Email Knowledge Base

Your resource for tips, training, and answers to frequently encountered issues

The iModules platform provides substantial opportunities to craft beautiful messages to your alumni group.

Throughout the full lifecycle of an email send (conception to reviewing stats), you may encounter problems that are easily remedied through the posts and steps in this Email Messaging Guide.

We will update this regularly with useful information based on the questions and feedback we receive from you, our incredible volunteers. Please refer to this area often as you encounter an issue to determine if the steps to solve your problem may already be available. If not, please do not hesitate to reach out to us at iuprod@indiana.edu.

Troubleshooting Resource

iModules Email Training

Description of the video:

[Video: iModules Email Account Training] [Video: iModules Email Training.] Narrator: Welcome to the iModules Email Training Video. This video will review how to create a new email message from a template, how to edit message content, how to send previews of the message, and how to release your message. We will also look at the sent and cued message areas and the email calendar, and finally, we'll review the history tab and bounce reports. [Video: 1. Create a new email message from template. 2. Edit message content. Add images. Edit text. Add links. Delete content. 3. Send a preview of the message. 4. Release the message. 5. Sent and queued views. 6. Email Calendar. 7. History view. 8. Bounce reports.] [Video: Create new email from template. A view of the iModules Admin Dashboard. Three tabs across the top: Dashboard, Content, Email.] Narrator: From the email menu item, choose, "email home" now click on "create new email" enter the information for your email; the name of the email will be used on the email calendar in reporting drafts, released, and sent messages. [Video: New Message Details. A fillable form. The narrator types sample text in each section.] Narrator: It should be considered an admin only name since your recipients will never see it. The subject will be shown to your recipients, so it should be user friendly, the limit is seventy characters. A pre header a short summary text that follows the subject line when viewing an email from the inbox, many mobile, desktop, and web email clients provide email pre headers to alert the reader on what the message contains before you open it. The description is for internal use only and used to describe the message in case you have similar messages. The reply handling address should be the email address that should receive message replies, including out of office replies, this should be an address that is checked regularly. The sender's identities will be available for the site that are you working with. From name, will default to the site are you working with, however, it can be overwritten, this is helpful if you have a one off instance of needing a different from name, but the rest of the information is the same. [Video: Three tabs: Drafts, Queued, History. In the Drafts tab, there are two Draft emails, one called IUAA Chapter Event and the other called test.] Narrator: Always make your subscription category as general information and you can leave the analytics tracking code blank, then click "save" you can see my new message in the drafts area, to use a template for this, click "template" from the drop down, choose your template, you'll notice there are multiple templates, you should only use one that is labeled "IUAA" make sure you have the correct template selected because once we click next, we cannot return and apply a different template to the email. [Video: On the IUAA Chapter Event draft she clicks Template. A new screen: Choose Template for IUAA Chapter Event. A pull down menu for Template.] [Video: She chooses IUAA - Letter. Highlighted text: Once you click next and process to the edit content step, you cannot return and apply a different template to the email.] [Video: Edit message content. Editing IUAA Chapter Event. A screen with a menu of icons across the top. The template shows a header in red and a photo below it.] Narrator: Please note that there is no auto save button, so save your work accordingly. You can add a picture by double clicking on the picture element and choosing the picture you want. You can either choose a photo that you have already uploaded, or you can upload a new one. Choose the "upload" button, click "select" browse to find the picture on your computer and click "upload" then click "insert" to insert the new picture. You can export the pictures you have in constant contact to import them to iModules. [Video: Constant Contact deadline: May 30th.] Narrator: Anything you wish to keep from constant contact should be archived by May 30th, note that the image sizes may vary from the constant contact templates to those in iModules, so many images will no longer fit the iModules templates. [Video: Keep in mind: Not all Constant Contact images will fit with iModules templates.] [Video: She selects the photo in the template, then in the Content tab to the right, scrolls down to Size. Drag slider to resize the element. Width: 558 pixels. Height: 235 pixels.] Narrator: You can click on an image in a template and scroll down to see the size, images should be resized outside of iModules before uploading. Also, it's important to make sure that your mail is accessible for all users, this includes Alt text. This describes images for people with vision impairment or people who have turned off the images in their browser and video captioning. [Video: Still in the Content tab, she scrolls to Alt text and enters text: IU Foundation front entrance.] Narrator: To see more, email accessibility tips, use the IU's Style Guide website. [Video: IU Style Guide: https://styleguide.iu.edu/editorial-style/accessibility.html.] Narrator: To add or update texts, click into the text element and start typing the text that you would like. [Video: In the email template, she types IUAA Chapter Event below the image.] Narrator: Note that you can also copy and paste directly from Word and you do not need to worry about removing the formatting from Word. Here I have a Word document with some formatting. [Video: Text in the Word document: PLEASE join us at our IUAA Chapter Event! We would love to see you there. "IUAA Chapter Event" is in red.] Narrator: I can highlight and choose CRTL C on my computer to copy and go back to iModules and in my text element, I can click CTRL V to paste. [Video: The text is no longer red.] Narrator: Notice that iModules went ahead and stripped the formatting, also note, to add a token to text, you must key that in like the first time token. [Video: Types ##First Name##,] Narrator: The token fields are not filled in when creating and editing content, however, they will be filled in when sent; this is different from what you are seeing in constant contact. If you need to add a link, you can highlight the text that you want to link, and which choose the link button. [Video: Highlights IUAA Chapter and clicks the button that looks like two connected links of a chain. A pop up window appears. Link. Link Info. Display Text: IUAA Chapter. Link Type: URL. Protocol: http://. URL: alumni.iu.edu.] Narrator: Make sure your display text is what you want it to be and enter the URL then click "okay: I'm going to click "save and view" to save my work and view the message. [Video: Back on the template there are several buttons along the bottom: Save and View, Save, Next, and Exit. She clicks Save and View. A Preview window pops up with a view of the email as it will look when sent.] Narrator: Now, I will click "close" to close the preview, if you need to remove an element, click on the element and make sure that there is a red dash line around it, then choose "delete" to remove it. [Video: Send email preview.] Narrator: Click "next" to send a preview of the email, once you have it the way you like. By default, your email address is added as the reply to email. The system also assumes you should get a preview, you can add more addresses if you'd like. [Video: Add Recipients.] Narrator: Click "send preview" to send the preview email. If you receive an error message, you'll want to go back and fix the errors before you send the preview. [Video: Error message in red: 400: At least one of the hyperlinks in your message has a missing or incomplete URL.] Narrator: Note that when you send an email, you will see preview in the subject line, which indicates that this is a test email, instead of the "this is a test email only" footer, you are used to seeing in text messages from constant contact. [Video: Add an audience.] [Video: Back in the Drafts tab.] Narrator: Now we'll want to add an audience, choose "add audience" choose your segment or list from the drop down menu and then click "add" then click "save" you'll notice that my draft is now updated with how many recipients will receive this email. Note that this email does not include invalid email addresses or unsubscribes. [Video: A pop up window appears. Add Audience. You can add a CSV of IDs as your audience by including Constituent ID as your header. Email List with Merge Fields cannot be combined with any other audience types including (Segments, Email Lists, or CSV of IDs) including other Email List (Merge Fields). List or Segment: a drop down menu.] [Video: Options include: Everyone (Segment), Graduates (Segment), Members Only (Segment). She chooses Everyone.] [Video: Next to Edit Audience a number highlighted in green: 4,168.] [Video: Email calendar.] Narrator: Before you schedule or send an email, you want to ensure to look at the email calendar to check for blackout dates, such as IU Day; to do this, chick "email" from the menu item then "email calendar" click the checkbox "see all subcommunities" to see all other scheduled email sends from all other chapters. [Video: A calendar view is shown for the month of April 2019.] [Video: Schedule your email. Back in the Drafts tab.] Narrator: Finally, we're going to schedule this email. Click "schedule" and choose if you want to send it immediately upon release, send on specific future date, or schedule future sends, I'm going to choose to send on a specific future date. [Video: Pop up window. Schedule: Specific Future Date(s). You must complete at least one date/time filed to set a schedule. Each date/time picker you add must have a value in the following format: MM/DD/YY hh:mm A. She chooses a date from the calendar.] Narrator: Click "next" I'll choose my date, and click "save" now we can release our message by clicking "release" notice that the message disappears from the draft view. [Video: Queued View. In the Queued tab, the Queued IUAA Chapter Event email now appears.] Narrator: If I move over to the cued view, you'll see the message, the message will stay here until the scheduled date and time is reached, once that is reached, the message will send. If it is only scheduled to be sent once, it will disappear from the cued area and be in the history area. [Video: A Return to Draft button is at the bottom of the email.] Narrator: If you need to make changes to an email, it will need to be returned to draft view, you can make changes to an email up to five minutes before the scheduled send time. After a message is sent, it cannot be changed. [Video: History View. Clicks on the History tab.] Narrator: Let's look at the history area. Messages that have been sent are seen in the grid, they are arranged in reverse chronological order by sent date, and then alphabetically by email name. Click the gear icon to see your options. The status column tells you what is going on with your message. Green means it sent successfully, if it is in the process of sending, a spinner will appear and a red message will appear if something went wrong. [Video: Bounce Report.] Narrator: Bounces are emails that could not be sent successfully; to get bounce report, choose email and email bounces under report. You can filter by date, name and email, you can also see bounces for one specific email, click "generate report" if you filtered and a grid will appear. Bonus type is a key column to pay attention to, there are five types of bounces; hard is an invalid or bad email address, soft indicates that the email address is good, but the message could not be delivered. Blocked means that the recipients email server rejected the message, due to the content that was in the message. Dropped treats the message as a hard bounce and the reason will show. Deferred means it will eventually be delivered or put into the report with another type of bounce code. The email is valid checkbox indicates whether or not the email is valid. One hard bounce will automatically uncheck this box; however, you can recheck this box to force the email to be valid, if needed. After checking the box, click "update" to update the constituents profile. You'll also see the constituent ID, bounced email address, current email address, and member name. You can also see when the email bounced; you can export this to Excel for easier digestion of the data. [Video: Questions? iuprod@indiana.edu.]