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Knowledge Base Email Newsletter
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back The Email Newsletter sends messages to a list of emails. The emails are collected in subscriber lists. Each subscriber list is given a unique name that best describes the group of individuals receiving the message. Included in the steps below is an example link, demonstrating the step in a gif.

Begin by activating the Email Newsletter Module. Click here to see an example.

Create a Newsletter Subscriber List
The subscriber list contains emails from church members, teachers, parents, board members, elders, staff, etc. 

Click Create new subscriber listClick here to see how to create a subscriber list.
 
List Settings Tab - the settings will remain the same for each newsletter that is created. These settings can be changed in each message, however, it is recommended to keep the settings for consistency.

List Name - add a name that is used to distinguish the subscriber list. 

Description - this field is not required.


Default Newsletter Template - from the drop down select the newsletter template. The template will appear when the email newsletter is received by the recipient. The template will have links for the recipient to visit the website and it will have the same design as the website.

Public Template - from the drop down menu select the admin template. The template will be seen when the archived newsletters displays on the website.

Character Set - by default this is set to UTF-8. Change only if the newsletter contains a language other than English. 


E-mail Address to send from - assign an email address to the newsletter. This can be any email address, but it is usually better to create an email address that will be associated with the website. Click Save ‚Äčto keep the changes.
 
Subscription Options Tab - Select from the drop down menu who may subscribe to the newsletter.
 
Admin - only user accounts set to Admin may subscribe.

Site Member - requires a user account to subscribe

Public - everyone may subscribe to the newsletter.

 
Save - Click Save to keep the changes made to the List Settings and Subscription Options tabs. The new subscriber list displays on the Newsletter Subscriber Lists page. Click on the name to proceed.
Adding Subscribers
There are several ways to add subscribers to your email newsletter list. Once a subscriber has been added to the list, you are able to manage your database on the website.

Import Users
1. The first step is to save your excel file in CSV format. CSV stands for comma separated values. Usually you can do this by going to the Save As option and then selecting the file type from the drop down menu in the Save As dialog box. Note: Make sure that you have headings in this order Email, First Name, Last Name or Email, Name. If you are using Excel, you will need to have these headings in the first row in order.

2. Once you have your file saved, you will go to the website and log in. Then click on the Email Newsletter link from Content on the Admin Bar. Then select the title of the subscriber list and click on it.

3. On the next screen, you will see a link that says Import CSV under the heading List Subscribers. This will take you to a screen where you can click on the Browse button to find your CSV file. After you have found your file on your computer and clicked on it, click the Import button to the right of the Browse button. This will complete the import process. The next screen will tell you how many addresses were imported. All of the addresses that import will receive an email asking them to subscribe to the newsletter. The email addresses that you import won’t become active until the recipient clicks on the link in the email and then clicks on the Subscribe button. Once this process has been completed, the subscriber’s status will change to active.

Managing Subscribers
Once a subscriber has been added, you can edit, delete, or reconfirm the subscriber. All of this is done by going to the Email Newsletter module from Content on the Admin Bar, then clicking on the subscriber list that you would like to look at, and then clicking on the All link at the end of the alphabet links. This will show you all of the subscribers that you have in an alphabetical listing. From the Subscriber list page, you can also do a specific search for a person’s name or email address by typing either of these in the text field and clicking Go.

Deleting - You can delete subscribers by checking the box next to their names and then clicking the delete button at the bottom of the page. You can select all of the subscribers on a page by checking the box at the beginning of the list and then clicking the delete button. If you have a lot of subscribers, there will be multiple pages when you choose to see them all. At the bottom of the page there will be an option to go to the next page of subscribers.

Editing – You can edit the information for a subscriber by clicking the Edit link next to their name. This will allow you to change their name and email address. Note: If you change a subscriber’s email address, they will receive another email asking them to subscribe.

Reconfirm – After a subscriber has been added to the list in anyway, if they don’t click the link in the email that they receive, you will see a reconfirm link to the right of their name in the list. Clicking this link will result in the sending of another email asking the person to subscribe to the newsletter.

Adding Subscribers
You can always go to your subscriber list and simply click the Add Subscriber link beside the Import CSV link. This is a good way to add a single user. You will be asked to type in the subscriber’s first and last name and their email address. After that is completed, click the Save link to the left of this information. The system will send this person an email asking them to subscribe.

Create Subscriber Link
By adding this link, you will enable people to actually subscribe themselves. This is a great feature if you don’t have a database of email addresses. By adding this link, church members, parents of students, or anyone who wants to receive this newsletter can add themselves.

1. You will need to log into the website and navigate to the page where you want to create a link for people to subscribe to the newsletter.

2. Next you will click the Edit link at the bottom of the page and type in the text that you would like for people to click on in order to fill out the form for subscription. Then highlight that text so that it is selected.

3. Next you will click on the Insert/Edit Link icon on your toolbar, because we are creating a link to a page that is prebuilt on your website. In the URL box you will type newsletter_editsub.php, then select <other> from the drop down menu just before the URL box. Then click the okay button at the bottom of the box.

4. Then Save and Publish your page. When you click on the link, you should see a page like the one below. The person who visits your website will need to fill out this form with their information and select the newsletters that they would like to subscribe to. There will be a check box for each of the newsletters that you create on this page, so people will choose the one(s) that they would like to receive. After they have clicked the Confirm button an email will be sent to them with a link that they will need to click. This link will take them back to your website where they will have the option to either Subscribe or Don’t Subscribe. If they are sure that they would like to be added to your list, they will need to click the subscribe button. This will add them as an active recipient that will receive your emails when you send them out.
Manage Newsletter Page
The page contains three tabs; Main, List Settings, and Subscription Options.

Main
Draft Messages - displays a list of newsletters waiting to be completed and sent.
Click here for more information.

List Subscribers - email list management; adding, importing and exporting the emails in the subscriber list.
Click here for more information.
 
Archived Messages & Statistics - view limited information about the sent email newsletter.
Click here for more information.

List Settings
Allows for changes to the settings previously saved when the subscriber list was created. If changed, click Save to keep the changes.

Subscription Options
Defaults to the user level selected when the subscriber list was first created. If changed, click Save to keep the changes.

 
Adding a Draft
Adding a Draft
Below are the instructions for composing a message. Save the message as draft to update at a later time, or send it out immediately to subscribers.

Begin by clicking on Content on the Admin Bar, from the drop down menu select Email Newsletters. Click the name of the subscriber list.

Find the Add Draft drop down menu; it will display empty. Click the Go button. This will create a new blank draft for the message. Note: The Add Draft drop down menu may also contain previously sent messages.

Click here for an example on how to add a new draft message to update at a later time.

Click here for an example on how to select a message that was previously saved as draft.

Edit Draft
In the Template drop down menu select the newsletter template.

Enter the subject of the newsletter. This will be the text that will display in the subject line of the email when subscribers receive it.

Below these 2 boxes, is the editor toolbar with the content area; enter the text, pictures, and other items that will be sent in the newsletter. When the message is ready to be delivered, here are the options:

Save Draftsave the newsletter and update it at a later time.

Preview and Send - preview the message before sending to the subscriber list. Additional options are available, click here for more information.

Delete - deletes the email newsletter draft.

Exit - returns to the Manage Newsletter page.

 
Preview and Send
Preview the newsletter with the following options:

 
Send Preview - enter an email address in the Email a preview field; the email will be sent, preview the email in various email services, e.g. Outlook, Google, Yahoo.

Return to Edit Draft - displays the Edit Draft page.

Send Message - sends the newsletter to the subscriber list. The screen will display a progress bar. After the progress bar disappears; a note displays stating the newsletter was sent successfully, includes the number of emails sent, and a link to return to the Newsletter list page.


Note: If while the progress bar is displaying and an unexpected event occurs; power outage, computer freezes up. The module remembers the last email address it had sent. 
 - return to the email newsletter module, a prompt will display requesting to continue sending the newsletter. The progress bar will display once again from the status it had stopped previously.

Exit - returns to the Manage Newsletter page.

Click here for an example on how to select a previously sent message; update and send.
Archiving and Stats
Once you have sent out an email newsletter, the system will automatically archive it and keep track of stats on who has opened it in their email.

Viewing and linking to archives
1. To view the archives of a subscriber list you will need to click on the Email Newsletter link from Content on the Admin Bar and then click on the Subscriber list that you want to view archives for. At the bottom of the page for this subscriber list there is a section for Archived Messages and Statistics. Here you can click on any of the titles of the messages to view them individually or you can click on the View All link to see a complete list.

2. You can also create a link to a list of the archived messages.

a. First you will go to the View All archive page by going to the Subscriber List and clicking the View All link.

b. Then select the link that is in your browser address bar up to the number. The address should look similar to this: www.adventistchurchconnect.com/newsletter_archivelist.php?id=1.

c. Next go to a page on your website where you would like to create a link to the list of archives and click the Edit link at the bottom of the page.

d. Then type in the text that you would like people to click on in order to view the archives list.

e. Next you will highlight the text and click on the Insert/Edit link icon on the toolbar.

f. This will cause a box to come up on your screen. In this dialog box, you will paste the link that you copied from the page where you viewed all of the archived messages.

g. Then click the okay button at the bottom of this box and Save and Publish your page.

Statistics
The newsletter will automatically track the messages that you send out. The tracking isn’t perfect though.

1. To view the statistics, you will click on the Email Newsletter link from Content on the Admin Bar. Then select the Subscriber List that you would like to view. At the bottom, you can click on the View Statistics link beside any of the archived messages. This will take you to the page with the statistic information.

2. There are just a couple things that we should note about the information on this page.

a. Verified Delivery means that either the email host allowed us to monitor the message and verify that it was opened, the recipient chose to view the images that were in the message, or the recipient clicked on a link in the message. This means that more of the messages could have been opened, but we were unable to verify them because of a setting on the recipient’s end.

b. At the bottom of this page, you can view Clicked Links. These can be either links that you created within the message or links to the images that the recipient chose to view in the template of the message.