inc.Thispublication,oranypartthereof,maynotbereproducedortransmittedinanyformorbyanymeans,electronic,ormechanical,includingphotocopying,recording,storageinaninformationretrievalsystem,orotherwise,withoutthepriorwrittenpermissionofBlackbaud,Inc.

    Theinformationinthismanualhasbeencarefullycheckedandisbelievedtobeaccurate.Blackbaud,Inc.,assumesnoresponsibilityforanyinaccuracies,errors,oromissionsinthismanual.InnoeventwillBlackbaud,Inc.,beliablefordirect,indirect,special,incidental,orconsequentialdamagesresultingfromanydefectoromissioninthismanual,evenifadvisedofthepossibilityofdamages.

    Intheinterestofcontinuingproductdevelopment,Blackbaud,Inc.,reservestherighttomakeimprovementsinthismanualandtheproductsitdescribesatanytime,withoutnoticeorobligation.

    AllBlackbaudproductnamesappearinghereinaretrademarksorregisteredtrademarksofBlackbaud,Inc.

    Allotherproductsandcompanynamesmentionedhereinaretrademarksoftheirrespectiveholder.

    BBNCEmail2011

  • Contents

    EMAIL ............................................................ 1

    EmailCampaigns..................................................................... 1CreateCampaigns ....................................................................2CreateAppeals ......................................................................2

    Templates ......................................................................... 11AddConditionalContent .............................................................18

    PreviewConditionalContent .......................................................23Messages .......................................................................... 25

    BouncedEmailManagement..........................................................36EmailDeliveryStatus ................................................................38

    Newsletters ........................................................................ 39Acknowledgements ................................................................. 47Notifications ....................................................................... 55Lists .............................................................................. 59

    TestLists...........................................................................65InvalidAccounts .................................................................... 65eCardTemplates.................................................................... 67

    SampleeCardTemplates .............................................................76eCardTemplateMergeFields .........................................................77eCardEmailMessageMergeFields.....................................................78

    ScheduledEmails ................................................................... 78

    INDEX ........................................................... 83

  • 1chapter

    Email

    Email Campaigns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

    Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

    Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

    Newsletters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

    Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

    Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

    Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

    Invalid Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

    eCard Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

    Scheduled Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

    Emailisaquickandinexpensivewaytosendyourmessages.EmailcontainsMessages,Newsletters,Templates,Lists,Acknowledgements,eCardstemplates,Invalidaccounts,Campaigns,andNotifications.Whenyoucreateanemailmessageintheprogram,youfirstcreateanemailtemplate.Next,youcreatethelistofemailrecipients.Lastly,youselectthetypeofemailtosend:message,newsletter,oracknowledgement.

    InInvalidaccounts,youcanviewemailaddressaccountsreportedasinvalidbytheirhostinternetserviceprovider(ISP).Forexample,anISPmayreportanemailaddressaccountasinvalidduetoanonexistentorcanceledaccount.Typicalcausesofaninvalidaccountoccurwhentheemailaddresscontainsatypographicalerrorortheemailaccountiscanceledduetoinactivity.

    Email CampaignsInCampaigns,youcancreatecampaignsusingemailsenttotargetedlists.Forexample,duringtaxseason,yourorganizationasksitsmemberstodonatetheirtaxrefundstohelpbuyfoodforrescuedanimalslivinginashelter.Youcancreateaseriesofemailmessagesthataretailoredforspecificaudiences.WithA/Bsplittesting,youcanidentifythemessagesthataremosteffectiveforeachemaillist.

    FormoreinformationaboutCampaigns,see:

    CreateCampaignsonpage 2

    CreateAppealsonpage 2

    1

  • 2 CHAPTER 1

    Create CampaignsCampaignsrecordsstorerelatedemailappealsandtheirassociatedemaillistsandmessages.Youcancreatemultiplecampaignfolderstoorganizerelatedemailcampaigns.

    Createanemailcampaign

    1. FromEmail,clickCampaigns.Campaignsappears.

    2. ClickNewcampaign.TheNewEmailCampaignscreenappears.

    3. IntheNamefield,enteranameforyouremailcampaign.

    4. IntheDescriptionfield,enteradescriptionsuchasthecampaignsgoalortheme.

    5. IntheFolderfield,selectafoldertostorethecampaign.Ifyoudonotselectafolder,theprogramsavesthecampaignintherootEmailCampaignsfolder.

    6. Toassignsecurityrightsforthecampaign,selecttheTargetingandsecuritytab.Foreachuserrole,youcanmanagerightstoview,edit,delete,andchangesecurity.Toaddusersorroles,clickAddusersandroles.

    7. ClickSave.YoureturntoCampaigns.

    Create AppealsYoucancreatemultipleemailappealsandtesttheeffectivenessofeachmessage.TheAppealWizardisaseriesoftabsthatguidesyouthroughcreatinganappeal.Onthesetabs,youselecttheemaillistsandmessagesfortheappeal,sendtestandfinalemailmessages,andviewtheresults.Youcanviewmessageandtargetlistsummaryreportstomonitorthesuccessofindividualmessagesandtargetlists.Youcanalsoviewtheappealsummaryreporttoevaluatethesuccessofallmessagesandlistsassociatedwiththeappeal.

  • EMAI L 3

    Theflowchartprovidesanoverviewoftheappealcreationprocess.

    Createanappeal

    1. FromCampaigns,findtheemailcampaigntoaddtheappealto.Intheupperrightpane,thecampaignappears.Inthebottompane,anyappealspreviouslycreatedforthecampaignappears.

    TofindacampaignfromtheFolderstab,selectthefolderthatcontainsthecampaign.

    TofindacampaignfromtheSearchtab,searchforthecampaignbyname.

    2. ClickNewappeal.TheNewAppealscreenappears.

    3. IntheNamefield,enteranamefortheemailappeal.

    4. IntheDescriptionfield,enteradescriptionthatidentifiestheappeal.

    5. ClickNext.TheAppealWizardappearsandopenstothe1: TargetListstab.Forinformationaboutthistab,seeCompletethe1:TargetListstabonpage 4.

  • 4 CHAPTER 1

    Completethe1:TargetListstab

    Onthe1: TargetListstab,youselectemaillistscontainingtheprimaryrecipientsyouaretargetingforyourappeal.YouselectemaillistssavedinLists;thesecanbequerybasedorimported.Formoreinformationaboutemaillists,seeListsonpage 59.

    1. Fromthe1:TargetListstab,clickInserttargetlist.TheSelectListsscreenappears.

    2. Toaddanemaillist,selectthelistontheleftandclickAddtomoveitintotheSelectedlistsbox.Addeachlistasrequired.

    3. ClickOK.Youreturntothe1:TargetListstab.Inthegrid,theselectedlistsappear.

    4. IntheActioncolumn,viewasummaryreportorthepropertiesoftheselectedtargetlist.Youcanalsoremovetheselectedtargetlistfromtheappeal.

    Toviewasummaryreportfortheselectedtargetlist,clickClickheretoviewreport.ThetabsonthisreportdisplaythesameinformationastheTargetListResultsontheResultstab.Formoreinformation,seeCompletethe7: Resultstabonpage 8.

    Toviewtheselectedtargetlistsproperties,clickClickheretoview/editthistargetlistsproperties.OntheListPropertiestab,viewthelistsdatasourceandqueryorimportfilename.TheListstatusboxdisplayswhethertheprogramloadedthelistsuccessfullyorifthereareanyerrors.OntheViewListtab,viewalistofallrecipientsincludedinthelist.OntheListTemplatestab,viewalistofalltemplatesassociatedwiththeselectedlist.OntheListMessagestab,viewalistofallmessagessenttotheselectedlist.

    Toremovetheselectedtargetlistfromtheappeal,clickClickheretodeletethistargetlist.

    5. IntheDatasourcecolumn,viewthedatasourceforthelists,suchasaqueryofconstituentsoranimportedlist.

    6. Ifaproblemexistswithaselectedlist,theerrorappearsintheLoadedstatuscolumn.Toresolvetheerror,exitCampaignsandopentheemaillistinLists,whereyoucaneditthequeriesthatmakeupthelistorreplacethe*.csvfilethatcreatesanimportedlist.Ifthelistisimported,youcanalsochangethefieldmappingfortheemailaddressandtherecipientdisplayname.Forinformationabouthowtoeditalist,seeListsonpage 59.

    7. Toselecttheseedliststhatcontaintherecipientstocopyonalltestmessages,selectthe2: SeedListstab.Forinformationaboutthistab,seeCompletethe2: SeedListstabonpage 4

    TosavetheappealandreturntoCampaigns,clickReturn.

    Comp

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