Additional Email Settings

This article is part of a series. At the bottom is a link to the next article. Click Here to view the article that comes before this one. 

Message Tab

Formatting Bar

The formatting bar includes a long list of options, so a complete breakdown will be available later.

The list below highlights other important options:

Add Image

Pull from images that were already uploaded or upload a new image that will be added to the collection for future use. It will drop the image on your cursor in the text box.

Once an image is added, double click on it for more options.

Email Special Fields

Special fields include dynamic fields for profile information (e.g., recipient's first name), date fields that insert the current date, and dynamic links for linking to self-service areas of MC Trade. The dynamic fields and links will populate based on the profiles selected (Profiles tab).

Click Here for more information on Special Fields.

These fields will NOT populate if you add manual emails to your recipient list. Also, if you used one of the additional settings from the Profiles tab to send the email to a related contact (e.g. to the Billing Contact), the dynamic fields will still populate with the profiles selected (Profiles tab).

If you choose the special field Printable Invoice, then you MUST use Create New List in Invoice Selector under the Profiles tab.

Copy Formatting/Remove

These buttons copy or clear the formatting of the highlighted word.

If using copy (the option on the left), select another word, and it will immediately apply the copied formatting. This is useful for text with numerous things going on (e.g., the font size is larger, it's bold, and underlined).

Below is an example:

Link/Unlink

These buttons add or remove a hyperlink to the highlighted text.

Maximize

This button expands the text box to fill the screen and makes it easier to see all of your content. Select it again to return to the normal view.

Profiles Tab

After creating a list of recipients, more options will appear:

• Send Email to Main Contact of Profiles: If this is checked, the email will be sent to the Main Contact of each recipient profile.
  If there is no Main Contact or if the Main Contact has no email, the displayed profile's email will be used.
  • Only send to Main Contact if Profile Email is blank: This is a sub-option and will appear if you enable the option Send Email to Main Contact of Profiles. If this is checked, the email will only be sent to the Main Contact for profiles that do not have an email address.
    
    
• Send Email to Billing Contact of Profiles: If this is checked, the email will be sent to the Billing Contact of each recipient profile. If that profile does not have a Billing Contact, the Main Contact's email will be used. If that profile does not have a Main Contact OR a Billing Contact (or it does, but they do not have email addresses), then the recipient profile's email will be used.
  • Send Email to Invoice's Communicate with Profile if different than Billing Contact: This is a sub-option and will appear if the option Send Email to Billing Contact of Profiles is enabled. If emailing an invoice and this option is checked, the email will be sent to the person defined on the invoice under "Communicate with related profile," if they are different than the Billing Contact.
  • Only send to Billing Contact if Profile Email is blank: This is a sub-option and will appear if the option Send Email to Billing Contact of Profiles is enabled. If this is checked, the email will only be sent to the Billing Contact for profiles that do not have an email address.
    
    
• Send to Specified Email Types: If this is checked, the email will send to additional email address types on the Email tab of the recipient profiles. This setting allows you to copy multiple people on emails (e.g., an admin assistant for the CEO if the assistant's email is on the CEO's profile as an additional email).
  
  Go back and change the desired email types by selecting Change Email Types.

Removing/Exporting Recipients

Once the list of recipients is built, to remove any, select them by checking the box, click Select Action, then Remove Selected Rows, and click the arrow button to the right.

After clicking Select Action, there is an option to Export to Excel, which will export the list of recipients - the profile ID, name, email address, and email type. No profiles need to be selected for this option.

Send Tab

Attachments

1. To add an attachment, select Add Attachment.
2. Choose a Content Type.
3. Click Choose to select one or more files from your local drive.

4. Click Upload. 

• • The files will be attached to the email and uploaded to MC Trade as Web Content Records. 
  • To remove an attachment, select the trash can symbol (far right).

Adding large attachments to large mass emails is not recommended. They can be flagged as spam or stripped before reaching an inbox. Also, try to limit attachments to smaller, focused email lists and keep the file size as small as possible (1 MB or less). MC Trade will allow you to upload files up to 4 MB.

Create Contact Records On Profile

Enable this checkbox and choose a Contact Type for the email to be added as a contact record to the profile. The Contact Type is based on a list of codes that you create (Admin > Manage Codes > Profile Codes > Contact Types). 

In the Recent Contacts panel, when viewing the profile, the description of the contact record will appear blank, but selecting Manage All will access a view where the description is available.

Allow Duplicates

There may be cases where someone entered the same email address for multiple profiles. If those profiles were added to the list of recipients, the system would catch this and only send the email once (if this is left unchecked).

However, there may be a desire to allow duplicates. For example, the email contains special fields with links that are specific to each profile. Enable this checkbox for duplicates to be sent.

Enable List Unsubscribe

To ensure that the emails sent have the highest possible deliverability rates, configure a "List Unsubscribe header" for large emails.

This option is necessary when sending large, non-transactional emails such as event promotions or newsletters. It is not for smaller emails, such as annual renewal invoices or new member confirmation emails.

This is in addition to the "Unsubscribe" link that can be inserted into the body of the email, allowing inbox applications like Gmail to parse out the unsubscribe options from inside emails, giving users an alternative way to remove themselves from email lists.

When it is included, a header value will be included in the code of the email that can be read by the email client. If a user clicks the email client's unsubscribe feature, an email will be sent to the email address entered noting that the [Gmail, Yahoo, etc.] client would like to be unsubscribed.

Special Fields Alternate Values 

If any Special Fields (dynamic profile field values) are used in the body of the message, they will appear above the Send Email button with a field for entering an alternate value. For example, if the FIRSTNAME special field was added, but a profile's first name field is blank, consider entering 'Valued Member' or something equivalent into the first name field. 

These values will be populated if the profile field is blank for any profile. Note that these alternate values will NOT be used for manual emails, or in cases where a field does not exist at all for a profile. 

Next in series: Using the Message Admin Tool