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Email Message Overview

Email Message Overview


Hi, this is Kim from Blackbaud. Today I’m going
to show you how to create an email message. From the Email page, click Messages. Next, click New message and select the
template for the type of email you need to send
from the Select Template screen that appears. For this demonstration, we’ll select the alumni
template which is designed specifically for all
emails sent to alumni members. After you click OK, the New message screen
appears. In the Recipient lists field, select the lists of
constituents to receive the final version of the
message. Note that you create and store lists in the Lists
section of the program. From Lists, you use queries to identify the
constituents to include in email messages. To send the message to a test group, such as
people in your organization that need to approve
the message before it’s sent, select that list in the Test lists field. We recommend that you always send test
messages before you send a final version to
your constituents. In the Name of email field, enter a name for the
email to identify it in your system. We recommend that you use a descriptive name
with a consistent format to make it easier to find
messages at a later time. “Date – Message Type – Target Segment” is a
format that often works well so for this message we will enter “December
2011 – Mid-year Appeal – Alumni”. In the Subject field, the subject assigned to the
template appears, but you can enter another if
you need to. The Issue date and Send after dates fields
default to the present date. If you want the email sent at future date or time,
you can enter that time in the field. This option is good for one-time, pre-planned
messages. If you have the Scheduled emails feature on the
Email page, that’s a better method to use
because it provides more flexibility. The template’s default email address and name
appear in the From address and From name
fields but you can change these if you need to. Next, click More options. If you want to receive responses from recipients
at a different email address than the one that
appears in the From address field, enter the address in the Reply address field. If you want to receive failure notifications when
email messages are not delivered, select
Failures and enter an email address. Note that failures are also referred to as non-
delivery receipts, bouncebacks, UnDeliverables,
and Delivery Status Notifications. The bottom area displays the email’s default
content from the template. You can use the tools in the editor to add and
format text and pictures. You can also use merge fields to personalize
the message for the recipient. For example, you can insert the first name field
so that when the recipient opens the message,
it includes his or her name. To display the list of available merge fields, click
Insert merge fields on the toolbar. One thing to note about merge fields is when
you send test messages, the message displays
placeholders rather than the merged data. If you want to test merge fields without the
placeholders, select the test list in the
Recipient lists field and then click Send final. Now you’re ready to send the message. If you want to send a test message before you
send the final, click Send test. The message screen will close when the
message is sent. After the test recipients verify the message and
you make any necessary changes, you can open the message again and click
Send final to send the final version to your
constituents. If you selected large email lists in the Recipient
lists field, the message may take a few minutes
to send. Please remember before you send any message
including scheduled emails, tests, or regular
emails, that once you click Send, you cannot undo or
retrieve your action. Make sure you’re 100% ready before you click
Send. That’s all for this demonstration. Thanks for
watching!

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