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Please select a link for which type of email you would like to send:

Send a Bulk Email Registration Listing Email Template Best Practices for Uploading a File Creating Custom Email Groups Email External Members Link Documents Within Emails Add a Link to a URL within an Email Add Images to an Email Create Email Templates Manage Email Subscriptions: Subscribe/Unsubscribe Email Statistics

Send a Bulk Email Sending a Bulk Email You can send an email to any or all users with an account in your system. You can filter the email to send to people within specific programs, divisions, teams, and many more! Steps to Send an Email:

1. After logging into the Region 498 website (www.ayso498.org), click Email at the top grey banner.

2. Select the email Group that you’d like to add Recipients from.

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a. Who will these emails go to in the Groups?

i. Archived Divisions: All the primary and secondary email for the archived or deleted division(s) selected.

ii. Archived Programs: All the primary and secondary email for the achieved or deleted program(s) selected.

iii. All Active Users: All users with any type of account activity within the past 2 years.

iv. Custom Groups: Groups created and saved by you. Click Here for more information.

v. Divisions: All the primary and secondary email attached to allocated and/or unallocated participants in the active division(s) selected.

vi. Open Orders: All the primary and secondary email whose accounts have unpaid balances.

vii. Overdue Installments: All the primary and secondary email with orders being paid in installments whose payments are overdue.

viii. Programs: All the primary and secondary email attached to allocated and/or unallocated participants in the active program(s) selected.

ix. Roles: All primary email of registered users with the selected security role(s) on the website.

1. These roles range from subscriber – anyone who has registered on the site – to Club Admin – the master users able to edit everything on the site.

x. Shopping Cart Orders: All primary email for users who started the registration process but did not finish.

xi. Teams: Specific volunteer roles and/or primary contacts and participants on selected teams.

1. This email does not go to the secondary email address. xii. Users: Selected users’ primary contact email. xiii. Volunteer Roles: Primary email of allocated and/or unallocated volunteers by

team. xiv. Wait List: All the primary and secondary email of players who are registered on

Wait Lists. xv. Verified/Unverified Players and Volunteers: Select between 4 groups based

on the Player Verification and Volunteer Verification pages under Teams.

3. Add Recipients to your recipient list by clicking the plus sign (+) to the left.

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4. To manually add additional email addresses (email addresses not already in the system), type

or paste the email into the Additional Recipients field. a. If you are adding more than one email address, they must be separated by a semicolon

(;). b. See Email External Members for help on how to do this in an Excel file.

5. Change the From Name if you’d like. a. The system will automatically pull your Display Name, but you can replace that with

your organization’s name if you’d like.

6. You can also change the From Email address if you like. 7. If you want users to reply to a different email address than the one connected to your

account, enter that email address into the Reply To section. 8. Give your email a Subject. 9. (Optional) Select a Template.

a. Then replace the Latin text and stock images with your own text and images. b. *Please Note: You must select the template before typing the email. c. See our Create Email Templates help page.

10. Or, just type up your own email in the Message section. a. You can add Images, links to URLs, links to Documents, and much more!

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11. One way to make your email more personal is to add a Merge Tag.

a. This auto populates certain information when the email is sent out, like the name of the user it is sent to.

b. You will see a drop-down option in the edit toolbar.

c. Your email will look like this when selected:

12. You can also add attachments by clicking on Attach File. a. These pull from files that have been uploaded to your File Manager. b. *Special Note for Sending Attachments: Since many mail providers and antivirus

programs have very strict attachment policies, we strongly recommend that instead of attaching the file, you provide a link to the file in the body of the email.

i. This will ensure that your email does not get blocked or slowed down by the major mail providers and anti-virus programs out there.

13. Double check your work, then click Send. a. You’ll receive a copy of the email and a Newsletter Confirmation email.

14. A message of “Your email is being sent in the background” will display with a link to our Email Statistics feature.

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Registration Listing Email Template It is now easier to communicate to your club about open registrations. We have created a new template that lets you choose exactly which programs and divisions you display within the email.

1. Go to the Email landing page. a. You will start creating your email like usual by adding recipients, and subject line. b. After this has been done, click Select a Template drop-down and choose

Registrations.

2. Once the template has been chosen, you will be able to select which registrations you want to display.

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3. Once you save your selections, the template will be built out.

4. You can edit the email like normal and remove content if you wish. a. If you want to remove or add additional programs/divisions to the template, make sure

to click the Update Registrations button at the bottom.

5. Once you have created the email to your liking, you can save as a template or send.

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Best Practices for Uploading a File Have you ever run into an error stating your file size is too large? Chances are the file size can be uploaded into your system if it is uploaded directly to your central file manager. The document manager found when editing a page or an email can only allow about half of the file size.

1. You might encounter a file size that is too small if you are uploading a photo onto an inner page or when creating an email.

a. If this happens, go to Common >> Files. 2. If you right click your mouse over Files, you can choose to open in a new tab so you do not

lose any work.

3. Clock on either the Docs or Images folder, depending on what your file type is. a. Once the folder is open, click the Upload button in the upper right corner of the page.

4. Once the file has been uploaded, you can go back to the previous page you were working on and click File or Image Manager to find the file you just added.

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Creating Custom Email Groups

Now you can create custom email groups. This is helpful if you want to create a special group such as Board of Directors or you want to email the same group of programs over and over.

1. After logging into the Region 498 website (www.ayso498.org), click Email at the top grey banner.

2. In Step 1, you will choose the groups you would like to email. a. Add all the groups to the recipients list.

i. You can even add additional recipients. b. Once you have added all the groups you would like to use, click Save This List.

3. You will be taken to a pop-up where you can name the custom group and click Save.

4. Once the group is saved, you can access at any time by going to Group >> Custom Groups. a. You will be able to choose the group from the list like normal and add it to the

Recipients list.

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5. If you need to know who is included in this custom group, click View Members next to the

group name.

6. From there, you can see a list of every group listed as well as all additional recipients.

7. For more information on sending out and email, Click Here (Back to Top)

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Email External Members Emailing External Members The Recipient List section of our email feature is for emailing members that are not in the system. Steps to Email External Members:

1. First, you’ll need to go to our Send an Email help page. 2. Then create two columns in Excel – the first for your external email addresses, and the

second for a semicolon. a. See image below:

3. You can quickly copy the semicolon down the entire second column in Excel by double clicking on the bottom right corner of the first box.

a. See image below:

4. Highlight both columns, right click, and then copy the columns.

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5. Flip over to your email feature in Blue Sombrero and paste the columns into your Email List

section.

6. Follow the rest of the steps on our Send an Email help page to finish sending your email. (Back to Top)

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Link Documents within Emails Rather than attaching the file to the email, we suggest linking documents within the email itself with our Document Manager tool. The reason for this is that many mail providers and antivirus programs have very strict attachment policies. Steps to Link Documents within Emails:

1. First, you will need to get to Step 11 on our Send an Email help page. 2. Then you’ll need to type the word(s) you want to link the document to, highlight the word(s),

and click the Document Manager button. a. See image below:

3. Select a file from the list (these are documents from you File Manger), or click Upload to upload a file from your computer.

4. If you choose to select a previously uploaded file from the list, please slip to skip 8. 5. If you choose to Upload a document from your computer, click Select.

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6. Find the file on your computer, select it, and then click Open. 7. Now click Upload.

8. Scroll through your list of files (sorted alphabetically), select the file you just uploaded or a previous file, and then click Insert.

9. The highlighted text within your email will now be linked to that file so recipients can open it directly from the body of their email.

10. Follow the rest of the steps on our Send an Email help page to finish sending your email. (Back to Top)

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Add a Link to a URL within an Email At some point, you may need to direct your recipients to an external URL or an inner page on your site. You can easily do this with our Hyperlink Manager tool. Steps to Add a Link to a URL within an Email:

1. First, you’ll need to get to Step 10 on our Send an Email help page. 2. Then you need to type the word(s) you want to link the URL to, highlight the word(s), and click

our Hyperlink Manager button. a. See image below:

3. Paste your URL into the URL box. 4. Click OK. 5. The highlighted text within your email will now be linked to that URL so recipients can click on

it directly from the body of their email. 6. Follow the rest of the steps on our Send an Email help page to finish sending your email.

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Add Images to an Email Steps to Add Images to an Email:

1. First, you’ll need to get to Step 10 on our Send an Email help page. 2. Then, click the Image Manger button.

3. Select an image from the list (these are images from your File Manager), or click Upload to upload and image from your computer.

4. If you choose to select a file from the list, please skip to step 8. 5. If you choose to Upload an image from your computer, click Select.

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6. Find the file on your computer, select it, and then click Open. 7. Now click Upload.

8. Scroll through your list of files (sorted alphabetically), select the file you just uploaded or a previous file, and then click Insert.

9. Your image will now appear in your email message box. a. Right click on the image and go to Properties if you need to adjust the width/height of

the image. 10. Follow the rest of the steps on our Send an Email help page to finish sending your email.

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Create Email Templates Email Templates We have an array of professionally designed templates for you to select from. Our email templates are formatted with Latin text and stock images for you to replace with your own texts and images. Steps to Create Email Templates:

1. First, you’ll need to get to Step 9 on our Send an Email help page. 2. Select a template from the Select a Template button.

3. The screen will refresh and your email Message section will contain the template for you to edit.

4. Replace any Latin text with your own text.

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5. Replace any stock images with your own images.

a. Right click the stock images and then go to Properties.

6. Resize images accordingly. a. Click the Image Manager button to select an existing image or upload an image from

your computer. b. Each stock image his its Width x Height printed at the bottom. c. Click OK.

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7. Highlight any buttons and then use the Hyperlink Manager to link the buttons to a URL.

8. You’ll be all set once you’ve replaced all Latin text, replaced all stock images, and linked all buttons.

a. Follow the rest of the steps on our Send an Email help page to finish sending your email. 9. If you would like to save this template, you will see the option to do so at the bottom of the

page. a. You also have the option to delete or update it if the template has already been saved.

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Manage Email Subscriptions: Subscribe/Unsubscribe Manage Email Subscriptions With the Manage Email Subscriptions feature, Admins can quickly and efficiently determine which users have chosen to opt out of receiving bulk email from the club. This feature is most helpful for re-subscribing users that have accidentally unsubscribed to email from your organization. *To stay current with CAN SPAM compliance, every email sent through our Email feature will have a footer added to it with a link to unsubscribe.

Steps to Subscribe/Unsubscribe Email Addresses:

1. After logging into Blue Sombrero, click Email at the top banner.

2. Click Manage Email Subscriptions.

3. Select to search by either First Name, Last Name, or Email Address.

4. After running a search, view whether an email address is subscribed or unsubscribed in the far-right column.

a. To change the email address subscription status, check the box next to the email then click the corresponding button at the bottom of your results.

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Email Statistics Email Statistics tracks all the Newsletters sent on your site. With the click of a button, you’ll see copies of all emails sent, date and time stamps, the sender’s username, and read counts. Steps to View Email Statistics

1. After logging into Blue Sombrero, click Email at the top banner.

2. Click Email Statistics.

3. Notice the Sent Date and Time, Sender, and Subject of each Newsletter.

4. Click View to see the content of the newsletter that was sent. 5. Click Details under Email Groups to view exactly which groups were included in the email.

a. This will only show groups and will not include additional recipients added to the list.

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6. If you click Details under Statistics, you can see the Queued, Duplicate, Unsubscribed,

Invalid, Bounced, Sent, and Read columns. a. If you do not see all the columns, scroll to the right to view more.

i. Queued: Total number of email included in your Email list. ii. Duplicate: Email included more than once. iii. Unsubscribed: Addresses that previously unsubscribed from receiving your

email. iv. Invalid: Invalid email addresses. v. Bounced: Addresses that previously bounced back. vi. Read: Total number of email read.

7. *Sent Email Amount = Queued – Duplicate – Unsubscribed – Invalid – Bounced (Back to Top)