Email concepts

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See References: #1

Emailing Methods

Immediate to Single contact

What

One email to contact

From

  • Default - Logged-in user
  • Pre-defined FROM addresses available, e.g.
    • Big SIR
    • Sunshine
    • Editor
    • 102 Travel,etc

Recipients

  • Single current contact
  • Multiple CC/BCC available
    • Individual contacts or groups

Template

  • Available, contact Database Manager for assistance in setting up

Subject

  • Ad hoc

Text Body

  • Free form ad hoc text
    • Rich text formatting available
    • An image may be inserted

Attachments

  • Multiple documents may be included

Send of Cancel

  • No save draft available

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Immediate to Group of contacts

What

  • Single email to entire group

From

  • Default - Logged-in user
  • Pre-defined FROM addresses available, e.g.
    • Big SIR
    • Sunshine
    • Editor
    • 102 Travel,etc

Recipients

  • From "Search"
    • One or more result contacts may be selected
    • Should limit total recipients to no more than 50
  • Multiple CC/BCC available
    • Individual contacts or groups

Template

  • Available, contact Database Manager for assistance in setting up

Subject

  • Ad hoc

Text Body

  • Free form ad hoc text
    • Rich text formatting available
    • An image may be inserted

Attachments

  • Multiple documents may be included

Send of Cancel

  • No save draft available

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Scheduled to Group of contacts

What

  • Schedule an email to a group of contacts
  • Easy to reuse message

Define Mailing

Draft and Unscheduled Mailings (Menu item)
Mailing tab
  • What
    • Separate messages to each recipient
  • Mailing Name
    • Something to remind you what the mailing was about
    • Best format is yyyyy-mm Functional Title
      • In some situations a yyyy-mm-dd Functional Title is better
  • Template
    • Available, contact Database Manager for assistance in setting up
  • From
    • Pre-defined FROM addresses available, e.g.
      • Big SIR
      • Sunshine
      • Editor
      • 102 Travel, etc
  • Recipients
    • One or more group selections
    • CC/BCC NOT available
  • Subject
    • Ad hoc
  • Text Body
    • Ad hoc
    • Rich text
    • An image may be inserted
    • Tokens available to individualize message
      • Contact email greeting best choice for addressee
        • looks like: {contact.email_greeting}
      • Member badge number available
        • looks like: {contact.custom_82}
Attachments tab
  • Multiple documents may be included
Header & Footer tab
  • Do not edit
System has bee preset to use standard header/footer which meet Federal requirements and minimizes sender being black-listed
Publication tab
  • Do not edit
Not applicable for Branch situation
Responses tab
  • Track Replies should be turned off (unchecked)
    • Reply tracking requires special setup of our mail server setup which has not been done.
    • Selection of this without the requisite mail setup will cause responses to not go to sender
Tracking tab
  • Track Click Throughs
    • Deselect (unchecked) as this is used for direct mail campaigns
  • Track Opens
    • Select (Checked)
    • Mail report will show percentage of opens as well as specific recipients
Send Test
  • Single address
  • Group
    • Be very careful of the group selected
    • Should be a very small group whose members know a test message is coming
Save Draft
  • Allows you to stop and come back later to finish mailing
Next
  • Takes you to scheduling

Review and Schedule

  • Review
    • Review block summarizes selections
    • Provides links to review details
  • Schedule
    • Send immediately
      • Mailing job runs every 15 minutes so your mailing could out within seconds or up to 15 minutes later
    • Send at
      • Specify a date and time message should be sent
      • Specific time puts the message in a 15 minute window

Schedule and Sent Mailings (menu item)

  • Lists all schedule and sent mailings by Mailing Name
  • Actions
    • Continue / Delete if not yet scheduled
    • Report / Re-Use / more (Delete / Archive)
  • Report
    • Provides all details of mailing

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References

  1. "what-is-civimail." in CiviCRM user and administrator guide v4.5. 5th ed. Published Sep 2014 under the GPLv2+ license. Read what-is-civimail