April 25th 2011 Agenda CiviMail What is CiviMail? How to navigate? How to plan for utilizing CiviMail? Beginning of CiviMail Configuration • • • • What is CiviMail • Helps you maintain relationships with contacts through email. • Two ways to send email in CiviCRM: • • • o The "send mail to contacts" actions o Civil Mail (CiviCRM's "mass mailer") The first is quick and easy The second is more complicated but has better capabilities for reporting later. We will be covering how to do both, as well as report results of emailing Functions • Lets you share a single address book across all the staff in • • • your organization, which is less work to maintain than leaving the responsibility to an individual staff person. (odds of more accurate emailing) Each sent email is stored in the activity history of each of the recipients. For example, you can see if they made donations after the email. Everyone in the org. can see what email was sent and received, even if staff person who sent or received it has left the organization. You can use templates to ensure that your Org's visual identity and branding are consistently applied to all you email communications. Continued... • You can use "canned emails" for your most common emails • • • • • (welcome emails, invitations to events, directions to your office, membership information, call for actions, etc.) Send personalized mass emails using tokens. Bounced emails are handled automatically. Recipients can manage their own subscription emails Statistics are available on who is reading your emails and what links they are clicking on. Creation of an Autofile mailbox allows all email sent to this mailbox to automatically convert it into an activity and add it to the correct contact Three options for Sending Mail 1.Regular Mail Client 2.CiviCRM's "send mail to contacts" fuctionality 3.CiviMail Personalization of Emails • Email from a personal, organization, or other person's email address (a person within the organization) • Using Tokens • Display name and email greetings tokens are very useful as • well. o With more customization you can add details such as the recipients most recent donation or when her or his membership expires You can provide a link to the person's contact dashboard so that they can review their registration detains for themselves after logging in. Templates • Allows you to create generic structure that can be reused when sending emails • You might want to have specific headers and footers for • mass mailings (newsletter, internal bulletin, Press Release), and a few templates for regular emails. Talk to those who would be using CiviMail regularly and see what they may need. o Use their guidelines to create more templates. Reporting • CiviMail can track links that have been clicked, providing • • • • • • useful info to help you understand the areas your recipients are interested in. How many recipients opened the email and which links in the email were popular. Warning!! Therefore, you will likely have more readers than reported by CiviCRM 30% opening rate is good --> according to CiviCRM Don't use absolute data. Rather, compare different mailings you sent Privacy issues Auto-Filing Outbound Email Use the BCC field (which no one who recieves the email will see) to enter an email address that will be read by the database and converted into an activity. This activity gets filed into the record of the contact that matches the email address. If that email address does not exist in your database a new contact will be created Emailing an Individual • Search Contacts • Either type in a contacts name or hit search o you can do an advanced search with even more specificity • From here, either select the link on the name. or click the check box and hit actions. • if you clicked the link, press actions and if an email address is available you will be able to "send email" • if you checked a box or boxes and hit the actions drop down you should see "send email to contacts" Configuring Domain Info Administer CiviCRM/Configure/Domain Information This is where you would put your email information given to you from lithium hosting. (cpanel) • Configuring Groups CiviCRM uses groups to manage subscriptions to mailing lists To create a group go to contacts/new group Make sure to "check mailing list" so that it is available as a Mailing list. You can also create a smart group: Using the Advanced search you can create a Smart group of contacts who have active memberships, or a Smart Group of contacts in a given city. You can then use the Smart group to send mailings without having to first update the contacts in that group • • • Creating a Smart Group Go to any of the search forms and run a search query based on the criteria for your group on the search results page, click the radio button that selects all the records click on "actions" select new smart group and the click go The next screen provides a review of the criteria chosen for the smart group. Give the smart group a name and a description, and make the smart group a mailing list. System Configuration Outbound Email Config admin/configure/global settings/outbound email here you can choose the following o mail(): this is the default option o SMTP: if you have a dedicated external mail server, specify its details here. o sendmail: This option is kept for compatibility with older CiviCRM versions o Disable outbound email: does what is says If you get an error you must set up domain info at: Administer CiviCRM/Configure/Domain Information • • • Mailing List Subscription Page http://www.url.com/drupal-6.2/civicrm/mailing/subscribe April 27th 2011 Agenda CiviMail Continued... Setting up Mail Wizard and set up an email this is the process that worked for me administer/global settings/outgoing mail we were inputting the wrong information last time • • Tokens http://wiki.civicrm.org/confluence/display/CRMDOC40/Mailmerge+Tokens+for+Contact+Data This is available in the template design section of civimail Creating Templates • Administer/CiviMail/Message Templates • Message templates can be used for an email message's subject and body. o Can be used for routine mailings such as "canned" response, daily tasks, and reminder messages A canned message is a predefined message. During a chat session, an admin can pick a canned message and send it to your constituent, which can increase efficiency in communicating with your said constituent. Creating a Message Plain text and html input field For simple text just use the plain text (you can turn this into a template. Use HTML for more detailed and custom document create. While HTML email is a bit more strict you can create content in a text editor if you wish and copy and paste the code to the window in CiviCRM If you are merely writing someone an email and feel as if it could be a template for future emails, click the check box at the bottom of the screen. • • • Tips for Creating Templates HTML email is not regular HTML! It has restrictions, including the need to use tables and inline CSS and not to include a background image. We will delve into some tips for creating templates with HTML that will look good in all mail clients. • Template Creation w/ HTML Table Border - the HTML <table> element includes an optional border attribute. The default value is 0 and doesn't appear unless you choose to use it. Adding it (or editing it if it is available and setting it to 1 (e.g. <table border: 1px>) allows you to see the edges of your table and helps indentify potential places to fix problems. HTML email templates usually have multiple tables and nested tables (tables inside tables. Make changes one at a time and switch to the HTML view to see the results. A table usually has more than one parameter, so make sure to place spaces between parameters. • • Table cellpadding and cellspace - these table parameters are every useful when trying to improve readability of your email. Play will these settings in different tables and see what works. Width - do not send an email that is wider than 600 pixels,to ensure maximum compatibility across email client. Make sure your outermost table does not exceed 600 pixels. Do the same for any other tables inside your main table. Also make sure that the total width of each image does not exceed 600 pixels. Images have a width parameter, but they can also have a horizontal padding parameter that, if set, can increase the width of the image. Images - these need to be online and accessible in order for you to use them. First edit your image so that its width and height is appropriate for your email template. Next save it so that its file size is as small as possible. If you do not have image editing software, or do not know how to use it, there are free online resources that can help you resize the image More Template Creating Tips Sitepoint Reference: http://blogs.sitepoint.com/code-html-email-newsletters/ Dropbox w/ MailChimp Demos https://www.dropbox.com/home#/Public::: Header and Footer After headers and footers are configured, staff who prepare a new mailing will be able to select them from available headers and footers. This helps staff create more standardized mailing with elements that help your readers identify the content of the mailings or find info. Creating Headers and Footers The mail header is the area at the top of the email, which should include elements that you want to be always displayed before the main content body, such as the logo of your organization and the title of the newsletter. The default footer, which is always the last night in the email, often includes the tokens required by law in some countries (unsubscription links and domain information) Administer/CiviMail/Headers,Footers and Automated Messages Style them to present a coherent visual identity across all your messages. One or more headers can be created with different images and titles that can be used for different campaigns or programs •