If you send a lot of Email Campaigns from your Database Marketing account you will find that organising your campaigns into folders makes managing them much easier. You can organise them into folders like:

• Newsletters
• Welcome letter
• Event Invitations etc

To Create a New Folders:

• Click on Email Campaigns Item on the left hand menu when you are logged into your Database Marketing Account.
• Above your list of Email Campaigns, click on the small blue text Add.
• Give the Campaign Folder a Label Name.
• Click Save.

To Move an Email Campaign into a folder.

1. Select the Email Campaign by ticking the box on the left of the campaign.
2. Click on the Label Campaign button.
3. Select the folder you would like to move the campaign to from the drop down menu.

To Edit or Delete a folder.

1. Click on Manage next to Add.
2. Tick the boxes of the Label you want to delete.
3. Click Edit or Delete.

Note: If you delete a folder, the campaigns within it will not be deleted.

Sending your Email Campaign to a Filter allows you more flexibility when choosing your recipients. It enables a more targeted marketing approach - you can choose precisely what kind of demographic you want to send your Email Campaign to.

To Send Your Email Campaign to a Filter

When you are editing your Email Campaign, click on the Recipients step.
In the Send this campaign to field, select Contacts matching a selected filter.

• Give the filter a Name.
• Click Next.
• Click on Add Filter Rule. This is how you will begin to create the rules for your filter.
• Choose your Condition.
  Subscription Date: The date the contact joined your Contact Database.
  Member of Group: All contacts within your chosen Subscription Group.
  Not a Member of Group: All contacts not within your chosen Subscription Group.
  Registered for event: All contacts who have registered for an event using your Event Manager
  Hasn't registered for event: All contacts who haven't registered for an event using your Event Manager
  You'll notice that your Custom Fields will also appear in the list. You can use your Custom Fields to create rules for your Filter.

• When you have chosen your Condition (and completed the other requirements for that particular condition) click Save.
   
• Add all the Conditions you require for this Filter.
   
• In the Filter Details box, choose the Match Rules.
  Match any of the filter rules: any contact that meets at least one of these rules will be included in this filter.
  Match all of the filter rules: only contacts that match all of the filter rules will be included in this filter.

• Click Next.
   

Your Filter will be stored for future use and will appear in this step of all your following Email Campaigns. You can delete a Filter by going to Settings > Contact Database > Contact Filters > Select the Filter > click Delete.

You have many options when it comes to scheduling your campaign;

• Send today - You can send the campaign either immediately, or at a specified time today.
• Send a certain number of days/weeks/months/years before or after a custom, or subscription date. You can set to run this campaign once or every year. An example of its use is;
• Send a birthday message 3 days before the contacts birthday
• Send a reminder 1 week before the anniversary of their purchase with you.
• On set of dates - Examples of its use include;
• Accountants sending BAS reminders every quarter
• Client reminders etc..
• Daily, weekly or monthly between two dates.

Want to make sure that the emails you send to your contacts get to them correctly? Send them the following instructions to ensure that your emails dont get picked up as SPAM.

Outlook 2003 (and higher)

Add "XYZCompanie's" From address, reply@yourdomain.com, to your Safe Senders list:

• On the Tools menu, click Options.
• On the Preferences tab, click Junk E-mail.
• On the Safe Senders tab, click Add.
• In the Add address, put reply@yourdomain.com
• Click 'OK'.

AOL

New Subscribers:

Add "XYZCompanie's" From address, reply@yourdomain.com, to your Safe Senders list:

1. Click the Mail menu and select Address Book.
2. Wait for the "Address Book" window to pop up, then click the Add button.
3. Wait for the "Address Card for New Contact" window to load.
4. Paste reply@yourdomain.com into the "Other E-Mail" field.
5. Make our From address the "Primary E-Mail" address by checking the associated check box.
6. Click the Save button.

Existing Subscribers:

If our newsletter is in your AOL Spam Folder, please open the issue and then click the This Is Not Spam button. Next, please add reply@yourdomain.comonto your Address Book as described above.

Why do we limit the size of your campaigns?

When you send a campaign that includes images that total more than 500Kb, or individual images greater than 100kb;

• You are costing both you and your client moneny in terms of bandwidth costs.
• Your campaign will be slow to load.
• Your images can appear distorted.

How do you reduce your images sizes?

You can reduce your images sizes in a couple of ways:

• When you upload the image - When you upload an image, you can select the size you want it resized to as it is uploaded, by following these instructions.
   
• Before you upload the image - There are many tools you can use to resize images, a couple of free tools include:
• Pic Resize - A free set of web based image resizing tools
• K Studio - A free Mac image resizing tool.

Adding an article to an Email Campaign makes it easy to add content to your emails, promote the content on your website, and get people engaged with your emails.

To Add an Article to an Email Campaign:

1. Create the Article. Read our article Creating an Article for information on how to do this.
2. Create your Email Campaign. Read our article Creating and Sending an Email Campaign for information on how to do this.
3. When editing your Email Campaign, click where you want the Article to appear.
4. Click the Add Article Icon. It is circled in the diagram below.
   
   
    
5. Select the article you wish to add.
6. Click OK.

You will see the article title, short description and Read More link appear in the edit window of your Email Campaign. You have now successfully added an Article to your Email.

Email Campaigns are a cheap and effective way of marketing to your database of contacts.

To Create and Send an Email Campaign:

1. When you are logged into your Database Marketing account, click on the Email Campaigns tab.
    
2. Click the Campaign List sub menu
    
3. Click on Add Email Campaign.
    
4. In the Create New Campaign drop-down menu select Create From Scratch. If the new Email Campaign you wish to create is very similar to a previous campaign, you can select Copy From Previous Campaign instead.
    
5. Fill in the form that appears after your selection.
    
6. Campaign Name: the name you will give the Email Campaign to make it easily recognisable for you. This will not be visible to the recipients of your campaign.
    
7. Email Subject: this will appear in the Subject field of your email. Make this field catchy to entice recipients to open the email. If you wish to create a custom field, such as the recipient's first name, click on the icon next to this field.
    
8. Email Format: Select a template for your Email Campaign. If you have paid to get custom templates made, this is where you select Your Branded Templates which will contain your logo and branding. Alternatively, you can choose a template from our free gallery. If you want to create the email campaign from a blank template, select Blank HTML or Blank Text.
    
9. From Email: the email address that the email will appear to be sent from. We highly recommend that this is a real email address so that people can reply to your Email Campaign, however you can also use a "Do Not Reply" still email address if you don't want to receive replies.
    
10. From Name: the name of the sender that the email will appear to be sent from. We recommend you use your own name, and your company name, so that people can easily identify who the email is coming from. Something like John Citizen - Your Company is a great idea.
     
11. Publish: Selecting Yes will add this campaign to your Campaign RSS Feed
     
12. Click Next.
     
13. If you have selected a template from the Free Template Library, select the template you wish to use for this campaign. If you have opted to create the campaign from "No Template", go straight to Step 7. If you are using your own branded templates, go straight to Step 7.
     
14. Click on Click here to edit the HTML version of your campaign.
     
15. Edit your Email. You can do this by dragging "Styles" from the left hand side of the editing window, into the right hand side, and then clicking on the Style to edit. You can create links within your email (see the help article Creating Links in your Email Campaign for details), custom fields (see Adding Custom Fields to your Email) and images (see Adding Images to your Email ). If you are familiar with HTML, you can click on Source and edit your email this way. For more information on the icons on the editing toolbar, go to Formatting Text.
     
16. When you are done editing your email click Run Spam Check. The Spam Check will determine how likely your email is to end up in your recipient's spam filter instead of their inbox. It will give you a score between 1 and 5, 1 being highly unlikely to be flagged as Spam, and 5 being almost certainly flagged as Spam. (See the help article Keeping Your Emails out of the Spam Bin for tips on how to lower your score.)
     
17. When you are done with the Spam check, select Go back and click Save.
     
18. Click on Click here to edit the Text version of your campaign.
     
19. Click on the Copy From HTML icon to transfer the content from the html version into the text version.
     
20. Tidy up the text to make the text version look better and be easier to understand. Things like links in your html version will appear ugly or confusing when converted into the text version, so it is important you accurately proof the Text version of your email.
     
21. Select Go back to the previous page and click Save.
     
22. Click Next.
     
23. Select an Unsubscribe Campaign Footer.
     
24. Select your Recipients. This can be everyone, contacts in a selected group, or Contacts matching a selected filter.
     
25. Click Next. Send a Test Email to yourself. Select both HTML and Text and type in your email address. When this arrives in your inbox, read through it and make any changes you need by clicking on Edit Email on the progress bar above.
     
26. If no changes are needed click Next.
     
27. Select the Schedule and click Finish.
     
28. You have now finished your Email Campaign. You can view the report on your Email Campaign by clicking Edit on your finished campaign, then clicking the View Report button.

There are three (3) kinds of links you can create in your email campaigns. The first link is linking to a website. The second, is linking to another section in your email (called an "anchor"), which is particularly useful if your email is long and you want to make it easier for the reader to navigate around the email. The third, is linking to an email address. In this article, we deal only with text, but images can also be turned into Links and Anchors in the same way.

To link to a Website:

1. When you are editing the HTML version of your email campaign, select the text you want to turn into the Link.
2. Click on the Create Link Icon. This is the icon on the first row of editing tools, and it looks like a Globe with a connected chain in front of it.
3.  
4. When the window pops up, select URL in the Link Type drop-down menu, then enter the address of the website you want this text to link to in the URL field.
5. Click on the Target tab and choose the target type you want. We recommend that you always use New Window (_blank) however you can experiment with different targets to get the effect you want.
6. Click OK.
7. The text will now be blue in colour, and underlined, indicating that this text is now linked. You can edit or remove the link by right-clicking on this text. When your email recipient clicks on this piece of text, their Internet browser will open and they'll be directed to the website.

To link to other sections in your Email Campaign:

Note: Imagine the Link is the starting point and the Anchor is the end point. When people click on the Link, they will be sent to the Anchor.

1. When you are editing the HTML version of your email campaign, select the text you want to designate as the Anchor. This is where the email recipient will be taken to when they click on the link. If you have headings in your email, these usually make the best anchors.
2. Click the Anchor Icon. This is the icon directly right of the Link Icons that looks like a flag.
3. Give the Anchor a name that you will easily recognise.
4. Click OK. The text will turn into an icon in this view, but it will still appear as text on your Email Campaign
5. Select the text you want to turn into the link.
6. Click on the Create Link Icon. (see the diagram at the top)
7. When the window pops up, select Link to anchor in the text in the Link Type drop-down menu, then click on the drop-down menu under By Anchor Name and select the Anchor you have just created.
8. Click OK.
9. The text you turned into the link will now be blue in colour, and underlined, indicating that this text is now linked. You can edit or remove the link, or edit the anchor by right-clicking on them. When your email recipient clicks on the link, their email will scroll to the Anchor text.

1. When you are editing the HTML version of your email campaign, select the text you want to turn into the Link.
2. Click on the Create Link Icon (see the diagram at the top).
3. When the window pops up, select E-mail in the Link Type drop-down menu.
4. Type in the E-mail address you want the recipient's email to be sent to, the Message Subject and the Message Body.
5. Click OK.

Custom fields are an excellent way to make a generic Email Campaign seem more personal to the recipient. Popular Custom Fields are the recipient's first name, or company name, but you can create a custom field from any of the details you have saved about a contact.

Note: If you are using a Custom Field for a contact that has no information stored for this Custom Field (e.g the Custom Field is Company but you haven't stored this information about the contact) then the Custom Field will not work properly.

To create a Custom Field:

1. When you are editing the HTML version of your email campaign, click where you want the custom field to go.
2. Click on the Custom Field Icon.
3. Select the Custom Field you want from the drop-down menu.
4. Click OK.

The Custom Field will appear in your text as the description of the Custom Field surrounded by square brackets. e.g [First Name]. When the Email Campaign is sent, the program will automatically fill in this information for each contact based on the information you have saved against this contact.

Images are a great way to make your Email Campaign more attractive to the reader, however, due to spam filters, it's a wise idea to only use images where it's appropriate.

To add Images to your Email:

1. When you are editing the HTML version of your email campaign, click where you want the image to go.
2. Click on the Image button.
3. If you haven't already uploaded your image to the server: click on the Upload tab, click Choose File to locate the image on your computer, double-click on the image when you've found it, then click Send it to the Server.
4. If you have already uploaded the image to your library:
5. Select Website Images from the drop down and select the image
6. Or
7. Select URL from the drop down list and follow the existing steps
8. In Image Properties you can choose how the image will appear in your email.
9. Width and Height: Will change the overall dimensions of the picture. This works fine if you want the picture to be smaller, but if you make the image larger it will begin to look pixelated and low quality. Next to these is a lock icon. Unticking this allows you to change the width and height independent of each other. Next to the lock icon is a reset size button. This will convert the image back to its original size.
10. Border width: Is the size of the border around the picture. Leave it black to have no border, or experiment with different numbers to get the size border you want.
11. Horizontal and vertical space: Is the amount of space that will be placed between the edge of your image and the text.
12. Alignment: Is where your image will be aligned in your email.
13. If you want to turn this image into a clickable link, click on the Link tab, and enter in the URL you want the image to go to. In the Target field, we highly recommend that you choose New Window (_blank).
14. When you have the Image Properties and Link correct, click OK.
15. Your image will appear in your email. To edit your image, right click on the image and select Image. This will take you back to the Image Properties box.

Spam is unsolicited bulk email, or junk mail. Spam filters are programs that look for certain words or phrases in an email's subject line or body (known as trigger words) that suggest that an email is Spam. Spam filters work by analysing the email, and giving each word or phrase a score. The total email score is then calculating and if the total is more than the Spam filter will accept, your email will be classified as Spam and sent to the Spam bin or even prevented from reaching the recipient's computer.

To Keep your Emails out of the Spam bin:

• Check your Spam score - when you are editing your Email Campaign, always ensure you check your Spam score. The higher the score, the more likely your email will be to end up in the Spam bin. If your score is 5, your email will not send.
   
• Avoid using risky words or phrases - these include Free!, Click Here, You're a Winner!, Information you requested, Amazing, Loans, Credit, Viagra, and You've Been Selected.
   
• Using all capitals - this is the text equivalent of shouting, and will easily trigger spam filters. Capitals should only be used for the whole word if it's an acronym, so be sparing in its use.
   
• Symbols - Frequently using quotation marks, dollar signs and exclamation points will also trigger the spam filter. Use them only where it's appropriate to do so.
   
• Check your subject line - every spam filter pays particular attention to the subject line, so make sure it doesn't contain any risky words or phrases.
   
• Use Text Only Emails - Most of the time, you'll want to send a HTML email, so you can add images and links to your email. However, spam filters prefer Text Only emails, so if you want to send HTML emails, always ensure you send a Text Only with it.
   
• Avoid all image emails - Spam filters judge the ratio of image content to text content in your emails. If your email is image heavy, it's more likely to be flagged as spam. Another side effect of images is that firewalls will often remove images from an email to prevent virus or spyware infection, which means your email will end up looking like a blank page with just a tiny bit of text. Always make sure the majority of your email is text, with just a few images to support it.