Watch our tutorial video “How to create an Email Newsletter”.

To help you further we run regular webinars on Creating and Sending an Email Newsletter and have written a blog to accompany this.

Emails Overview

On the Marketing menu, click Emails and this will take you to a list of your saved emails. If you have not yet created any emails then the list will be empty.

You can search your emails by typing your search term in the search bar. This will return a list of matches.

You can also filter the list using the “Active Only” checkbox to only list the emails that are currently active. And you can filter using “My Emails”, “My Group’s Emails” or “All Emails” using the dropdown menu.

Clicking the checkbox on the left-hand side will enable more action buttons e.g. to copy or delete the email.

To edit a saved email click on the Email Name which will take you to the Email Editor.

Emails Home Page

Creating a New Email

To create a new email click on the “+ Add” button. This will take you to a screen where you can select from our pre-set layout templates, your own saved templates and plain text templates. You also have the option to add you own HTML code, should you wish.

Select a template for your email

Click on your selected template or layout to open it. You can then start to build your email design by “dragging and dropping” the sections you require into your email template. For example, you can build a newsletter by adding a series of Sections to suit your design. You’ll find a choice of simple layouts where you can add a combination of pictures, text and headings or you can create your own. You can move the Sections to a new location by “dragging and dropping” up and down the page.

You’ll then have something that might look a bit like this:

Creating and Email in the Marketing Module

Manage Mailing Preferences

You can let your contacts manage their mailing preferences by including either the Unsubscribe & Mailing Preferences option, or Unsubscribe only option, from the Sections tab. When your contact clicks the link in your email they will be taken to your Mailing Preferences page where they can confirm their consent to be mailed or unsubscribe from your digital marketing.

Let you contacts manage their mailing preferences

You can also embed a text link through to the Mailing Preferences page within your email text using the Personalisation feature. In an open text box, position your cursor where you want the link to appear and click the Personalisation button. Scroll to the bottom of the personalisation list and select {managemypreferences}. Please note, you will also need to include an Unsubscribe link at the bottom of your message, as this is mandatory.

Manage mailing preferences

When your contact opens the email it will display as the link below:

Manage preferences email

Your system administrator can customise the Mailing Preferences page by going to Settings / System Settings the Mailing Preference Page.

Mailing Preferences Page

This will display as follows:

Update Preferences

Adding Images

In the Images tab you can add new images by clicking Upload New and selecting images from your files. Once you have uploaded some images you can add them to your email by “dragging and dropping” to your desired location on the layout you have created. You can resize the pictures by dragging the bottom right-hand corner of the image.

Create an Email and add an image

Once you have added a picture, you can edit it by clicking on it. A pop-up will appear allowing you to add Hyperlinks and Alt Text, re-size or to delete.

Editing an image in your email

Adding Text

To add text or a Heading click where you see “Put your text here”. A pop-up will appear where you can edit and format the text, personalise and insert web links which will be automatically tracked for clickthroughs in your Campaigns.

Add Text to an Email

Add Hyperlinks

In your open text pop-up, highlight the text you wish to hyperlink and click the “link” icon. This will open another box where you can add the URL of your link and a hover-over title.

Add a hyperlink to an email

Personalisation

You can personalise your emails to include any of the data you hold on your Contact’s Account in the CRM. So as well as their name you might want to include a policy/warranty number, expiry date, information on the product they have purchased and so on.

To personalise your message, Add Text, as shown in the previous section, position your cursor where you want the personalised text to appear and click on the Personalisation box, then select the criteria you require to add to your email. For example, “{contact.first}” will add the first name of your contact.

Add Personalisation to an Email

Adding the Colour Format

You can apply different colour schemes to your email using the Format tab. Using the dropdowns you can select the colour you want for the Email background, frame, sections and font. You can select a colour by clicking on the colour box or by adding a Hex code e.g. #4144b0. Click “choose” to apply the colour.

Top tip: For a more professional looking email set the background, frame and section background to the same colour. If in doubt use white!

Adding a Colour Format to your Email

Add your Email Details

Before you can Save your Email you will need to add some information to log your email. On the Details tab you’ll need to give your email a Name, select a Sender Name, Sender Email address and a Subject. The Sender Name and Email Subject are what your Contact will see in their inbox.

You can Save your email to your Email List and also use it to create a new Template.

Log your email by completing the Details tab

Add Attachments

Once you have saved your email you can upload documents to your email that will be attached when your email is sent. In the Details tab, click the Add button in the attachments box and select the document you want using the Choose File button in the pop-up.

Attach a document to your email

Create a Template

To use your email as a template for future emails, click the “Make Template” button and then “OK”. This will add the email to the “My Templates” tab when you create a new email.

Test your Email

You can test your email and see exactly what your contact will receive by sending it to yourself. However, as the system also needs to check any personalisation included, you’ll need to create a Campaign and Campaign Stage first, adding in the contacts you wish to mail.

Spam Score

The Email Editor includes auto Spam scoring to give an idea how likely your email is to be delivered. A value below 5 should be accepted, above 5 is likely to be considered SPAM and blocked.

Clicking on the Spam Score will bring up a report of the rules that your email has triggered. These should help if you need to try and bring the score down.

Importing HTML

You can also select to import your own HTML script to create an email. To use this function, in the Templates screen select “Import Your Own HTML”, then choose the file you wish to import from your laptop or PC. Click Upload.

Add your own HTML to create an email