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SitEducate eNewsletter Guide Step-by-Step Guide to creating and distributing eNewsletters

October 11

SitEducate eNewsletters is a simple, convenient way to create

newsletters using content that is already published on your website

while giving you the flexibility to create new content that is specific

to each individual newsletter.

Document Contents

Step One – Logging in ............................................... 3

EpiServer Content Management System ...................................... 3

Step Two – File Management and Newsletter Structure. ................................................................. 5

Step Three – Creating a newsletter page. .................. 7

Step Four – Using Web Parts to build your newsletter 9

Different Web Parts ................................................................... 10

Step Six – Distributing your newsletter .................... 13

1. Managing Your Users ......................................................... 14

2. Managing Your Subscribers ................................................ 15

3. Managing Your Newsletter Lists ......................................... 22

4. Sending Your Newsletter ................................................... 26

5. Reporting .......................................................................... 29

Step One – Logging in

1. Enter your sitewebaddress.com/secure/CMS/edit. For example, if you school website address is:

http://myschool.com then to log in to edit the site you need to type

http://myschool.com/secure/cms/edit

2. A login box will appear where you enter your username and password. Your school’s system administrator will inform you of your site address and your user name and password. This login and password should be unique to you.

EpiServer Content Management System

SitEducate is used through a content management system (CMS) called EpiServer. EpiServer CMS is

the system used to create websites which are easy for anyone to use. You will need basic word

processing skills and your computer must have access to the internet.

To edit content in SitEducate you must have at least Internet Explorer 7.0. With certain

adjustments, it is also possible to use Firefox 2.0. If you select Enable automatic logon to this Web

site you will not be prompted again to enter your login details on your computer.

We recommend using this manual in conjunction with the SitEducate user guide.

Your SitEducate website can be displayed in three modes:

1. View Mode – the view of the website as it appears to anyone who visits your website.

2. Edit Mode – the view seen by editors when they log on to create or update information on the

website. In depth information for Editors is covered in the EpiServer CMS Editors Manual.

3. Admin Mode – the view in which the system administrators can create and modify the settings

for the web site. This is where administrators can make changes to page templates, manage

access rights etc. This is covered in depth in the EpiServer CMS Administrators Manual.

If you are logged into SitEducate you will be able to switch between the available modes by using the

right-click menu. Right-click the relevant page and select View, Edit or Admin mode. If you do not

have access rights to all modes the options will not be available.

Once you have logged into Edit/admin mode, the following page will be displayed:

On the left hand side of the screen the contents of your website are shown in the form of a tree structure of pages. Firstly you have the Root folder which holds everything on your website. Second is the Recycle bin, which is where any pages you delete will go. Third is the Home page on your website – EpiServer admin defaults to this location when you log in.

Below the Home page are all the other pages and containers for your website.

To the left of each page is a + button. If you click on a + button it will change to a – button and display all the pages under it.

Step Two – File Management and Newsletter Structure.

Your newsletters must be saved in the [Newsletters] container which you will find in the CMS Tree, towards the bottom. How you create your newsletters and manage your files is entirely up to you but the following is a suggested file structure that is working for some of our other schools.

1. Right click on the Newsletter container and choose Create New. From the available list of pages choose number 43. Newsletter Grouping page.

2. Name your Grouping Container – storing the newsletters by year and then issue or month makes

sense. See example below:

Once you have created your Year container, right click on it to create another new Newsletter Grouping container for the newsletter you are about to create, as per the example above – the year is 2011 and inside that there are 5 Newsletter Grouping containers – one for each newsletter that has been created. Once you have created the container for your current newsletter everything else you do will be inside that. The newsletter has the ability to draw content from your live website pages as well as content you create specifically for each newsletter. Once you have decided on your content and the layout of the newsletter you can start creating the content that is not already on the website. If you do not want these content pages to show on your public website you create them as web pages inside your newsletter container, as per the example to the left. Web pages (not able to be seen on public website)

Actual newsletter page.

You can see in the above example that another container called “articles” has been created inside the current issue container ( in this case called “Test Newsletter – Kath”). Inside that container are all the articles that are being pulled into the newsletter. To start creating these “articles”: 1. Right click on the articles container and choose Create New. Then choose either number 02 –

Standard Secondary Page or number 03 – Standard Tertiary Page, depending on the type of web page layout you want to use.

2. As you would normally do, give the page a Name and Heading, one of the examples above would

be “Junior School News”. Create your content in the same way as you have created your other web pages – it works in exactly the same way it is just not being shown on the public site.

NB. The two separate areas you have to create content are Introduction and Main Body – the Main Body field is what will be seen on the web page when people click the link on the newsletter to Read More. The Introduction field is the text that will be used as an “introduction” in the newsletter – this is generally the first paragraph of the Main Body (copied and pasted from the Main Body field into the Introduction field) but is not limited to only one paragraph nor does it have to be a copy of what is in the Main Body field. You may decide that more text is appropriate depending on the layout of your newsletter, you may decide that you want a completely original introduction. Regardless of what you choose to do, you must have something in this field for it to show up once you link it to the newsletter.

You can see in the example on the right that the “Junior School News” has an introductory paragraph with a Read more button. This introduction is being drawn from the “Junior School News” article (web page).

When you click on the Read more button you are redirected to the full article.

Once you have created all your “article” content pages you are ready to create your newsletter and

bring them all together.

It also makes sense to create a Newsletters folder in the File Manager under Global Files where you

can store all the images you are going to use for each newsletter issue.

To look at the newsletter from the examples above click on

http://www.standrewslutheran.qld.edu.au/Newsletters/Issue-0421/Issue-04-August-4th-20111/

Step Three – Creating a newsletter page.

To create a newsletter within the folder, right click on the folder and select Create New.

Select option “42. Newsletter item page”

The required fields are the name, heading, header, footer and date created.

Name:

You should decide on a naming convention that allows you to go back and find the newsletter easily. An obvious example is to name the newsletter for the time period it covers. For example, “Newsletter 1st- 7th July”.

Heading

The Heading is not shown anywhere on the published page so you can just copy and paste from the Name field into the Heading field if you wish.

The header and the footer are the images that frame the newsletter. (If you have not already done so, now would be a good time to upload your header and footer images into a gallery. Please follow the SitEducate user guide instructions on page 23 for this. )

The date created does not automatically fill in with today’s date, you will need to click on the button at the end of the field and then press OK to accept today’s date.

Note the newsletter type – online and print are different. Select as required. The online version will not display full articles, just a brief description of what the article is about and a “read more” link which will take the reader to the full article on the website. The print version will show the whole article. The advantage of the online article is that it allows users to browse an overview of the content and select what they want to read more about. The advantage of the print version is that you do not need to create a separate version for those people that are not able to view online or if you want to have a printed version to distribute.

You do not need to fill in the URL field, this will be automatically created.

Once you have made the mandatory selections click Save and Publish and you will be presented with your newsletter template.

Step Four – Using Web Parts to build your newsletter

Newsletter web parts work the same way as the web parts in a web page.

The following is a brief run-through of how they work and a table detailing the function of each web part.

Web parts are used to manage the content of your newsletter. We would advise taking some time to familiarise yourself with the web parts to get the best results.

To add a web part, right click in the main newsletter template window when in preview mode and select Edit Web Parts.

The newsletter page is split into two columns, the smaller column has fewer web part options. The column widths are not fixed, they can be altered by increasing the widths of images within web parts.

Use the drop down menus to select what kind of item you would like to create

Once you have created web parts you can drag and drop them to change the order they appear on the newsletter.

Different Web Parts

Web Part Type Available Column

Web Part Description

Banner Link Both Displays an image which contains a hidden link to a webpage. Users click on the image to follow the link.

Featured Article Both Links to a page on your website which is presented as an article. You can add an image to a Featured Article and change its height, width and alignment.

Featured Articles Left Column Contains up to 3 links to articles with a short introduction on the article and an image. Images cannot be edited in this web part.

Image Gallery Left Column Links to a gallery or album in your website. You can select how many images you wish to display and give the gallery a title.

News List Both Displays news items from your website. Again you can select the number of news items to display.

Quick links Both Displays images and text. The text contains a hidden hyper link to a webpage.

Divider Both Creates space between web parts. You can alter the height and the colour of the divider. Colour codes can be found in the html editor web part under “more colours” and “select text colours”. Click on a colour and the code appears in the bottom right colour. Alternatively you can download a colour palette with the correct hexadecimal codes from the internet by searching on Google for “Hex Colour Codes”. I find this one quite useful http://html-color-codes.com/ . Enter the code in the Colour Code field.

Events List Both Displays a list of calendar events by date with a “read more” link.

Select “link to events root” this must a container (containers have [] brackets around their title). This should be the container that houses your calendar events – called [Calendar Events].

Select “Link to calendar events page” This should be a folder within your calendar events page.

You can manage which events are displayed by editing the date range and selecting event categories. You can select the category of an event under the categories tab in the edit tab.

Page Both Displays a link to a page on your website

Page List Both Displays links to pages on your website

Print Page Breaker Both Creates a page break which forces the printer to advance to the next page.

Spacer Both Creates space between web parts, you cannot change the colour of a spacer.

HTML Editor Both This is a free text area where you can add any text based content you wish. You can use html code to edit text as you wish.

As you work please note the yellow warning “Web part changes are not saved” message. To save your work right click in the main window and select save or save and publish. Make sure to do this regularly.

To view your newsletter as the public will see it, copy the url from the content tab when in edit mode and paste into a browser window.

As you build and save and publish your newsletter, you can refresh the browser to see how the newsletter looks.

A basic example of an eNewsletter with various web parts:

News List

Events List

Featured Articles

Header

Step Six – Distributing your newsletter

To use the new eNewsletter Pro system you will need a Login name and Password. If you have not

already asked SitEducate to set this up for you please contact any of the following people:

Kath Barker k.barker@siteducate.com

Shehan Navaratne s.navaratne@ares.com.au

Thant Zin Myint Thant@ares.com.au

Once you have created your newsletter you can use the

eNewsletter Pro system to distribute either in PDF or

HTML format. eNewsletter Pro can also manage your

subscriber lists and create an opt in (subscribe)/opt out

(unsubscribe) form that can be hosted on your website.

The form will look something like this.

To log in to the eNewsletter Pro system go to

http://newsletter.siteducate.com/ .

You will come to the login screen, click on the

User Console option which will take you to the

Login and Password screen:

Enter your User Name and Password and login. You will then be directed to the main System

Summary Support screen, this is where you manage all your newsletter distribution, subscriber lists,

reports and users.

1. Managing Your Users

eNewsletter Pro enables you to create sub users within your account. These sub users can be

limited in the tasks they can perform. This can be useful for creating accounts for viewing reports or

for managing subscriber lists.

Under the Users Menu, you have two choices – View All/Edit and Add

New User.

Use the View All/Edit to manage existing users or if you want to create a new user based on an

existing user which copies all the existing access rights you can use the copy function.

Use the Add New User to create a new user with new access rights. The fields in the User screens

are relatively self-explanatory, for example, which newsletter lists the user can access, which, if any

reports they will receive, ability to manage subscribers and send newsletters.

2. Managing Your Subscribers

All recipients or email addresses are entered into the system as subscribers. Subscribers can be

added manually, one by one or in bulk, imported from an ODBC compliant database, CSV file, copy

and pasted or added though subscription forms on your web site.

i. Adding a Single Subscriber

Use this option to create a new subscriber. Field definitions are as follows:

Subscriber Type: Choose whether to automatically add them as a subscriber without sending

an email confirmation, or to add them as a pending subscriber and require their consent to

opt in through an email opt in confirmation or invitation.

Name: Enter an optional name of the subscriber.

Email: Enter the email address of the subscriber. You cannot insert a duplicate email

address, if this email address already exists you will be prompted to edit the existing

subscriber

Delivery Format: Select the format for the subscriber newsletters.

Subscriber Lists: Select on or more lists to subscribe to.

Password: Enter a password that the subscriber can use to modify their subscriptions

(optional).

Never Delete this address based on bounces: If you are using the option under preferences

to automatically delete email addresses after a bounce threshold, this option allows you to

override that setting for specific subscribers. This will prevent the address being deleted

even if the threshold is exceeded.

Hard Bounces: Specifies the number of times the subscribers address has bounced as a hard

bounce. This field can be modified to reset the bounces for an individual subscriber back to

zero. Hard bounces are typically more indicative of a bad address than soft bounces.

Soft Bounces: Specifies the number of times this address has bounced as a soft bounce.

What are Bounces?

Every email must successfully jump through many hoops to reach its intended destination. If the process fails at any point before the message is transmitted, your mail system will know that it hasn't completed its task -- and can immediately count that delivery attempt as a failure. We call this a hard bounce, because we know it immediately and incontrovertibly. Transmission failed. That's all there is to it.

As with everything else on the Internet, delivery is not that simple. Sometimes, all the steps above can be completed successfully, including transmitting the message to the server -- and the mail can still bounce. How? Some mail servers are set up to receive email without checking whether the intended recipient exists or is authorized to receive mail. The mail server takes in the message and stores it for further analysis.

From your delivery system's perspective, this appears to be successful delivery. After all, you transmitted the message, got your "success" handshake from the server, and disconnected. But when the recipient mail server does its further analysis -- that is to say, checks to see if that user really exists or has enough disk space allowed, it may find your message unworthy. It may reject your message and send it back to your mail delivery system. This type of bounce is a soft bounce. When your system receives these rejected messages, it should mark that delivery attempt as a failure and remember the user bounced.

ii. Adding Bulk Subscribers

Use this option to submit a list of subscribers. For example, you may have an Access database containing a list of email addresses. You can copy and paste these addresses into the Email List field and submit them all at once.

This Add Bulk option can only import Email Addresses and Name fields. To import additional fields, use the Import Option.

Note: The Add Bulk option can only support about 2000 addresses. The limit will vary by browser. Use the Import option to import larger lists.

Field definitions are as follows:

List Separator: Enter the list separator. For example, if the email addresses are separated by commas, select "Comma". If copying a column of data from Access the list separator will be a "Carriage Return".

Email List: Paste the list of email addresses into this field.

List Includes Name Field: Check this option if the data you are importing contains a name field.

Name Field Separator: If importing names, specify the Format of the data.

Format: Select the format for the subscribers newsletters.

Subscriber Lists: Select one or more lists to which the new subscribers will subscribe. Use the CTRL or Shift key to make multiple selections.

Filter imported subscribers against Opt-Out List: Check this option to automatically filter any new subscribers who may already be on the opt-out list.

Suppress Against Other Newsletter Lists: Check this option to not import people if they already belong to a specific Newsletter List.

Suppress Against Specific Domains: Choose this option to not import people if they belong to a domain suppression list that you have defined under Subscribers-Domain Suppression Lists.

Note: Be patient if submitting a large number of email addresses. If inserting 1000 email addresses it may take 10 seconds or so to complete the operation.

iii. Add Bulk Pending Subscribers

Use this option to add a bulk list of pending subscribers and to email an invitation or opt-in confirmation. You can copy and paste these addresses into the Email List field and submit them all at once.

This Add Bulk Pending option can only import Email Addresses and Name fields. To import additional fields, use the Import Pending Option.

Note: The amount of addresses that can be imported will vary by browser. Use the Import option to import larger lists.

Field definitions are as follows:

List Separator: Enter the list separator. For example, if the email addresses are separated by commas, select "Comma". If copying a column of data from Access the list separator will be a "Carriage Return".

Email List: Paste the list of email addresses into this field.

List Includes Name Field: Check this option if the data you are importing contains the name field.

Name Field Separator: If importing names, specify the Format of the data.

Delivery Format: Select the format for the subscribers newsletters.

Email Confirmation Type: Choose whether to email the Opt-In Confirmation or Email Invitation Message.

Subscriber Lists: Select one or more lists to which the new subscribers will subscribe. Use the CTRL or Shift key to make multiple selections.

Filter imported subscribers against Opt-Out List: Check this option to automatically filter any new subscribers who may already be on the opt-out list.

Suppress Against Other Newsletter Lists: Check this option to not import people if they already belong to a specific Newsletter List.

Suppress Against Specific Domains: Choose this option to not import people if they belong to a domain suppression list that you have defined under Subscribers-Domain Suppression Lists.

Note: Be patient if submitting a large number of email addresses. If inserting 1000 email addresses it may take 10 seconds or so to complete the operation.

iv. Importing Subscribers

Use this option to import subscribers from an ODBC compliant database. You can upload and import data from files such as Excel, Access, text files, etc. You can also connect directly to an existing database such as Microsoft SQL Server database.

Begin by selecting the Import Method. Options Include:

Upload the Database To Import : Use this option to import a database from your local hard drive. Use the browse button to browse and find the file to import.

Connect Directly to the Database: Use this option to connect directly to a database. You will be prompted to enter the database connection string.

Once the import method has been determined, and a connection string entered or a database uploaded, you are then presented with a list of tables to import. Select the table containing your data. If you are importing data from multiple tables, you must first create a View or Query that combines the data and then the View or Query will show up in the list of tables. If importing from Excel, you must select which Sheet holds the data.

After selecting a table, you are presented with a list of fields in the database. You must now select the fields you will import and match your columns with those in eNewsletter Pro. The email address is the only mandatory field. For the name field you can select up to 3 fields in order to concatenate multiple fields into a single field. For example, if you database contains Salutation, First Name and Last Name you can concatenate them into "Salutation FirstName LastName".

Additional field definitions are shown below:

Recall Previous Settings: This option allows you to save the import settings so that they can be recalled for later use to save you the time of mapping the individual fields.

Subscription Format: Select the format for the subscribers newsletters.

Subscriber Lists: Select one or more lists to which the new subscribers will subscribe. Use the CTRL or Shift key to make multiple selections.

Update demographic fields if subscriber already exists: Check this box to update the users name and demographic data if they already exist. Only the fields being imported will be updated.

Update Name and Password if subscriber already exists: Choose this option to update the name and password if the subscriber already exists.

Convert Name fields to Proper Case: Check this box to convert all names to proper case. For example john doe would be converted to John Doe.

Update Delivery Format if subscriber already exists: Choose this option to update the Delivery Format if the subscriber already exists.

Filter imported subscribers against Opt-Out List: Check this option to automatically filter any new subscribers who may already be on the opt-out list.

Suppress Against Other Newsletter Lists: Check this option to not import people if they already belong to a specific Newsletter List.

Suppress Against Specific Domains: Choose this option to not import people if they belong to a domain suppression list that you have defined under Subscribers-Domain Suppression Lists.

Display Import Results in Excel Spread Sheet Once Import Completes: Chose this option to keep a copy of the import results in an Excel XML file.

Click Perform Import to complete the import process. A progress bar will indicate the progress of the importation.

v. Import Pending Subscribers

Use this option to import PENDING subscribers from an ODBC compliant database. You can upload and import data from files such as Excel, Access, text files, etc. You can also connect directly to an existing database such as Microsoft SQL Server database.

The subscribers that are imported will be emailed an invitation message inviting them to join your newsletter. They will not be subscribed until they click the link to accept the invitation.

Begin by selecting the Import Method. Options Include:

Upload the Database To Import: Use this option to import a database from your local hard drive. Use the browse button to browse and find the file to import.

Connect Directly to the Database: Use this option to connect directly to a database. You will be prompted to enter the database connection string.

Once the import method has been determined, and a connection string entered or a database uploaded, you are then presented with a list of tables to import. Select the table containing your data. If you are importing data from multiple tables, you must first create a View or Query that combines the data and then the View or Query will show up in the list of tables. If importing from Excel, you must select which Sheet holds the data.

After selecting a table, you are presented with a list of fields in the database. You must now select the fields you will import and match your columns with those in eNewsletter Pro. The email address is the only mandatory field. For the name field you can select up to 3 fields in order to concatenate multiple fields into a single field. For example, if you database contains Salutation, First Name and Last Name you can concatenate them into "Salutation FirstName LastName".

Additional field definitions are shown below:

Recall Previous Settings: This option allows you to save the import settings so that they can be recalled for later use to save you the time of mapping the individual fields.

Subscription Format: Select the format for the subscribers newsletters.

Subscriber Lists: Select one or more lists to which the new subscribers will subscribe. Use the CTRL or Shift key to make multiple selections.

Check this box to NOT import subscribers who already exist as subscribers on any list: By checking this option, any subscriber already in the database will be ignored.

Check this box to NOT import addresses that are currently pending subscribers: If an address is currently a pending subscriber they will not be re-imported if this option is checked.

Check this box to NOT import people who are on the opt out list: Choose this option to ignore people on the opt out list. This option is highly recommended.

Convert Name fields to Proper Case: Check this box to convert all names to proper case. For example john doe would be converted to John Doe.

Display Import Results in Excel Spread Sheet Once Import Completes: Chose this option to keep a copy of the import results in an Excel XML file.

From Name/From Email: Enter the name and email from which this invitation will originate.

Email Invitation Subject: Enter the subject of the invitation email.

Email Invitation Message: Enter the invitation message. This can only be in TEXT format.

Click Perform Import to complete the import process. A progress bar will indicate the progress of the importation. As each subscriber is imported they are emailed an invitation message. All subscribers will appear as Pending Subscribers until they click the link and accept the invitation.

vi. Remove Bulk

Use this option to remove a list of subscribers. For example, you may have an Access database containing a list of email addresses. You can copy and paste these addresses into the Email List field and submit them all at once. Field definitions are as follows:

List Separator: Enter the list separator. For example, if the email addresses are separated by commas, select "Comma". If copying a column of data from Access the list separator will be a "Carriage Return".

Email List: Paste the list of email addresses into this field.

Remove From: Select which list to remove this person from. If selecting All Lists, the person is deleted from the system. If selecting a specific list, the subscriber's subscriptions are updated but they are NOT deleted from the system.

Log Addresses in Opt-Out List: Check this option to log the email addresses to the opt-out list. All addresses that are removed will now be added to the opt-out list and will appear with a reason of "Bulk Removal". If All Lists are selected, the person will be opted-out of all lists otherwise they are removed only from the specific list.

vii. View All

Click this link to view a listing of all subscribers. Once the list appears you can edit an individual subscribers by clicking the edit link. To delete a subscriber from the list, click the delete link. Note that you can sort the list at any time by clicking the column header. Click a second time to sort in the opposite direction. Use the filter option to view subscribers on specific lists or to search for a specific subscriber.

When searching you can use wild card characters. For example %yahoo.com will return all email addresses ending in yahoo.com

You can also search by SubscriberID by simply entering a numeric value.

3. Managing Your Newsletter Lists

Newsletter Lists define the topics of interest that your subscribers can subscribe to. Newsletter lists can be public or private so that "Private" lists can be used for internal purposes. For example, a private list might be used for sending to company employees or for testing purposes.

The system supports an unlimited number of Newsletter Lists. Each user account can have any number of newsletter lists.

i. Add New

Use this option to create a new newsletter mailing list (Newsletter List). Field definitions are as follows:

Name: Enter a brief name for your newsletter list. For example, “Whole School Newsletter 25th Sep 2011”. This field can contain up to 150 characters.

Description: Enter an optional description for the newsletter list (up to 255 characters). This description will be displayed to members when they login and manage their subscriptions. If you wish to turn off the display of this description, visit the preferences section.

Users with Access to this List: If you are logged in as the site administrator you can assign this list to one or more sub users. If you have not defined any users from the menu "Users" then this option does not appear.

Frequency: Select the frequency that you will distribute your newsletter. This field is for information purposes only.

Public/Private: If set to Public, this list is available to all members when managing their subscriptions via the Members Login. If set to Private, this list is not available to subscribers. This is useful for internal mailing lists. Semi-private lists are those that a subscriber can see only if they are subscribed to that list. For example, when a subscriber goes to update their subscriptions, if they do not belong to the list marked as semi-private the list is not displayed, if they do belong it is displayed so they have the option to remove themselves.

Auto-Response: If you would like to automatically email your subscribers a newsletter just after opting in, use this option. You can email the most recent newsletter under a list or you can email a specific newsletter by selecting it from the list. This feature is most often used to automatically email the most recent newsletter after the user has completed the opt-in process.

Default From Name: Enter the default name that will appear as the FROM name for all newsletters in this list.

Default From Email: Enter the email from which all newsletters in this list will appear to come from.

Default Reply To Email Address: Enter the email address that replies are sent to when a subscriber clicks the reply button on their email client after having opened the newsletter.

Character Set: If your newsletter uses special characters, you must define the Character Set so that the newsletter is properly encoded before distribution. The default Character Set is US-ASCII. If you speak a Western European language choose the ISO8859-1 character set. It's a superset of US-ASCII, and it also supports other Western European languages.

Click here for a list of common character sets .

Supported formats: Select the formats for your newsletter. Only select the formats you plan on distributing so that users cannot sign up for a format that will not be distributed. The AOL Text format is reserved for AOL users so that you can send them a text based newsletter where the links are properly formatted to work with AOL. For more information on the AOL email format, please visit our web site.

Custom Opt-In/Opt-Out Messages: Choose this option if you wish to define custom opt-in and opt-out messages specific to this newsletter list. If you do not choose this option then the defaults specified under the preferences are used.

ii. View All/Edit

Click this link to view a listing of all Newsletter lists. Once the list appears you can edit an individual newsletter list by clicking the Edit link. To delete a newsletter list from the system, click the delete link. Note that you can sort the list at any time by clicking any of the column headers. Click a second time to sort in the opposite direction.

iii. Creating an Opt In/Opt Out Form

Use this option to create an opt-in or opt-out form to be placed on your web site.

Note: The form needs to be placed on your website by the SitEducate developers. Once you have created your form you can email us to let us know that it is ready to be added to the website and which page you wanted it to appear on. Alternatively, we can create the form for you if you would like to email us the details that you want to appear on it.

NB. If you create any new Newsletter Lists, your form will have to be updated to add these as opt in options.

Newsletter List(s): Start by selecting one or more Newsletter Lists. To select multiple newsletter lists, use the CTRL or shift key.

Require Double Entry of Email Address: Choose this option to require the subscriber to enter their email address twice to try and avoid typing mistakes.

Include Newsletter List Description: Check this option to include the Newsletter List description on the opt-in form.

Include Link for existing members to manage subscriptions: By checking this option the bottom of the form will include a hyperlink for existing members to login and manage their subscriptions.

Text for Link: If using the above option, enter the text to use for the hyperlink. For example, "Existing members, login here".

Include Name Field: If you would like to request the subscribers name, then click the "Include Name Field" option.

Make the name field required: Choose this option to make the name field a required field on the opt-in form.

Include Salutation: Check this option to include a salutation drop-down menu on the opt-in form.

Subscriber Password: Select what method to use for defining a subscriber password. A password is used in the event that a subscriber wishes to login and update their information or subscriptions. Note that when using dynamic links in your email message such as ##OptOutURL## the subscriber is automatically logged in and does not need a password.

Optional Demographic Fields: If collecting demographic fields, choose which fields to include on the form. Private fields can also be included so that the subscriber is assigned the default value for the private field. These fields are placed in the form as hidden fields and are not visible on the form.

List Display Format: Select the Newsletter List display format for your form. Supported formats include Check Boxes, Radio Buttons, and a Drop-Down menu. If choosing Radio Buttons, only one list can be selected.

Include JavaScript Error Check on Email: Check this option to include a browser-side JavaScript error check on the email field.

Include CAPTCHA verification: This option is used to include a CAPTCHA image to verify the user is not a bot or other automated form submission.

Hide Delivery Format: Check this option to hide the delivery format and default it to HTML. This places the delivery format in the form as a hidden field. It will look like:

<input type="hidden" name="DeliveryFormat" value="HTML">

You can change the format to TEXT or AOL by editing the hidden form field.

Do not require Opt-In Confirmation: If you do not want to use the "Confirmed Opt-In" method, check this option. Upon completing the form the person is automatically subscribed and they will not be sent the opt-in notification. The ramifications of this method are that a subscriber could technically subscribe someone else maliciously.

If the above option is checked, then these additional options become available:

Update Subscriptions if subscriber already exists :Check this option so that eNewsletter Pro can simply update a subscriber if they already exist. If you don't check this option and they attempt so subscribe and already exist, they are presented with a message of "Sorry you are already a subscriber, click here to login and update your subscriptions". If this option is checked, they subscriptions are automatically updated.

Update Demographics if subscriber already exists: This will update any of the 25 optional demographic fields in the event that the subscriber already exists.

Redirect to Custom URL after Submission: Use this option to redirect to your own custom URL after the form is submitted.

Do not send "Successful Opt-In Message": Check this option to avoid sending the final message which is normally sent after successfully opting-in.

Last, click the Create Form button and the form is created. The program will now display the HTML code that can be displayed on any page in your web site. Let us know at SitEducate when this form has been created and where you want it to be posted on your website.

Opt-Out Form for All Lists: This option creates a simple opt-out form. Subscribers enter only their email address to opt out. This will opt them out from all newsletters and place them on the Opt-Out list. To simply drop their subscriptions without deleting the subscriber, change the hidden form field called LogAddress to OFF. The form also includes a field where subscribers can enter the reason why they are opting out. If you wish to remove this field, just edit the form and remove the field before asking us to place it on your web site.

Opt-Out Form for Single List: Choose this option to create an opt-out form that will opt subscribers out of a single list.

Note: To fix the choices of Opt Out Reasons, edit the field called "Opt Out Reasons" in the preferences area.

iv. Subscriber List Builder

The subscriber list builder tool is used to place subscribers on a list by querying your existing database of subscribers. Criteria available include:

Existing Lists

Demographics

Join Date

Account Update Date

Views/clicks

Bounces

Delivery Format

Salutation

Suppression against other lists

Suppression against specific domains

Opt In Method

List Splitting

4. Sending Your Newsletter

Any content you will email your subscribers is defined as a Newsletter. Although we define

the content as Newsletters, it could be any type of email content.

i. Add New/Edit

Use this option to prepare a new newsletter for sending. Field definitions are as follows:

Newsletter Description or Campaign Name: Enter the name or topic of the newsletter.

Email Subject: Enter the subject to be used when sending the to your subscribers. For example, "School Newsletter Issue 5 25th Sep 2011” You will have the option to override/modify the subject when sending the newsletter.

Newsletter List: Select the Newsletter List which this newsletter is assigned to.

Display in Public Archive: Check this option to make the newsletter available for display in the public archive. To display an archive of all newsletters under a specific list, click Newsletter Lists then Display Code in order to obtain the JavaScript snippet used to display the archive. Only newsletters with a status of "Archived" will be displayed.

HTML Newsletter Information

Track Views/Open Rates: Check this box to have eNewsletter Pro automatically insert code to track the number of times the newsletter was viewed or opened. eNewsletter Pro will then track the total number of times the newsletter was opened or viewed. To view the total number of times a newsletter was viewed you can use the History option under Reports. If you are tracking the views for individual subscribers (by enabling "Support Stats tracking on Individual Subscribers" in the preferences), you can view the total unique views by accessing the Executive report under Reports. eNewsletter Pro tracks views using a hidden 1X1 pixel image near the end of the newsletter.

Note: If you would like to track views and clicks specific to each user you must turn on the option called "Support Stats tracking on Individual Subscribers" in the preferences.

Track Clicks on Each Link: Check this option to track the total number of clicks on all links. Please see the note above regarding tracking clicks on individual links for individual subscribers. To view the total number of clicks on all links in a newsletter, click History under Reports. To report on the most effective links, choose Views/Clicks under Reports. By checking this option, eNewsletter Pro automatically adds the ##TrackClick## syntax in front of each link.

Edit In Advanced WYSIWYG Editor /Edit In Simple WYSIWYG Editor: Use this button to open the newsletter in the WYSIWYG editor. The advanced editor works in most common browsers while the simple editor works on IE for Windows. The default advanced editor is the Telerik RadEditor. The older Cutesoft editor used in previous versions is available by choosing it under preferences.

This area can also be used to type a message that will be put into the body of the email, you can do this by just clicking in the large white box area and typing your message.

If you are only sending your newsletter in PDF format (i.e. you are wanting to attach a PDF to an email for sending) just click on the Upload/View button after the File Attachments field.

Then choose Upload a Graphic File, Browse your computer for the file, double click on it to add it and then click the Perform Upload button. Once the upload is complete click on the Select Image and Close Window

button. You will be returned to the above screen and you will be able to see the name of the uploaded document in the File Attachments window.

When you have completed all the steps click on the Add New Newsletter button at the bottom of the page. The newsletter is then added to the Drafts page ready for sending.

ii. Import From Page

Use this option to import an HTML web page. You can also import a local file (e.g. PDF) on your hard-drive. When importing from a web page, eNewsletter Pro will attempt to fix all virtual links. Relative links with ../ cannot be corrected.

These options import the page into the body of the email as opposed to sending as an attachment.

iii. Sending Your Newsletter

Click on the View Drafts Option under the Newsletters Menu. This will give you a list of all newsletters that have been created but not yet sent.

Click on the Send Newsletter option at the end of the newsletter you are wanting to send.

Choose the Subscriber List that the newsletter is to be sent to, it will show the number of subscribers in () after the name.

You can limit who of the subscribers in that list the newsletter will be sent to using the drop down choices under Recipients.

Type in the Subject of the Email, a Campaign Name that can be used for reporting purposes after the newsletter has been distributed, the From email address, Reply to Email address, From Name and an email address for any Bounce notifications to be sent to.

Set the Send Date and Time – NB If you want the newsletter to start sending immediately don’t change the date and don’t use ASAP for the time, rather put in a time 5 minutes from the current time – it seems to queue for longer if you use the ASAP rather than sending at a specific time. Alternatively if you want to send the newsletter on a specific day and time set those parameters.

Click Send Newsletter

Once your newsletter has been sent it will be added to the Archive List and can be viewed by choosing View Archived from the Newsletter menu option. Until it has been sent it can be viewed in the View Queue option under the Newsletter Menu choice.

5. Reporting

The reporting area displays important metrics of all previously sent newsletters. eNewsletter Pro tracks the following statistics:

Views/Open Rates down to the individual subscriber

Clicks on each Link which can also be shown for individual subscribers

View subscribers who did not view a newsletter or click any links

Total newsletters sent in HTML, Text, and AOL formats

Total number of bounces

Bounces by domain

Conversion/ROI Statistics

i. Campaign Send History

Use the send history link to view a history of all newsletters that have been emailed to subscribers. Most recent mailings always appear first. You can sort the history list by Newsletter, Date Sent, Number of Subscribers, number of messages successfully delivered, Number of clicks, and Number of Views, and number of bounces. Clicks and Views are only available if you checked the two options in the Send New Newsletter screen.

ii. Executive Report

The executive report displays a concise report for a specific newsletter campaign. Parameters displayed include:

Newsletter Name: The name of the newsletter that was sent.

Email Subject: The subject of the newsletter that was sent. Typically this is the same as the Newsletter Name but could vary.

Number Sent: Total number of email messages sent out in the campaign.

Number Sent in HTML, Text, and AOL Format

Bounce Email Address: The email address that was used for bounces.

Hard/Soft bounces: Total number of hard and soft bounces.

Total Number Of Bounces: Total number of email messages that bounced.

Bounce Percentage: Percentage of messages that bounced. (Number Sent/Number of Bounces)*100

Total Conversions: If you have enabled conversion tracking and utilized the conversion tracking code, this number will reflect the total number of conversions.

Conversion Revenue: If tracking conversions and passing the amount of each conversion then this will reflect the total revenue from the conversions.

Overall Totals (These totals do not take into account unique views/clicks)

Total Views: Total number of times your newsletter was viewed. Note that if the same person viewed the newsletter 5 times, that produces a total views of 5. Unique views can be viewed in the Unique Totals section

Total Clicks: Total number of clicks among all links in which you have enabled click tracking (Using ##TrackClick##). Because you may have multiple links in a message this number could potentially be higher than the number of views.

Click Rate: Represents Total Clicks/Total Views.

Open Rate based on Number Sent: Represents Total Views/Number Sent.

Open Rate Excluding Bounces: Represents (Total Views/(Number Sent-Bounces)). Note that bounces have been removed.

Total Clicks By Link: Lists all links for which you are tracking clicks and the total number of times each link was clicked along with the click through rate (relative to total views).

Unique Totals (Represents unique views and clicks)

Unique Views: Lists the total unique times a newsletter was viewed. If someone viewed the newsletter 5 times that counts as one unique view.

Unique Open Rate Based on Number Sent: Represents Unique Views/Number Sent.

Unique Open Rate Excluding Bounces: Represents (Unique Views/(Number Sent-Bounces)). Note that bounces are removed in this figure.

Unique Clicks (All Links): Total number of unique clicks among all links being tracked.

Unique Click Rate (All Links): Represents Unique Clicks/Unique Views.

Unique Clicks (1 Click per subscriber) -- Represents total unique subscribers who clicked at least one time.

Unique Click Rate (1 Click per subscriber) -- Represents the percentage of unique subscribers who clicked one or more links.

Unique Clicks By Link: Represents the number of unique clicks on each link as well as the click through rate.