User guide Harris Broadcast Email

1. May 2009 User guide Harris Broadcast Email

2. How to use Broadcast EmailGo to: https://admin.alumniconnections.com/olc/admin/INE/admintool/ Click on broadcast email in the main menu

3. Select the opt out Select from the drop down menu the National Alumni Association opt out

4. Target your audience There are 3 ways to target your audience (shown in the next slide) • Choose a saved query • Upload a list of unique ID codes in a plain text file such as word notepad (ID codes can be extracted from INSEAD Connect using Data downloads for your country) • Use the pre set search criteria in Harris (in this case, please contact amanda.morris@insead.edu for help in this area) Note: Always send a test email to the test group under saved queries before sending your final email

5. Target your audience 1. Choose a saved query 2. Upload list of ID codes extracted from INSEAD Connect 3. To use the pre set search criteria contact Amanda Morris at INSEAD

6. Choosing a saved query. Option 1. After selecting a query the following page will be displayed, confirming how many records have been found. Queries automatically refresh upon each use. Select compose message with HTML editor to access the formatting tools and the templates for your specificNAA. Compose message without HTML editor (on the right) only shows the html. Click on compose message to continue Use this option to use the formatting tools and templates. Use this option for uploading pure html. (You only see html)

7. Uploading a list of ID codes By selecting option 2, you will be prompted to browse to a pre-saved plain text file of ID codes from your hard drive and then click on upload. The following page will be displayed. This cannot be saved as a query. Click to continue For the use of option 3. please contact INSEAD as previously stated.

8. Creating your message Select your country NAA in the From field menu The To field is for reporting purposes and will show in some email readers. It is a mandatory field. Enter INSEAD Alumni Association and your country Enter the title of the email here

9. Option 1. Importing HTML If you wish to import HTML click on compose message without html editor.

10. Option 2. Use the template Select the template for your NAA from the drop down menu shown below

11. Option 2. Using the template The template loads immediately, as shown below. It includes the opt out tag which is required, also the open counter and dear first name tags which are not mandatory. Enter your text after Dear preferred first name, as shown below.

12. Option 3. Use the tools in Harris Text can be entered directly into the html box as below. The opt out must be included. You can use the formatting tools which appear just above the html box as shown below. Enter text here Opt out must remain

13. Creating the plain text version To create the plain text version: • Type directly in the plain text box. The opt out must remain. • Use the supplied template, writing your message directly into the editable area. • For simple message, click on load from HTML. If your message is complicated this feature will not work correctly. Notes: Do not use the preview button as this causes problems with the html memory and can strip the formatting.

14. Creating the plain text version. Option 1 Enter your text directly into the plain text box as shown below, do not delete the opt out, this is a required tag. Remember that this is plain text only, so will not accept all characters. Enter your text here

15. Creating the plain text version. Option 2. Select your NAA template as shown below

16. Creating the plain text version. Option 2. The template loads immediately. Type or paste your text in this area. Remember this is plain text and will not accept all characters.

17. Creating the plain text version. Option 3 Click on Load from HTML. Remember that this option is not stable and we recommend that you only use it for simple emails.

18. Sending your email You are now ready to send your email. You can either send it immediately, or schedule it to go at a later date. Remember the time stated is GMT-5. • Make sure the ‘send html/text version’ is checked so that you send both • Disable the link checker as this tends to cause problems. (All links should have been tested by sending a test) • Click on send

19. Sending your email Send immediately, or schedule to send at a later date (remember this is GMT-5 hours) Check send HTML/Text Check disable link counter And send!

20. Sending your email The page below will then be shown, where you can double check details and click on continue to send your email

21. Follow up and statistics By using broadcast reporting you can: 1. Extract a list of bounce backs. Click on bounce back to download a comma delimited excel file. 2. Identify bad records. Click on Bad Addresses. 3. See who opened the email. Click on Emails opened 4. Track links by using the link tracker option when creating your email – this is a new feature, if you wish to use this please contact amanda.morris@insead.edu

22. Broadcast reports Click on Broadcast reports in the main menu to see the page below then click on the email You have sent.

23. Broadcast reports The page below is then displayed, giving the statistics. The blue titles are hyperlinked giving details of each record

24. Data Extract Use data extract to extract a list of email recipients. Click on Data Extract Select Email Choose the method you would like to receive the data Click on continue

25. Data Extract The page below is then displayed. Select from the drop down menu your query and click on Go For information about using the search criteria, please contact Amanda Morris at INSEAD