Email Marketing How-to

This guide is intended for Harris admins who have already completed a training session on the email marketing tool. We have done our best to come up with how-tos, tips and tricks and work-arounds to make sending an email as easy and convenient as possible. If there is something you would like to see added to our guide, please leave a comment below.

Training Manual Navigation

Our guide is broken up into 6 major categories that mimic the process of sending an email in the Harris Connect email marketing tool.

Lists

Who do you want to communicate with? The Lists tab will show you the different types of contact lists available for you to use in the email marketing tool.

Content

What do you want your message to say? How will it look? The Content tab will walk you through all the steps it takes to create the look and feel of your email.

Address-Assemble

Putting all the pieces together. The Address-Assemble tab will teach you how to put the final touches on your communication, including adding a subject line and setting who the email appears to be coming from.

Send-Schedule

Getting your email out the door. The Send-Schedule tab will help you through the final step of sending your email.

Reporting

How did your email perform? The Reporting tab will give you a general look at all the reports available at your disposal as well as what the heck they mean!

Logging in

Logging in

To use the Email Marketing tool, you must first have access to the Harris Connect portal. Log in to your Harris administrator account using the username and password provided by your campus manager.

Forgot your username?

It will start with a 1 if you work on the Boulder campus, 2 for Anschutz, 3 for Downtown, 4 for UCCS and 9 for CUF and end with your initials (i.e. 4businessXX). If that still doesn’t jog your memory, contact your campus manager.

Forgot your password?

Contact your campus manager.

 Create and Manage Lists

 

Overview

Once you are logged in to your administrator account, hover your mouse over Email Marketing in the top navigation and select Create/Manage Email Recipient List.

Here is what you will see when you first land on the Create/Manage Lists tab.

  • You should only see the lists that you or your campus manager create in your account.
  • Your eComm username will show up in the List owner column.
  • The List type column tells you what kind of  list you have. The eComm tool supports database queries, ID lists and email lists.
  • The Last updated column tells you when you last modified your list.
  • The Archive status column tells you whether your list is Active or Archived. TIP: If you begin to create a lot of lists, you can Archive list. To do this, click on the Archive list link in the Archive status column. When you do this, your lists will be moved to your archive. You can always access them by selecting Archived lists option from the Display drop down menu. 
  • The List count column allows you to calculate the number of people in your list. To calculate the number of records that are tied to your list, click the Calculate link. If you see a zero in the list count column, that means something is incorrect. NOTE: This count captures a total head count, not the total  number of emailable people. Later on in the Address & Assemble tab, we will be able to calculate the same list, but that list count will remove records that do not have email addresses and that have opted out of receiving emails.
  • The List count column also allows you to display your list. NOTE: If you have a large list, this may take a looong time to generate.
  • The Action column allows you to Edit, Duplicate or Delete your list. You are only able to Edit or Duplicate a query. All other list types (ID and email) will need to be reuploaded if changes need to be made. TIP: Don’t edit your query. If you require additional queries, contact your campus manager and he/she can build them for you or show you how to do it yourself .

Querying the Database

As your account is being created by your campus manager, he/she will work with you to develop a query to capture all your department’s alumni as well as any additional segmented alumni lists you may need. A query in the Harris tool is a living, breathing contact list. For example, as students graduate, they are added to the alumni list automatically. When an alum updates his email address, the new address is reflected in your query. All the work is done for you.

Queries are built using a number of different criteria from the CU database. Most commonly used queries involve one or some of the following criteria:

  • Degree – class year, major,  degree level and/or school/college
  • Address – city, state, zip or geographic region
  • Misc – student activities, alumni activities or memberships

Uploading ID Lists

To communicate with your donor population, you must obtain an ID list from the CU Foundation (more commonly referred to as an EID list).

ID lists are a great alternative to queries. When sending to a list of ID numbers, Harris is smart enough to know that ID number 0000001234 is John Smith who graduated in 2007 with a bachelor’s degree in business administration. As a result, all the fun personalization that can be done with a query can be done with an ID list, such as addressing John (Dear John) or mentioning the school he graduated from in the email.

The only drawback is that an ID list will need to be reuploaded if additional people need to be added to or removed from the list.

Obtaining an ID list from CU Advancement 

  1. Email report.request@cufund.org with a detailed description of the list you need pulled (ex: Leeds College of Business donors (non-alums) living within 60 miles of San Francisco). NOTE: Allow 2 weeks for the report to be pulled.
  2. For those of you who pull your own reports out of the Advance database, follow your usual steps to obtain a alumni/donor list.

Formatting your ID list

1. Open the report in Microsoft Excel
2. Locate the ID_NUMBER column

Are the ID numbers 10 digits (0000123456)?
If no, follow these steps:
a) Highlight ID_NUMBER column
b) Right click in the column and select Format Cells…
c) Under Category, select Custom
d) Under Type, select the 0 (zero) in the list provide
e) Once selected, in the text box directly under Type, enter 10 zeros (0000000000)
f) Click OK

3. Delete all columns except the ID_NUMBER column
4. Remove all headers by deleting the first row
5. Click File
6. Click Save As
7. Type the desired name of your list into the File name text field
8. In the Save as type drop down menu, select Text (Tab delimited)
9. Click Save

Uploading your ID list into Harris

  1. Under Email Marketing, click Create/Manage Email Recipient List in the top navigation bar
  2. Click the yellow Upload a recipient list button. The Upload a list of IDs page displays by default
  3. Enter a list name
  4. Click the Choose File button to search for the text file of ID numbers you just saved
  5. Click Begin upload

Uploading Email List

Email lists provide you with an opportunity to reach audiences that are beyond the scope of the CU database. However, email lists come with a number of different drawbacks that you should be aware of. For starters, email lists uploaded into Harris are static. Any changes or additions that need to be made require the list to be reuploaded. The Harris tool is not smart enough to tie an email address to a record in the database. Lastly, you are only able to include email, first name and last name in your list upload. You are unfortunately not able to include additional fields of information that you make keep track of in your spreadsheet. Those additional columns will need to be removed before uploading your list into Harris. Because of this limitation, personalizing an email can only be done using first and last name (if you have that information included in your list).

Formatting your email list

  1. Create/open your list in Microsoft Excel
  2. Move the column containing email addresses to column A
  3. Optional: If your list contains name information, place first names in column B and last names in column C
  4. Delete all additional columns except the email address column (and name columns if applicable)
  5. Remove header row and any additional empty rows
  6. Click File
  7. Click Save As
  8. Type the desired name of your list into the File name text field
  9. In the Save as type drop down menu, select Text (Tab delimited)
  10. Click Save

Uploading your email list into Harris

  1. Under Email Marketing, click Create/Manage Email Recipient List in the top navigation bar
  2. Click the yellow Upload a recipient list button. The Upload a list of IDs page displays by default. Select the Upload a list of email addresses tab.
  3. Enter a list name
  4. Click the Choose File button to search for the text file of email addresses you just saved
  5. Click Begin upload

Create Test List

Tests lists allow you to send a mockup version of your email to friends, coworkers and/or yourself before it goes live to the masses. Test emails are helpful for you to not only proofread your text but also see how images and other layout/design elements will display in different email providers (Gmail, Yahoo, Hotmail).

As your account is being created, your campus manager will work with you to have tests lists created and ready to go after your training. However, there are times when these lists need to change or be modified.

Option 1: Use IDs to create a test list

Pros: This is the preferred method of sending test emails. All data tags will work.

Cons: The test list can only include people who have a record in the CU database (students, faculty, staff, alumni, donors and parents).

Work around: Ask your campus manager to create a faux-record for additional people or email addresses that are not in the CU database. 

Finding an ID number

  1. Under User Management, click View/Modify/Register User in the top navigation bar
  2. Search for a coworker by utilizing the First Name and Last Name fields
  3. Click the Search button when finished
    1. If your search results display, “No user results found for this search” contact your campus manager.
    2. If your search results locate who you were looking for, copy the record’s Client ID number
  4. Temporarily use a blank text document to paste all the Client IDs needed for your test list

Building your ID test list in Harris

  1. Under Email Marketing, click Create/Manage Email Recipient List in the top navigation bar
  2. Click the yellow Create a recipient list button. The Standard Query Builder page displays by default. Select the Advanced Query Builder tab.
  3. Enter a list name
  4. Check the Mark this list as a test list checkbox
  5. Under the Enter your search criteria section header, select Personal from the second dropdown menu from the left. Once selected, ID Number will be the default selection in the third dropdown menu (which is exactly what we want).
  6. Go back to the text document and copy your first ID number
  7. In the text box field, paste in the ID number you just copied. Enter only one ID number in the box.
  8. If you have multiple ID numbers, click the Add button on the right hand side.
  9. Change the “and” on the right hand side of the first row to an “or”
  10. Repeat steps 5 and 6
  11. If you have additional IDs, continue adding additional rows, always making sure all and’s are changed to or’s
  12. When finished, click the Save list button

Option 2: Upload a list of test email addresses

Pros: Quick and easy.

Cons: You will receive an error if you try to send a test email and you have a data tag referring to the database in your email message. Unsubscribe and open count data tags will work fine.

Work around: Temporarily remove the data tag element from your email message. Save your content. Send the test. Add the data tag back to your content when you are finished with your testing.

Formatting your email test list

  1. Create/open your list in Microsoft Excel
  2. Move the column containing email addresses to column A
  3. Optional: If your list contains name information, place first names in column B and last names in column C
  4. Delete all additional columns except the email addresses column (and name columns if applicable)
  5. Remove all headers by deleting the first row
  6. Click File
  7. Click Save As
  8. Type the desired name of your list into the File name text field
  9. In the Save as type drop down menu, select Text (Tab delimited)
  10. Click Save

Uploading your email test list into Harris

  1. Under Email Marketing, click Create/Manage Email Recipient List in the top navigation bar
  2. Click the yellow Upload a recipient list button. The Upload a list of IDs page displays by default. Select the Upload a list of email addresses tab.
  3. Enter a list name
  4. Click the Choose File button to search for the text file of ID numbers you just saved
  5. Check the Mark this lest as a test list checkbox
  6. Click Begin upload

Create and Manage Content

 

Overview

In the Email Marketing tool, click on the Create & Manage Content tab.

Your account will have pre-loaded email template(s) ready for you to use. Look for the content with the label TEMPLATE in the name. NOTE: These templates are consistent with CU brand standards. If you require a different template, review the email template page and contact your campus manager.

Create New Content

  1. Click Create & Manage Content tab
  2. Find the template in the Content Name column that you would like to work with. Templates are based on the type of email you plan to send (newsletter, event invite).
  3. In the Action column in your chosen template’s row, click Duplicate. You will be directed to a new page. Please make sure to duplicate a template each time you are creating a new email.  This allows you to make a mistake and always have the backup template to use if that is the case.
  4. At the top of the new page, make sure to name your email in the Name this content text box. Choose a name you will remember and that will be helpful for you (i.e. December Event Newsletter_12082011).
  5. Click the Save content button at the bottom of the screen.

Edit Content

Editing your text in Harris

  1. Edit the body of your email in the Harris editor by changing current text and updating copy to make it specific to your department/school. NOTE: The header and footer need to remain due to University of Colorado brand standards.  Anything in between can be modified.
  2. In the editor window, you can customize the existing text as well as insert hyperlinks, data tags, contact info, etc.
  3. Once all done with the HTML editing, click the Copy HTML to Text version button on the right of the screen.
  4. Visit the blue Text Version tab after doing this and edit the content in this tab to make it more user-friendly.  Anything you modify/delete in this tab will NOT affect the HTML Version tab.
  5. Save and save often. Click the Save Content button at the bottom of the screen throughout your editing process.
  6. As you make your updates/additions, click on the Preview HTML button to check your work.  This will open a new window.  Check your hyperlinks, photos, spelling etc.  Close this window once you’ve completed reviewing your work.

Editing your text in Microsoft Word

If you are inserting copy that was created in a Word document, there are some special instructions you will need to follow.

  1. Place your cursor within the Harris editor where you want your content to go
  2. Click the Paste from Word button in the editor toolbar. A new dialog box will open
  3. Copy the content from Word and paste it into the Paste from Word text box
  4. Check both Ignore Font Face definitions as well as Remove Styles definitions
  5. Click the OK button
  6. Follow the steps 3-6 from the Editing your text in Harris section above.

Important notes about content

  • Do not delete the unsubscribe link or the open count data tag at the bottom (footer) of your email.
  • Remember that content is always required on the Text-only content page.  If your email isn’t saving properly, check this component.

Add Image

Using Microsoft Office Picture Manager

  1. Open Microsoft Office Picture Manager
  2. You should see a list of folders that contains images on the left side of the window. Click on the folder that contains your image and you should see your image in the main part of the window.
  3. Double click on your image so that it fills the entire main part of the window. Then click on the Edit Pictures button located near the top center of the window.
  4. Along the right side of the window, about half way down, click on the Resize link.
  5. Along the right side of the window, type the new width for your image in the width box. As you type, you will notice that the program will calculate the proportionally correct height for your image and display this information further down the page. TIP: Email templates are designed to be 600px wide. Header images and other wide images you want to display the entire width of your email, save with a width of 600px.
  6. Click on the OK button after you have entered the new dimensions.
  7. Click on File in the menu bar at the top of the window.
  8. Click on Save As. This will allow you to save your new image with a different file name so that your original image with its original size is not lost.
  9. In the Save As window, type a new name of your resized image.
  10. Double check the save location and then click on Save button to save your new image.
  11. When you Quit or Exit the Picture Manager program, it may ask you if you want to save changes you made to your original image. Please click on NO so that your original image is not changed.
Using Adobe Photoshop
  1. Open Adobe Photoshop
  2. Click on File, then Open.
  3. Find the image file on your computer, select it and click the Open button.
  4. Click on File, then Save for Web & Devices. A pop up box will appear.
  5. Make sure JPEG is selected as the file type.
  6. The Quality dropdown menu should be set at 60.
  7. Under Image Size, select an appropriate width. Photoshop will keep your image in proportion so the height will change automatically. TIP: Email templates are designed to be 600px wide. Header images and other wide images you want to display the entire width of your email, save with a width of 600px.
  8. Click on the Save button after you have entered a new width.
  9. Find a location to save your new image file.
  10. Provide a web-friendly file name (no spaces in between the words).
  11. Click on Save button.
  12. When you Quit or Exit Photoshop, it may ask you if you want to save changes you made to your original image. Please click on NO so that your original image is not changed.

Inserting an image into your email

  1. Place your cursor within the Harris editor where you want your image to go.
  2. Click on the Open File Manager button (3rd grey button above the editor). A pop-up window will appear.
  3. Click on your campus and find your school, department or unit’s folder.
  4. Click the Upload Files button. NOTE: If asked, make sure to click “Run” or “Accept” when prompted by Java.
  5. Click the Browse button and locate your image. Once your image is located, click the Open button.
  6. Click the Upload button and the picture will be added to your folder.
  7. Click Continue.
  8. Once your image(s) are in your File Manager folder, click the Insert image into HTML link located to the right of your photo in your folder.  The photo you choose will be inserted where you left your cursor in step 1.

Editing your image in Harris

Now that your image has been added to your content, you may need to format it.

  1. Click the image (so there are boxes around it) and then select the Insert/Edit image button in the editor OR right click and select Image Properties. A pop-up window will appear.
  2. Add alternative text in the Alternative Text text box so that a description of your image will display if a recipient does not receive or download images in their email client
  3. If you want to scale your image, insert a size into either the Width or Height box. The tool will automatically adjust so the image remains proportioned. Use the sparingly. Resize your images outside the Harris tool.
  4. To add a border around your image, simply type a number in the Border text box (1, 2, 3….)
  5. To add spacing around the image, type a number in the HSpace (adds padding to the top and bottom of your image) and VSpace (adds padding along the sides) text boxes
  6. To align your image on the left or right side of your email and have your text content wrap around it, select left or right from the Align drop down menu. To center an image, click the OK button at the bottom of the Image Properties window. Click on the image and then click the center text icon in the editor.
  7. When finished, click the OK button.

Additional Features and Functions

Allow recipient to view larger newsletter image

How to have a larger version of an image appear when a recipient clicks on an image in your newsletter

  1. Upload the smaller sized image you want to use in your email content into the Harris file manager
  2. Follow the same procedures you would to insert that image into the body of your email message

Now here are the additional steps you need to take:

  1. Upload the larger sized image into the Harris file manager. Remember that it still should not be too large. Good rule of thumb is no wider or taller than 1500px and definitely not bigger than 800 kilobytes.
  2. Once the larger image is uploaded into File Manager, click on Get URL for that image
  3. Copy and paste the URL in the white text box (should look something like this “http://www.alumniconnections.com/olc/filelib/UCO/email/….”)
  4. Close out of File Manager and go back to your email content
  5. Find the smaller image that you just inserted into the body of your email and right click on it
  6. In the menu, select Image Properties
  7. A dialogue box will appear and the default tab you land on is the Image Info tab. Instead, select the Link tab
  8. In the URL text box, paste in the larger image URL you just copied
  9. In the Target dropdown menu, select New Window (_blank)
  10. When finished, click the OK button

Add anchors to your email

  1. In the Harris editor window, place your mouse cursor where you want your anchor to go (this will be where the recipient it taken then he/she clicks on the link)
  2. Click the Insert/Edit Anchor icon
  3. Give the anchor a name and click the OK button
  4. In your table of contents, highlight the article/story title associated with the anchor you just created and click the Insert/Edit Link icon. A pop-up window will appear.
  5. In the Link Type drop down menu, select Link to anchor in the text
  6. In the Select an Anchor By Anchor Name drop down menu, select the anchor you created in step 3
  7. Repeat steps 1-6 until all anchors are created.

Add rows to your table of contents

  1. In the Harris editor window, take your mouse and click on the very last row of the “In this issue” section. It can be either next to the arrow shaped bullet point or the name of the story.
  2. Right click and a menu will appear. Hover your mouse over Row and select Insert Row After.
  3. A blank row will appear. To get a bullet point on the next row, simply highlight a bullet point, copy it and then paste it in the empty row below in the left hand cell.
  4. The right hand cell is where you will type in the title of the story
  5. If at any point you make a misstate, use the back button in Harris or Windows: Ctrl+Z or Mac: Command+Z on your keyboard

Create email friendly newsletter with link to full

  1. Create two versions of your newsletter in Harris
  2. Open the long version in Harris
  3. Complete all edits until you have a final copy
  4. Click on the Source button
  5. You will see a lot of HTML coding – select it all and copy it.
  6. Open up Notepad++ or another HTML editor of your choosing (Microsoft Frontpage)
  7. Click File, then New
  8. Paste your newsletter HTML code into the new document
  9. Click File, then Save As
  10. Give the file a name and select “Hyper Text Markup Language file .html” from the Save as type drop down menu
  11. Go back to Harris. Open the File Manager and find your folder
  12. Upload your recently saved HTML file from step 10
  13. Once the upload is complete, find the HTML file in your folder and select Get URL
  14. Copy the URL in a text document
  15. Exit your Long Version and open up the shorter email version
  16. Start at the top and find the first read more link. Highlight the text “Read more” and make it a hyperlink
  17. In the hyperlink dialogue box, paste the URL from step O in the URL text box
  18. At the end of the URL, add #nameofanchor (so it will look like: http://urltoyourlongernewsletter.com#anchorname)
  19. Repeat steps Q through S for each of your Read more links until you are done.

NOTE: If you have to make changes to the longer version after you have completed this process, you will have to redo steps 1 through 12. Make sure you give the updated longer version the exact same file name as the previous version. In Harris’s File Manager delete the old HTML file and replace it with the new one.

Include PDF flyer in your email

Link to a downloadable copy of your PDF

  1. Click on the Open File Manager button (3rd grey button above the editor). A pop-up window will appear.
  2. Click on your campus and find your school, department or unit’s folder
  3. Click the Upload Files button. NOTE: If asked, make sure to click “Run” or “Accept” when prompted by Java.
  4. Click the Browse button and locate your PDF file. Once your PDF is located, click the Open button.
  5. Click the Upload button and the PDF will be added to your folder.
  6. Click Continue.
  7. Once your PDF is in your File Manager folder, click the Get URL link located to the right of your PDF in your folder.
  8. In your email content, highlight the text you want to hyperlink to your PDF.
  9. Click the Insert/Edit LInk icon. A pop-up window will appear.
  10. Paste in your PDF URL into the URL text box.
  11. Click the OK button.

Insert your PDF as an image

Converting your PDF to an image

  1. Open Adobe Photoshop.
  2. Click on File, then Open.
  3. Find the PDF file on your computer, select it and click the Open button.
  4. Click on File, then Save for Web & Devices. A pop up box will appear.
  5. Make sure JPEG is selected as the file type.
  6. The Quality dropdown menu should be set at 80.
  7. Under Image Size, select an appropriate width. Photoshop will keep your image in proportion so the height will change automatically. If you want your email to only consist of your PDF flyer, select a width of 600px. If you want only want a thumbnail of your PDF, select a smaller width.
  8. Click on the Save button after you have entered a new width.
  9. Find a location to save your new image file.
  10. Provide a web-friendly file name (no spaces in between the words).
  11. Click on Save button.
  12. When you Quit or Exit Photoshop, it may ask you if you want to save changes you made to your original PDF. Please click on NO so that your original image is not changed.

Inserting your new PDF image into your email

  1. Place your curser within the Harris editor where you want your image to go.
  2. Click on the Open File Manager button (3rd grey button above the editor). A pop-up window will appear.
  3. Click on your campus and find your school, department or unit’s folder.
  4. Click the Upload Files button. NOTE: If asked, make sure to click “Run” or “Accept” when prompted by Java.
  5. Click the Browse button and locate your image. Once your image is located, click the Open button.
  6. Click the Upload button and the picture will be added to your folder.
  7. Click Continue.
  8. Once your image(s) are in your File Manager folder, click the Insert image into HTML link located to the right of your photo in your folder.  The photo you choose will be inserted where you left your curser in step 1.

Address-Assemble

 

Overview

Address & Assemble is the step where you join together your recipient list and content. Your current account contains a pre-loaded Address & Assemble template(s) that will have a majority of the pieces already completed for you.

Here is what you will see when you first land on the Address & Assemble Email tab.

  • You should only see the emails that you or your campus manager create in your account.
  • Your eComm username will show up in the Owner column.
  • The Email preference column tells you what category the recipient of your email will be able to unsubscribe from.
  • The Campaign column tells you what how your is being labeled.
  • Last Updated will tell you when you last saved your email.
  • The Archive status column tells you whether your email is Active or Archived. TIP: If you begin to create a lot of emails, you can archive an email. To do this, click on the Archive email link in the Archive status column. When you do this, your emails will be moved to your archive. You can always access them by selecting My archived emails option from the Display drop down menu. 
  • The Recipient count column allows you to calculate the number of people who will receive your email. To calculate the number of emailable records, click the Calculate link. If you see a zero in the list count column, that means something is incorrect. NOTE: This number captures records with email addresses and removes anyone who has opted out of receiving emails.
  • The Recipient count column also allows you to display your list. NOTE: If you have a large list, this may take a looong time to generate.
  • The Testing Options column allows you to send a test email to you or one of your test lists by clicking Send test email. If you are ever curious, you can also check your span rating by clicking Check spam rating.
  • The Action column allows you to Edit, Duplicate or Delete your email. TIP: You are unable to delete an email in Address and Assemble after it has been sent out.

How to Address & Assemble your email

  1. Click Address & Assemble Email tab
  2. Find the template in the Name column that you would like to work with. Templates are based on the type of email you plan to send (newsletter, event invite).
  3. In the Action column in your chosen template’s row, click Duplicate. You will be directed to a new page. Please make sure to duplicate a template each time you are creating a new email.  This will save you a lot of time and limit the possibility of making a mistake.
  4. At the top of the new page, make sure to name your email in the Email name text box. Choose a name you will remember and that will be helpful for you (i.e. December Event Newsletter_12082011).
  5. Under the Email details section…

a) A Friendly From Definition(s) has been already added to your account. If you need another definition added, please contact your campus manager with exactly what you would like it to be. If you have already had others added, select the drop down menu and select the From definition you desire for your email.
b) The From email address and Reply-to email address are already pre-populated. NOTE: The From email address receives all bounce and “Out of Office” replies. The Reply-to email address receives emails if someone clicks Reply in your email.
c) The To field has been pre-populated with data tags that will personalize your email and pull in first name and last name data into the To field of your email. You can always remove these tags and enter something generic like, “Alumni and friends of Business.”
d) The BCC email addresses field allows you to add email addresses of those that might not be included in your recipient list, but that you still want to receive your email. Please know that BCC recipients have the word, “SENT” in the subject line of their email. TIP: Some admins use the BCC field to add their deans or supervisors however no personalization resulting from data tags will display.
e) The Subject field MUST BE EDITED.

  1. Under the Email recipient list and content section…

a) This is where you will marry your content with your list. In the Select recipient list drop down menu, select the list you would like to send your email to. NOTE: You are only able to select one recipient list from the drop down menu. If you are sending your content to multiple lists, follow these steps for each list.
b) In the Select email content drop down menu, select the email content you like to send. Be sure to choose the email you just created in Create & Manage Content.
c) Always make sure HTML and text is marked when you select the type of email to send.

  1. Under the Campaigns & Preference Categories section…

In your template, both of these options will be chosen for you.
a) Campaigns allow you, as an admin, to filter your emails post-delivery. Recipients do not see campaigns. If you need another campaign created, please email your campus manager.
b) Categories are one of the most important pieces of the eComm Email Marketing tool. Categories are tied to email preferences in the CU online community, where CU alumni, friends and donors can opt-out of receiving emails. Do not change the category in Address & Assemble. If you need an additional category added, contact your campus manager.

  1. Click the Save this email button at the bottom of the screen.

 Send & Schedule

In the Email Marketing tool, click on the Send & Schedule tab. Sending or scheduling an email is exactly like it sounds. This is the final step in getting your email into your recipient’s inboxes.

Please know that you are only able to view the emails that have been sent or scheduled from your account.

The Harris Send/Schedule calendar and the eComm Calendar are not connected in any way. You will still need to coordinate with your campus manager to ensure there are not major conflicts with other emails going out that day. Your campus manager is not automatically notified when you schedule an email.

Send your email now

To send your email right now:

  1. Email your campus manager and let him/her know you would like to send an email
  2. Verify there are no conflicts on the eComm Calendar
  3. Click on Send & Schedule tab
  4. Click on the Send a broadcast email right now button. A pop-up window will appear.
  5. Select your email created in the Address & Assemble tab from the Available emails box
  6. Make sure the Recurrence drop down menu displays Does not recur
  7. Click the Schedule this email now button
  8. You will be taken to a page display today’s date and a list of times. Scroll down until you see your email.
  9. Click on the name of your email. A pop-up window will display.
  10. Review all pieces of your email including previewing the HTML and text versions
  11. When finished, click the Approve link. NOTE: If you do not click Approve, your email will not be sent.

Note: You may approve, delete or reschedule your email on this same calendar page.  Your campus will establish rules as to who can approve an email to send:  you or your campus manager. Once your email has been sent, you will receive an email confirmation and the calendar page will indicate with a check mark that your “Scheduled job completed successfully.”

Schedule your email for the future

To schedule your email to go out at a future point in time:

  1. Email your campus manager and let him/her know you would like to schedule an email
  2. Verify there are no conflicts on the eComm Calendar
  3. Click on Send & Schedule tab
  4. The Calendar View tab will display by default. Click on the List View tab for an alternate chronological listing of emails sent or scheduled.
  5. Scroll through the calender and click on the date you would like to send. Today’s date will appear highlighted in yellow.
  6. You will be taken to a page that displays that day’s available times to send. NOTE: Take into account the text at the top highlighted in green. These times for Eastern Time Zone. Account for the two hour different when scheduling.
  7. Choose a time by clicking on the time link. A pop-up box will appear.
  8. Select your email created in the Address & Assemble tab from the Available emails box
  9. Make sure the Recurrence drop down menu displays Does not recur
  10. Click the Schedule this email now button
  11. You will be taken to a page displaying today’s date and a list of times. Scroll down until you see your email.
  12. Click on the name of your email. A pop-up window will display.
  13. Review all pieces of your email including previewing the HTML and text versions.
  14. When finished, click the Approve link. NOTE: If you do not click Approve, your email will not be sent.

Note: You may approve, delete or reschedule your email on this same calendar page.  Your campus will establish rules as to who can approve an email to send:  you or your campus manager. Once your email has been sent, you will receive an email confirmation and the calendar page will indicate with a check mark that your “Scheduled job completed successfully.”

Submit your email to the eComm calendar

Contact your eComm manager

Provide the following information:

  1. Name of communication
  2. Date of Delivery
  3. Audience
  4. About the communication (enewsletter, evite, announcement)
  5. Your name

Submit a calendar entry form

Fill out this short form for your email to be added to the eComm calendar.

 Reporting 

Overview

In the Email Marketing tool, click on the Reports tab.

When you first land on the Reports tab, here is what you will see.

  • All the emails you have sent from your account will be listed in chronological order with the most recent at the top
  • Email Name column will be the name you gave your email in Address & Assemble tab
  • Scheduled start and Job end columns will let you know when your send started and completed.
  • Status column will let you kow if it was successful but displaying, “Scheduled job completed successfully” or if the email failed to send by displaying, “Mail merge failed – view details to see errors.”
  • Total sent OK column will tell you the number of email addresses your message was sent to.
  • Action column is where you will go to view the how your email performed.

Ensure your email sent successfully

Once the email has been sent out, the administrator who sent the email will receive two items:

  • Job Status report providing the details of the broadcast (look for “Final status: Scheduled job completed successfully”) will be sent to you
  • A copy of your email with ***SENT*** in subject line will also be sent to you

View an email report

To review a comprehensive report for an email you sent:

  1. In the Email Marketing tool, click on the Reports tab
  2. The default landing page will be a list of all the emails you have sent from your account
  3. Click on the View Summary link for the email you would like to view

What the numbers mean

Not only are you able to see how many recipients engaged with you through your email but are able to display, download or make a new list from any of the summary categories available in the report.

Sent OK vs. Total Sent
Sent OK are the # of emails actually delivered to recipients’ email inboxes. Sent OK will be reduced by the # of bounced emails (Harris will bounce an email address 6 times before the address is removed from the system).

Total Sent is your original total list count.

Open rate = % of received emails that were opened
Harris provides a total open rate as well as open rates for users view on the web and on a mobile device.

Unsubscribe Tag Clicks vs. Unsubscribe from Clicks
Unsubscribe Tag Clicks means the recipient clicked the unsubscribe link, but took no action.

Unsubscribe from Clicks means the recipient clicked the unsubscribe link and unsubscribed from one or more email preference category.

Clicks = Total # of recipients who clicked a link (or links) within your message

Different types of reports in Harris

Email Comparison Reports

Email comparison reports are an easy way to view trends, especially if you are sending a monthly, quarterly or semi-annual enewsletter.

To compare have several emails have performed:

  1. In the Email Marketing tool, click on the Reports tab
  2. Click on the Email Comparison Reports tab.
  3. You can sort through your emails based on a number of criteria

a) Date Sent – all email sent in the month of January
b) Email Name/Email Subject – view how emails performed for a specific event (you must keep naming conventions similiar)
c) Campaign – all newsletters

  1. When your criteria is set, click the Apply Filter button
  2. When your list of emails appears, Check All or check only the boxes next to the specific emails you want to compare
  3. Then click Compare selected emails button at the bottom of the screen
  4. A summary comparison of your selected email messages will appear and displays the following:

a) Email name and subject
b) Date sent
c) Total recipient list count
d) Sent
e) (total #) Delivered
f) Open (total open rate)
g) Web opens
h) Mobile opens
i) Clicks
j) Unsubscribed
k) Bounces

  1. You can print the report by clicking the Printer friendly version link or download the report as an Excel file by clicking the Download this report link.

Campaign Summary Reports

If your unit uses campaigns to track your marketing efforts, you can also run a Campaign Summary Report.

  1. In the Email Marketing tool, click on the Reports tab
  2. Click on the Campaign Summary Reports tab
  3. The Create a campaign summary report filter will appear
  4. Select from the either the Campaign (i.e. Event announcement) you would like to view or the Campaign and a Date Range
  5. Click View Campaign Summary button
  6. The report will load and your summary details will appear
  7. Campaign details will display similarly to the View Summary report for an individual email
  8. You can print the full report by clicking the Print entire report link, print a summary of the report by clicking Print summary or download the report as an Excel file by clicking the Download this report link.