Web Mailer Module Overview

1. Web Mailer Module Overview • The WebDirect Web Mailer modules provides the ability to format text or rich-HTML emails to be sent to groups of email Recipients. • Mass email campaigns may be used for marketing, sharing news with a group of people, internal communications, event promotion, and other mass communication requirements. • Emails sent using Web Mailer provide feedback statistics about Recipient activities, such as views, clicks, and invalid email addresses. • Web Mailer absorbs and notes bounced emails, keeping the clutter out of your inbox. • Recipient lists are stored in the Web Mailer module and may be re-used an unlimited number of times. • Web Mailer is accessible from almost any computer with Internet access, meaning you can send mass emails and manage Recipients even while away from your office!

2. Accessing Web Mailer • Web Mailer is only to be used to send Mailers from the live WebDirect Admin. • Log into the WebDirect Admin system. • Select Site Modules from the top navigation. • Select Web Mailer from the left navigation. • Mailers, also known as mass emails, are contained in a Campaign. • Campaigns contain topic-related Mailers. • Mailers are individual mass emails that may be formatted in text and HTML for sending to a specified group of Recipients. • Recipients are added manually to a Mailer’s recipient list, or recipients may subscribe to a Campaign through Website sign-up forms. • Sent Mailers return statistics, including how many were sent, who received the Mailer, who opened it, who clicked on links in the Mailer and how many times.

3. Campaigns • Click the green plus sign to Add a new Campaign. • Related Mailers will be created within the Campaign. • Multiple Campaigns may be created to organize additional topic-related Mailers. • Name – Create a descriptive name for the Campaign. In many cases, this Name concisely represents the topic for Mailers contained in the Campaign. • Description – An optional field, this area may be included in all Campaign Mailer by selecting Yes under Display to User, or kept private in the WebDirect Admin by selecting “No”. • Display to User – Specify whether or not to include the Campaign’s description to Users during the unsubscribe and manage subscription process. • Click the “Add” button to create & save the Campaign.

4. Mailers • Mailing Name – The verbiage entered here is only seen in the WebDirect Admin. The Mailing Name must be unique and may include the date to help with future management of similar Mailers. • From Address – The email address sending the Mailer (who the email is from). • Testing To Address – The email address(es) for people to receive a Mailer preview. • Subject – The email Subject line that will be seen by Recipients. • Text Body – For Recipients that do not receive HTML formatted emails, the text body contains no HTML code, images or hyperlinks. Links to files or Web pages must be spelled out. • HTML Body – Using the editor toolbar, the Mailer may include images, links, and use similar formatting as a Web page. • Click the Add button to creating and save the Mailer. • Once created, the Mailings screen will provide an overview of the Mailer, text and HTML previews of the Mailer, and provide the ability to add Recipients.

5. Recipients • The 4 icons at the top of the Recipients table provide the ability to add and delete Recipients, send test messages, and to send unsent Mailers. • Add Recipients – add email address to the list of Recipients. • If previous Mailers have been sent, the Recipient list will be available for selection, adding all its Recipients to the list. • Recipients may also sign-up to receive Mailers in a Campaign through a Website sign-up form. • Delete All Unsent Recipients – removes the email address from the Recipient list that have not yet received the Mailer. • Send Test Message – sends the Mailer to the email address(es) entered into the “Testing To Address” field. • Send All Unsent Messages – sends the Mailer to Recipients in the list that have not previously received the Mailer. • A Mailer may only be sent to a Recipient one (1) time. • A sent Mailer may have new Recipients added. When sent, the Mailer will only go to Recipients that have not previously received the Mailer. • Adding Recipients - Email addresses for Recipients may be manually entered into the field one per line, or separated by commas (not spaces). • The email addresses of Recipients subscribed to the Campaign will automatically appear in the form field. • Copy from Prior Mailing – import a Recipient list of email addresses from another Mailer. • Click Add to finish adding Recipient email addresses.

6. Sending a Mass Email/Mailer • Tick the checkbox to the left of an email address to: • Delete Selected to remove a Recipient from the list • Edit Selected to open the email address for editing • When all Recipients have been added, test messages sent and approved, the Mailer may be sent by clicking the Send Unsent Messages icon at the top right of the Recipients table. • A confirmation pop-up Window will appear. Click OK to continue sending the Mailer, or Cancel to stop and return to the edit screen. • A message will appear on-screen confirming Mailing Queued for delivery. • As soon as a Mailer is sent, the Web Mailer module begins to collect statistics about activity regarding the Mailer.

7. Email Received From Address Recipient only sees their email address and not the addresses of other Recipients. Subject HTML Body • The Recipient receives the Mailer in their supported format (HTML or text). • Links for the Recipient to “Unsubscribe Now” or Manage their subscription are included at the bottom of all Mailers in Compliance with SPAM laws. Unsubscribe and Manage Subscription links

8. Sent Mailer Overview • Return to the Web Mailer Overview screen for information about Mailers and Recipient activity. • The overview screen shows the date and time of when a Mailer was most recently sent. • Use the icon to the left of a Mailer name to Delete a Mailer, its stats and Recipient list. • The Duplicate this Mailing icon to the left of a Mailer name will create a copy of the Mailer and its Recipient list. • Click on a Mailer name to open it for editing, add additional Recipients, delete the Mailer, or to view its stats.

9. Mailer Stats • By default, Recipients are listed alphabetically by email address. The sorting order may be changed by clicking a table header link, such as “Views”. • The three (3) stat fields for Views and Clicks are: • Total view/click (includes duplicates) • Unique views/clicks (by recipients) • Percentage of views/clicks (unique hits by active recipients) (IE: doesn't include bounces) • Sent – The total number of emails sent with the Mailer. • Views - How many times Recipients opened and viewed the email Mailer. • Clicks – How many times did a Recipient click a link in a Mailer. • Returned – The number and percentage of email addresses that refused delivery of the Mailer due to bounces, soft-bounces, or mis-formatted email address.

10. Managing Subscriptions • Enter an email address into the field to add a new Recipient as a Campaign subscriber, or to edit an existing Recipient’s Campaign subscriptions. • Click Next to proceed • Check or uncheck the box to the left of a Campaign name to subscribe a Recipient to individual Mailers from a Campaign. • Click Submit to save the updated subscription preferences. • Subscribe to All Current and Future – This option will subscribe a Recipient to all Campaigns automatically. • Unsubscribe From All Current and Future – Removes a Recipient from all Campaigns and blocks the email address from receiving Mailers. • A message appears confirming the subscription change for the email address.

11. More Mailers & Campaigns • From the Overview screen, click the green plus sign to the right of a Campaign name to create a new Mailer. Or • Click the Duplicate this Mailing icon to the left of a Mailer name to create a copy of the Mailer and its Recipient list. • Follow the steps for creating a Mailer and adding Recipients from the prior pages of this guide. • New Campaigns may also be created from the Overview screen to contain Mailers addressing other topics. • It is not necessary to create a new Campaign for each new Mailer. New Mailers are to be included in a Campaign related to their topic.

12. Web Mailer Module FAQ Should I add myself as a Recipient as well as the Test address so I see the final message, as well? • That's up to you. Please realize the message you send to yourself as a member of the Recipient list will become part of the statistics. I don't want the From address to appear as an email address. I want it to be my name with the email address hidden. • The From field may be formatted as in regular email. To display a name with a hidden address, use this format (without the quotes): "Desired Name <email@address.com>". Be sure to use a name your intended recipients will recognize so your Mailer won't be deleted as SPAM! Am I sending SPAM by sending a Mailer? • This depends on how you're using WebMailer. Recipient lists should only be built using people who have asked to receive emails from you. Recipients requesting to be un-subscribed from a list should not be re-added without their permission. Can Recipients unsubscribe from a Mailer by themselves or do I have to manage all the Recipients myself? • If a Recipient does not wish to receive future emails, they may unsubscribe or manage their account using the links included in each WebMailer. You also have the ability to manage all Recipients via the WebMailer module in the SourceOne Administration System. Can I display a PDF in a Mailer? • PDF’s do not automatically display like a Web page in Mailers. Recipients may be given information from a PDF through a Mailer by a alternative methods: • The contents of a PDF may be pasted into a Mailer, and the editor toolbar used to refine formatting, add images, and build links. AND/OR • The PDF may be uploaded to Asset Manager or Resource Center. A hyperlink may then be built into a Mailer that links to the download-able file. • This method provides an added bonus in that clicked links within a Mailer are captured in the Mailer’s stats.