1. Visit your Emails page
Visit the Announcements page at: https://yourportalname.campusesp.com/admin/emails. You can also get here by navigating to Content-->Emails.
2. Add a new email
Click the Add New Email button at the top right corner of your screen.
If you’ve never created an email in your portal, the Add New Email button can be located in the main area of the page.
3. Enter your Email Details
The first page you’ll see when creating an email is the Email Details page. Before you can design your email, you’ll use this page to specify some information about the email you’re creating, such as its subject line, the type of email, and its delivery schedule. You can set up an email to be sent either once, at a recurring frequency, or you can create a drip email, which will be delivered to users a certain number of days after they have been added to a community.
Here’s a breakdown of the information you’ll need to enter on this page:
- Email Name: This is used for internal tracking purposes only.
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Email Subject: This is what users will receive in their inbox.
- The Email Subject box includes a drop-down menu that lets you select a prefix to appear at the beginning of the email subject line. This helps you set the tone of your message. Our prefix options include ANNOUNCEMENT, UPDATE, ALERT, and REMINDER.
- There is also a CUSTOM option, which does not add any prefix to your subject line. By default, your email will have the CUSTOM option selected.
- You can also use the Mail Field button to add a mail merge value to your subject line.
- NOTE: You can see exactly how the subject line will appear by reading the preview under the Email Subject box!
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Email Type: Choose whether you want a One-time email, a Recurring email, or a Drip email.
- One-time emails are sent once, on a specific date at a specific time.
- Recurring emails will be sent on a recurring schedule until a certain date or number of sends.
- Drip emails will be sent to users a certain number of days after joining a community.
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Schedule: Based on your email type, you’ll then choose when the email will be delivered.
- For one-time emails, you’ll use the Schedule One-Time Email area to schedule the date and time you want the email delivered.
- For recurring emails, you’ll use the Schedule Recurring Email area to choose a date and time the initial email will be delivered, as well as the schedule and duration you want the delivery to recur. For more details on Recurring Emails, please see our Guide to Recurring Emails.
- For drip emails, you’ll use the Set Up Drip Email area to select how many days after a user joins a community you want the email to be delivered. NOTE: Drip emails will only go to users who join the community AFTER the email is created. If a user is already in that respective community, they will not receive the drip email.
Continue creating your email by clicking the Next, Select Audience button.
4. Selecting your Audience
Once you’ve entered the details of your email, you’ll be taken to the Select Audience page, where you can specify the criteria (such as community, activity date, or profile field value) for who you would like to receive the email. Your email will only be delivered to users who match your chosen criteria.
Sometimes you’ll want to send an email to all users. Sometimes you’ll only want to communicate with a special segment of users. CampusESP’s Email tool allows you to do both! Please visit our Guide to Dynamic User Targeting to see every option for User Targeting and learn how you can segment and personalize your emails further. NOTE: Dynamic Targeting is only available for One-time and Recurring emails; Drip emails can only use communities as a targeting criteria.
For One-time and Recurring emails, you’ll see the number of Estimated recipients in the right-hand column as you select targeting criteria. This number will update as you add, remove, or change the targeting criteria. Drip emails don’t have an estimated number of recipients because they are only sent as users join communities.
Once you’ve selected your audience, click the Next, Design Email button to begin designing your email.
4. Design your email
For both regular and drip announcements, you have the option to use the Basic Designer or enhance the look and feel by using the Advanced Designer to add additional content blocks and create a more customized design. Visit the Guide to Creating an Email to see more on the Advanced Designer.
To use the Basic Designer, follow these steps:
- Fill in an Email Preview Message. This text will be shown as a preview in the recipient’s inbox next to the subject line.
- Upload an Image, if desired.
- Fill in a Heading, which will appear in your email.
- Fill in your Content - you can use different formatting and mail merge options. You can also create, edit, or translate content with AI.
Click "Next, Review Email" to see a preview of the message in Desktop or Mobile. Or, send a preview to yourself!
5. Preview and send your message.
You’re almost done! While you've already sent yourself a test email, you'll also be able to preview what the announcement will look like on your screen! Once you’re ready to go, press Schedule, and you're all set!
PRO-TIP: The announcement spacing and format will look a bit different while you're designing it and reviewing it on this page compared to what it will look like in someone's inbox. By sending yourself a sample email, you'll be able to view what it will look like in someone's inbox.
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