Email Works!An ACEware Webinar

Today’s Agenda

Functional/Administrative EmailEmail ReceiptsCourse Level CorrespondenceMass EmailMail Merge EmailsEmailing Faculty

Email MarketingEmail BlastsMerged Email

To HTML orPlain text

General Email Rules & Etiquette

Stop a moment and think about email

•Functional / Admin / Nuts & Bolts

•Marketing

•Data driven, targeting

•Builds relationships, loyalty & trust

•generates additional interest & sales

How do we know email works?

•The Direct Marketing Association predicted a $43.52 ROI on every dollar spent on email marketing. Email outperforms all other direct marketing – including print catalogs!

•In December 2008 MarketingSherpa surveyed marketers & found that email ranked a close second to pay-per-click search ads, if using a house list

•A recent USAToday article reported that 82% of all US adults have (and use) their email accounts at least once a week

Record the email addresses of all participants to make email effective

for your organization.

Check the accuracy of the email address with every customer contact.

Spot Email to Student: …. Quick and Easy!

Double-click an email address in the name screen to send a quick,

individual email message.

Quick Tip!

Emailing a Class

Emailing Confirmations & Receipts

Open the appropriate registration record.  

Click the Print Receipt button to open the Receipt Printing Options screen.

Select the appropriate option from the Receipt drop down menu:  

Standard Email ReceiptUser Defined Email

Receipt

Emailing Confirmations & Receipts

If you want to preview the email before it's sent, check

Let me see the Email.

And, don’t forget . . .

Great Feature!

Opening the link on the email (ClassCal.ics) results in a calendar appointment!

Emailing Confirmations & Receipts

You’ll also be asked if you want to print a conventional receipt.  Select the appropriate option

Finally, if you selected the Auto Stamp today’s date in rgconfirm field option in your XSetMail setup, the system

will stamp the current date in the Confirmed field.  

Emailing Registrants in a Course

Open the Course record. Click on the Quick Reports

button to open the Quick Report window.

Send Quick Email to Class – email registrants who have a valid email address

Email Waitlisted Students – email waitlisted students

You may send a quick email to all registrants in a course who have an email address listed in their Name record.

Check the appropriate option

Emailing Registrants in a Course

Next, the system will ask you if you want to email ALL registrants or only certain registrants.   

Enter “Yes” to include all registrants

Select “No” to include only those individuals who have registered on/or AFTER the date you enter

Emailing Registrants in a Course

The report lists all students with an email address.  It will also list those who will not be emailed (no email

address).   

The report also includes phone numbers so you may contact those without email addresses in another manner

Emailing Registrants in a Course

Once you have printed and closed the report, the Student Manager Broadcast Class Email screen opens.  The Sender, Email, Send To and Subject fields are automatically entered for you.

Edit the subject as desired, enter your message and select your Email options (send a copy to others, include your email signature).

Emailing Registrants in a Course

If your ISP (or campus IT) limits the number of emails you can send in an hour, check the Wait box then enter the number of seconds to wait between each email sent.

Emails will be sent to those registrants who have valid email addresses then you'll be returned to the Course screen

Other reasons to email a class?

New roomCancel or change timeReminder of suppliesWeather delayPromote upcoming ClassInvite them to bring a friend

Faculty Email

Emailing Rosters to Instructors

Open the Course record & click on the Quick Reports button.

Check the Email Roster to Instructor box.  

The Email Roster Format window opens for you to select the appropriate roster

Emailing Rosters to Instructors

Next, the system will ask if you want to include ALL registrants or only certain registrants.

Yes – All Students

No – provide date. Only students who have registered On or AFTER that date will be on the roster

Emailing Rosters to Instructors

The Student Manager Quick Email screen now opens with the student information listed (you MAY edit it).

Select the appropriate email options (attachments, include email signature, etc.) then click the Send button

Mass Email – doemail()

Mass Email Receipt Wizard

May send batch or Mass receipts from either the “Deadbeat” or Mass Receipt areas.

Modify the report and add a JUSTAFTER

justafter(“=doemail(‘receipt’)”)

To run: Select and run the desired query.

Select the Report with the Justafter

After Previewing the report and closing Preview, you get

the Mass Email Receipt Wizard

Mass Email Receipt Wizard

The Mass Email Receipt Wizard screen opens. Select your options and hit OK !

Mail Merge Wizard

Mail Merge Wizard

This process is not for the faint of heart!( It does require knowledge of xBASE syntax )

However, it does conjure up classy confirmations, simple transcripts, and customized letters.

The Merge Mail option allows you to send mass emails, merging the individual's Student Manager data into the individual emails (similar to creating Mail merges in your word processor).

Mail Merge WizardMERGMAIL opens the Mass Merge Email to send an email to everyone in the report using the selected email template.

It is available for use in the Names, Faculty, and Registration area and takes the form: JUSTAFTER('DO MERGMAIL')

NOTE: ACEware does have several modelMail merge templates available for you

Watch! MERGMAIL has a unique spelling

Special Merge Mail Function: SHOUPCLS

SHOUPCLS function was designed for use with MERGMAIL to email a list of upcoming courses to individuals (based on the individual’s interest codes)

Email BlastsMass Email – “Boilerplate”

justafter(“=doemail()”)In ANY report that will have Email fieldYour QUERY does the selection of who gets the email

For a Single Course – Use Quick Email (in the Course Quick Report)

Mass Email – Mergmail Justafter(“=mergmail()”)Personalizing EmailsAdd Links in email – to redirect to ACEwebAdd special functions – shoupcls – Emailing

Passwords, etc

Email Marketing

Little Email Gems

Your email marketing should compliment your other marketing

The Preview Pane is your friend – lead with your best stuff

Use dates to promote a sense of action

Be true to your style & tone – “silly” might not work for a university leadership conference

Make your messages a “must read” – short, timely & informative

Spend as much time on your email marketing as you would on paid advertising

Provide a link in your email to your webpage, Twitter account, etc(No cost does NOT mean No Effort or No Brains..)

HTML & Your Tech

Your tech knows a lot about Student Manager, but not so much about HTML

Do not expect your tech to be your HTML guru

HTML Resources

www.html.net

www.htmldog.com

http://www.pagetutor.com/html_tutor/index.html

(if you’re wet behind the ears!)

Marketing Resources(focusing on E-Marketing)

Onlinehttp://www.marketingsherpa.com/

http://www.marketingprofs.com/

The 7 Deadly Words

Free!!!!!!!!!!!!!!!????????????Save, affordable,

bargainRegister now100%Get paid

A few suggestionsTEST TEST…Check delivery format by sending to staff

(BEFORE you SPAM 5,000 students)

On your “Mass Emails” – ALWAYS provide an Opt out opportunity – It’s the law!

Check Spam Content/Rating by using free web testers

http://web0.lyris.com/resources/contentchecker/web tester 2

http://spamcheck.sitesell.comhttp://www.programmersheaven.com/webtools/Spam-

Checker/SpamChecker.aspx

And speaking of spam . . . a little about not getting blacklisted

What is blacklisted?Blacklists are 3rd party monitoring of mail coming in to a network to filter out known spammers

How to avoid looking like a spammer (and get on somebody’s “Black List” )

• Why are you receiving this email? Because you selected the option to receive the newsletter when you registered for . . .

• Make it clear how you can unsubscribe

• Use a known address (If you buy from macys.com, you expect mail from macys.com, not macysbargains.com)

• Provide a link to or state privacy policy

• Have value/information in email otherwise individuals will block

• Don't send mail too often

• Avoid excessive use of “click here”, punctuation & symbols

How to avoid looking like a spammer

. . . . the BEST way to not be Black Listed.

Just email information to the student

that they would be interested in hearing about !!!

Questions? Comments?

Next Webinar: Coding with Student Manager July 1st, 1:30 pm CDT

Don’t Forget… Use the SM On Line Help (Optional Modules) Watch the Archived Webinar: Email Tips