INSTRUCTIONS

 

Sending an Invitation via Bulk Email - Step by Step

INDEX

  1. Overview
  2. How to create/change a mailing list by uploading from FileMaker Pro
  3. Filling out the Invitation Form
  4. Where do Text and Pictures get placed in the invitation?
  5. Making text Bold or Italic
  6. The Registration URL
  7. Sending your invitation to an existing mailing list
  8. Viewing the current status of a mailing, or past mailings
 

 

Overview of creating a Bulk emailed invitation
Bulk emailing an invitation is done by creating an invitation in the Invitations screen, and then sending it to a mailing list.

The mailing list comes from FileMaker Pro and is uploaded to the website and saved so that any number of bulk emails can be sent to the same mailing list. You can even store several mailing lists on the website for your mailings.

 

 

Creating and uploading mailing lists from FileMaker Pro
You can upload as many different mailing lists as you wish. Your bulk emailings can then be sent at once to one or more of these mailing lists. Any names that appear in more than one list selected will only receive one email.

Read the Creating and uploading mailing lists from FileMaker Pro section of help for the Step-By-Step bulk emailing for step-by-step instructions on how to upload mailing lists.

 

 

Filling out the invitation form

  • Fill in the information for each field that applies.
  • You can leave fields blank.
  • In the Date and Time fields you can enter any text you like - it is not limited to only dates and times. For example, you can enter something like "8 PM to 10 PM. (Registration at 7 PM)" in the Time field.
  • URLs and email addresses in the body of your invitation will automatically be converted to live links. You will see this when you preview the invitation.
 

 

Where do Pictures and Text get placed in the Invitation

Text
The different text areas get placed in certain positions in the invitation. The graphic below shows you where they will end up. You can choose to leave any text field blank so that it will not show up. If your needs call for it you can also use the different fields to hold other information than what is asked for. For instance it is perfectly OK to put "DO NOT MISS THIS EVENT" in the Date and Time location, or Date and Time information in the Message Body section.

Pictures
Pictures are placed in the locations shown in the graphic below. You can move them around by chosing a different location in the drop-down listbox on next to the picuture on this form. When you upload a picture it will be resized to fit the location.

TIP: If a picture you are uploading is getting shrunk too small and you want it to appear larger you can upload it as one of the "Large Picture" options. Then once it is uploaded move it to the location you want. Any of the center pictures or logo pictures are sized smaller by default when they are uploaded.


 

 

Making Text BOLD or ITALIC
To make text italic enclose it with the red characters in this example: This word is <i>italic</i>.

To make text look bold enclose it with the red characters in this example: This text is <b>bold</b>.

 

 

The Registration URL
If you are given a URL link from 123Signup, or someone else, you can enter it here. This allows the recipient of the invitation to simply click on a link in the invitation to register or RSVP.

Enter the entire URL starting with "http://" or "www." If the URL starts with something other than "http" or "www" then enter it in it's entirety as you would see it in your browser's "Address:" area.

 

 
Sending your invitation to an existing mailing list
After completing the Invitation Form follow these steps to send it off to an existing email list:
  1. After filling out the Invitation Form click the Preview Your Invitation button
  2. Examine your invitation and make sure you are satisfied with it. Be sure to double-check that any URL links, email addresses, and the Registration Link in the invitation works properly. If you need to make changes to the invitation click the Make Changes button at the bottom.
  3. When you are satisfied with your invitation click the Send... button. Don't worry, you will have the opportunity to make further changes or cancel after you click the Send... button.
  4. In Step 1, choose one or more mailing lists that this should be sent to.
  5. In Step 2, give your email a subject line and a return email address. The return email address will receive any replys to the email as well as all of the un deliverables caused by incorrect email addresses. This email may receive many messages due to undeliverables. For this reason the default is set to be noreply@nywift.org. This can be changed, but you may not want to use your own email address.
  6. In Step 3, enter an email address where you would like to have a test email sent.
  7. Click the TEST>> button. An email will be sent to the test email address, and NOT sent to the entire mailing list yet. You will be brought to Step 4 and it will indicate who received the test email.
  8. Wait to receive the test email in your inbox. Look it over and make sure it is what you want. If you need to make changes to it you can click on the Return to Article link at any time to go back and make changes.
  9. In Step 4, we ask you to verify that the mailing lists chosen are correct. To change the mailing lists you have selected click the << Back button.
  10. In Step 5, asks you where you would like the completion notice sent, this defaults to the email address given for the test email.

    Depending on how large your bulk emailing is it could take a while before the entire mailing is sent. When the last email in finally sent a completion notice will be emailed to this email address stating that the email has completed and indicating any problems that might have occurred in the process.
  11. When you are satisfied with everything indicated on this page click the Send! button and the physical process of sending the emails will begin.
  12. You will be brought to the Bulk Mailing History screen where you can view the history and progress of your mailings. Your current mailing will have a status of In Progress until it is done. You do not have to stay in this screen, or even leave your browser open. The mailing will go on behind the scenes and the Completion Notice will be sent when it is done.
 

 
Viewing the current status of a mailing or the past history of mailings
You can view the details of past mailings by logging into the Admin Page and clicking the Bulk Mailing History link in the Bulk Emails section. If there is a mailing in progress it will be indicated with a Status of "In Progress".