ExampleChurch

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    Composing & Sending Messages

    Your email message can contain either plain text, HTML (with links & graphics), or both. If you include both, SiteOrganic will combine them into a single message using the text-multipart standard. This means that each recipient will use their own email program (e.g. Hotmail, MS Outlook, Entourage, Outlook Express) to decide whether to view text only, or to view the full graphics and HTML.

    It is recommended that unless you have a specific need to include graphics and links, you should use plain text as your standard method for communicating. This will ensure the highest deliverability rates to your recipients.

    Composing a Message

    To compose a new message for mass distribution, do the following:

    1. From the Group Mail screen, click the "New Message" button.
    2. Complete the fields as follows:
    • From Address: You may enter any address in the From field. Recipients will see this address in the "From" line when they receive your message, and any replies will also be sent to this address. If you are using SiteOrganic's bounce handling features, special conditions may apply for your From address. Ask your SiteOrganic Project Manager for details.
    • Send To: Choose at least one (or more) list(s) to receive your message. Along with subscriber lists, you may also choose to send your message to attendees/registrants of your events. You will see a list of any/all events currently active in your Website; choose as many of these as you would like. NOTE: If a single email address appears on more than one of your chosen lists, the person will only receive the message once. SiteOrganic will take care of removing duplicates when the message is sent.
    • Subject: Type the subject of your message here. It is recommended that your subject be brief, but accurately describe the overall contents of the message. Avoid using terms such as "FREE!", "ACT NOW!", or "OFFER." These are known words used by spammers, and will likely cause your message to end up in the trash folder of many recipients.
    • Copy Message From: If you would like to copy the Body text/HTML portion of your message from one that was previously sent, you may do so by choosing the subject of a previous message from the list. You will receive a confirmation message, and then the screen will refresh. The contents of your HTML and Plain Text messages below will be replaced with the contents from whatever message you chose from the list.
    • Message (HTML): Use the SiteOrganic Page Editor to compose your message in HTML version. This version is optional. In it, however, you may include links, images, and full HTML styles. Please note that your images must always have an absolute path, and your styles must be included in the body of the message. The email cannot use the master style sheet from your Website, because email protocols do not allow for linking to external style sheets.
    • Plain Text Version: This version of your message is required. It can be a repeat of your HTML version (only one of the two versions will be seen by each recipient).
    • Upcoming Events: If you would like the system to automatically include a list of upcoming events (from your group only) in the body area of your email, check this box. The event names and dates will be added to the text of your email. NOTE: If you need more control over which events appear, which details, or want to include links, etc., then it will be necessary for you to type/paste in the event information rather than use the automatic feature.
    • Unsubscribe: STRONGLY RECOMMENDED! Check this box to include an "unsubscribe" link at the bottom of your emails. This gives your recipient an easy, one-click method to remove themselves from your list. Including this option will help to reduce the likelihood of your server being reported as a source of unwanted email (i.e. spam).
    • View on Website: Check this box if you would like recipients to view your message as a web page. SiteOrganic will include a link in the email saying "If you are having problems viewing this message, click here." Clicking the link will take the recipient to their web browser, where they'll see a duplicate copy of your message presented as a web page. This is especially helpful if you have many recipients who are not willing or able to display graphics in their email software. Viewing your message on the web will give them the full content of your email.

    Sending a Message

    After composing/editing your email message, click the "Preview" button to see an on-screen, approximate preview of the email. Note that the preview on your screen may not be formatted exactly as it will in the final email. For a more realistic preview, you may enter your email address (or any other email address) in the "Send Preview Copy" field, then click send. This will send a single preview message to you, so that you can view the message in your email program before it is sent to your full list.

    Once you have finished editing and previewing your message, click the "Send Now" button to process the job. You will see a "Please Wait" screen during the time that the server is processing your messages. It is very important that you do not click your back button, refresh, or close your browser during this time. NOTE: For larger lists, the system make take several minutes to process the job.