- 00:00:00 Beginner's Guide to Creating and Sending Emails
- 00:01:30 Understanding Internal Communications in Our System
- 00:02:06 Importance of Using Correct Email Templates and Federal Compliance
- 00:03:05 Setting Up a 2024 Email Template
- 00:04:07 Setting Up and Reviewing Your Email Campaign
- 00:05:10 How to Duplicate Email Templates for 2024 Campaigns
- 00:06:08 Creating and Managing Email Templates
- 00:07:20 How to Properly Duplicate and Update Old Emails
- 00:08:18 Email Template Setup and Customization
- 00:09:03 Guidelines for Creating Branded Headers
- 00:10:04 Admin Controls and Element Properties in Templates
- 00:11:00 Adding Links and Media in Email Applications
- 00:12:07 How to Link and Preview Video and PDF Files
- 00:13:03 How to Create and Customize a Three Column Layout
- 00:14:04 Managing and Deleting Elements in a Shared Workspace
- 00:15:01 Building a Comprehensive Project Setup
- 00:16:08 How to Sync Google Calendar Events Efficiently
- 00:17:11 Effective Email Testing and Color Customization
- 00:18:06 Email Review Process and Approval Steps
- 00:19:31 Ensuring Accurate Email Approval
- 00:19:51 Using Segments and Groups for Email Targeting
- 00:20:55 Importance of Correct Email Grouping for All Students
- 00:21:55 Managing Student and Faculty Email Segments
- 00:22:57 Email Protocols and VIP Visibility
- 00:23:58 Importance of Including the Board of Trustees
- 00:24:56 The Importance of Scheduling Emails
- 00:25:55 How to Schedule and Cancel Send in Campaigns
- 00:26:53 Importing and Managing Email Groups in Emma
- 00:27:45 Managing Groups and Archiving Lists
- 00:28:49 Managing and Archiving Test Groups Efficiently
Links in EMMA
What's Emma?
Emma is the email marketing software that SEU has chosen to assist departments/offices with the creation and sending of email campaigns. It has a drag-and-drop interface, manages subscriber lists, and provides reports measuring the effectiveness of a campaign. Two SEU-branded email templates are available for general university use and we can help with basic troubleshooting. Departments are responsible for content and recipient lists.
For brand consistency and maintenance reasons, we are unable to accommodate requests for custom Emma templates.
Please note the following:
GETTING STARTED
After logging in, the first screen you'll see is the overall account summary. Click "Subaccounts" in the top navigation bar.
Choose the sub-account for which you are composing an email.
You are now in the sub-account dashboard. Click "Campaigns" in the top navigation bar.
To start a new email, the "Create new campaign" button will be on the right side of the screen. After clicking the button, you'll first be prompted to name your email campaign.
To edit an existing email, simply click the email's name.
ADDING AND EDITING CONTENT
In this example, we are in the Internal Communications sub-account. I have a templated email already in the campaign cue named DUPLICATE NewTemplateSpring2024. Click on the arrow on that email title’s row (see red circle) and select Duplicate so you have a full template with which to begin.
To add content: The template provided has most if not all types of content types already represented.
You will need to rename the campaign.
Click on the title in the gray upper bar. In the pop up, type in the campaign name and click save, This only changes the campaign name for the editor-side list. We will change the external email title as one of our last steps.
ADDING LINKS
What is a hyperlink?
A hyperlink is when a word or phrase has been selected to connect to a specified URL, email address, phone number, or an external link like a survey; it makes the word or phrase clickable and brings the user to the chosen destination.
Within the copy of your campaign, you can add hyperlinks to any word or phrase so that when the user clicks on it, they are automatically connected to the destination you have chosen.
How to add hyperlinks to text
Regardless of which end destination you choose, the first few steps are the same when adding a hyperlink to text. Here's how to get started:
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Navigate to your Campaigns tab.
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Open a saved drag and drop draft or click on the Create new campaign button to create a new campaign from scratch.
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Click on the paragraph, title, or list block in the right panel and drag it over to your mailing.
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Enter your copy into the text block.
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Use your cursor to highlight the word or phrase that you want readers to click on.
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Click on the chain link icon in the toolbar.
Click on the Link type drop down menu and select the appropriate option. Follow the instructions below to fill in the requested fields.
URL
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Click on the Link type dropdown menu and select URL from the list.
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In the URL field, type or paste the URL for the website that you want to reader to be sent to.
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Check or uncheck the Underline link box, depending on how you want your link to appear.
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In the “Text to display” box, you’ll see the text that you highlighted when you clicked on the chain link icon. This is the text that the link will be behind. If needed, you can make changes to the text here.
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In the Title field, enter a name for the link. This name will appear in your response data and is used for easy reference.
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In the Target dropdown menu, you can choose whether you’d like the link to open a new window.
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Click on the OK button.
Email address
You can also link a word or phrase to an email address within your mailing, doing so will open up a 'mailto' email form that's pre-filled and ready to be sent to you. An example of this is an "email us" link that's been included in the body of your mailing, which means the message will be routed to a specific email address within your organization. Here's how to do that:
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Click on the Link type dropdown menu and select Email from the list.
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In the Email field, type or paste the email address you would like to direct your readers to.
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Check or uncheck the Underline link box, depending on how you want your link to appear.
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In the Subject field, enter some text for a pre-populated subject line.
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In the Message field, enter some text for a pre-populated email body.
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In the Text to display box, you’ll see the text that you highlighted when you clicked on the chain link icon. This is the text that the link will be behind. If needed, you can make changes to the text here.
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In the Title field, enter a name for the link. This name will appear in your response data and is used for easy reference.
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In the Target dropdown menu, you can choose whether you’d like the link to open a new window.
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Click on the OK button.
File manager
Because so many servers block emails with attachments on entry, it’s not possible to include attachments with your mailings. Instead, you have a document library located in your Campaigns tab that allows you to easily post your files to our server and link recipients right to them. Here's how to do that:
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Click on the Link type dropdown menu and select File manager from the list.
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In the new popup window, select the desired document from your library. If you haven’t uploaded the document to Emma yet, click on the Upload button to select a file from your device.
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After you select your file, you’ll be returned to the Insert link window and the URL box will be automatically filled in with the correct URL for your file.
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Check or uncheck the Underline link box, depending on how you want your link to appear.
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In the Text to display
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box, you’ll see the text that you highlighted when you clicked on the chain link icon. This is the text that the link will be behind. If needed, you can make changes to the text here.
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In the Title field, enter a name for the link. This name will appear in your response data and is used for easy reference.
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In the Target dropdown menu, you can choose whether you’d like the link to open a new window.
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Click on the OK button.
Telephone
Another option is to link to a phone number, which will make the number a click-to-call link when your mailing is opened on a mobile device.
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Click on the Link type dropdown menu and select Tel from the list.
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In the Number field, type the phone number that you want contacts to call when they click this link.
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Check or uncheck the Underline link box, depending on how you want your link to appear.
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In the Text to display
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box, you’ll see the text that you highlighted when you clicked on the chain link icon. This is the text that the link will be behind. If needed, you can make changes to the text here.
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In the Title field, enter a name for the link. This name will appear in your response data and is used for easy reference.
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In the Target dropdown menu, you can choose whether you’d like the link to open a new window.
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Click on the OK button.
URL
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Click on the Link type dropdown menu and select URL from the list.
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In the URL field, type or paste the URL for the website that you want to reader to be sent to.
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Check or uncheck the Underline link box, depending on how you want your link to appear.
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In the Text to display
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box, you’ll see the text that you highlighted when you clicked on the chain link icon. This is the text that the link will be behind. If needed, you can make changes to the text here.
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In the Title field, enter a name for the link. This name will appear in your response data and is used for easy reference.
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In the Target dropdown menu, you can choose whether you’d like the link to open a new window.
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Click on the OK button.
UNDO
There are three icons in the lower left corner of the screen.
Click the left icon (clock hands with a counterclockwise arrow) to see the full history of an email campaign during your work session. To quickly go back to a previous point, click that entry on the list.
To step through previous edits, click the left or right arrows.
MOBILE VIEW
The top left corner has two icons: a computer monitor and a phone. Click the phone icon to switch to mobile view.
Click any of your (editable) content areas and you'll probably notice at least one "mobile" indicator in the right column's settings. If you make any changes to that section, the indicator will turn blue. This means adjustments have been made to that area (padding, alignment, etc.) that will affect mobile view only.
To go back to desktop view, click the computer monitor icon in the upper left corner. The "mobile" indicator(s) will disappear from the right column, and any changes made will affect desktop view again.
DUPLICATING AN EMAIL
Once an email has been built, you may find it easiest to make a copy of it for future use. An email can be duplicated before or after it's sent.
Before Sending:
From the "Emails" (drafts) screen, click the down arrow to the right of the email's name. Click "Duplicate".
After Sending:
Click the "Sent" tab under the "Emails" page title. You'll see a list of all the emails you've sent. Click the down arrow to the right of the email, then click "Duplicate".
RECIPIENTS
Contact lists are added by uploading an Excel spreadsheet or .csv file. To add recipients, click the "Audience" button in the top toolbar.
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To create a new audience group, click "Groups" (indicated by a green arrow, in the Manage section) then click the "Create a new group" button on the page that appears.
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If the audience group already exists, click "Imports" (indicated by a pink arrow, in the Grow section), then the "Import contacts" button on the next screen.
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First, you'll import your list via selecting the file on your computer.
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Now you'll be prompted to map your fields. If there are any fields you do not need to import data for, choose "Ignore" in the Contact Fields column. If your file has a header row, check "Skip" next to the Row 1 column heading.
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Next, choose what group the contacts should be added to.
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Finally, you'll see a summary screen. If everything looks correct, click "IMPORT". The import process typically takes a few minutes to complete.
Only need to add a few recipients to a group? From the Contacts screen, click the blue "Add contact" button on the right side of the screen.
In the email field, enter one email address. Before clicking the relevant save option ("Save and close", "Save and add another"), you may want to select what group(s) the email address should be included in; those can be found on the right side of the screen.
SENDING
Emma allows you to send a test email to as many as 10 addresses at once. Click the "Send test" in the top toolbar, and a window will appear. From here, specify your recipient addresses, an optional note for your recipients, sender info, a subject and optional pre-header lines.
Tip: Send all test emails directly from Emma! All email clients tend to display emails differently, and forwarding an email can negatively affect how the email looks to the recipient.
Once you're ready to send the email, click "Review" in the upper right corner. From there, specify the recipient list(s) and subject line, and confirm the sender information. Hint: Click the button with the silhouetted person behind the "choose recipients" box (indicated by the green arrow) to easily select your recipient list(s).
Send the email immediately by clicking the "Send now" button at the bottom of the screen, or choose to send the email at a later time by clicking the "Schedule for later" link.
CAMPAIGN RESULTS
After the email is sent, you'll begin to see reports on the Response section of your account. Click the name of the campaign to view its reports.
Basic statistics are shown on the first screen: open rate, click-to-open rate (how many links were clicked by those who opened your email), etc.
To see more detailed response reports, click one of the tabs near the top of the screen (in the pink block).
