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Online Activities Module

NARFE Email System (NES) Level 2 Tutorial

NARFE Configuration Advisory Board

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Assumptions

  • You know NES basics, how to*:
    • Create a distribution list using 2 ways:
      • Manual addition of email addresses
      • NARFE members, selecting from database
    • Create a message template
    • Combine a template and a list

*If you cannot do the above or for assistance, please view the “NARFE Email System (NES) Basic Tutorial” on the OAM home screen

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NES Level 2 Overview

  • Build complex lists
  • Format message text
  • Add a file, picture or link
  • Open Email Report
  • Options
  • Hints

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NES Home Screen

  1. Email policy & User’s Guides
  2. Message template choices
  3. Create/Manage List
  4. Open Email Report

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Using Prepared Text

  • Caution: pasting from a word processing document causes problems (hidden characters)
  • You can remove hidden characters by choosing “Paste as text” from the edit menu
  • You get a confirming message

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Message Formatting

  • Supports most word processing functions
  • Hover pointer over icon for function tip
  • Control alignment, indentation, font family, font style (bold, italic, etc.), size, color, background and paragraph styles.

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Select addresses from 2 sources

  • Combine (“Combo”) manual entry with NARFE Member list�Example:
    • All members in US Congressional District 21
    • Copy people who are not chapter members
  • Filter NARFE Members by:
    • Congressional District
    • Officer position
    • Chapter (federation)

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Combo list

  • On NES Home Screen click “Create/manage list”
  • Select both
    • Manual list
    • NARFE Members
  • Click “Continue”

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Combo List - Manual

  • On Create Mailing List screen, click the oval “Manual Entry” button.

NOTE:

An oval button indicates a selection screen is available.

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Combo List-Manual2

  • For each recipient: enter firstname, lastname and email, separating with a semicolon “;”
  • If entering another person, type a comma (no comma after last person)
  • Click “Use Manual Entry” when done

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Example:

John;Smith;jsmith@gmail.com,

Mary;Brown;brown38@yahoo.com

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Combo List-NARFE Members by CD

Back on the Create Mailing List screen:

  • Manual entry and data is shown.
  • Click on the oval “Cong. District” button

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Combo List - Congressional District

A list of all CDs for your chapter appears

  1. Click the “Uncheck All”
  2. Select desired CD checkboxes (CD-21 shown)
  3. Click “Use Selection” to exit

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Combo List-All Members

  • Select “All Members (including all members and officers)”
  • Click “continue”

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Combo List Preview

  1. Preview shows the number that meet the criteria (86)
  2. Also lists members who opted out of receiving emails.

Click “Continue to create list”

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Combo List-Save

  • Assign a short mailing list name
  • Add the description
  • Click Save

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Message Enhancements

  • May add optional files, images and links. If necessary, turn off “pop-up blocker” in browser
  • Saved files and images may be reused in other messages. Stored at NARFE, no stated limit.
  • Recommend the use of Portable Document Format (PDF). Files are smaller, less likely to have a virus, and recipient doesn’t need original application
  • Don’t overdo images, message will look “spammy” and may become large.
  • Within the file and image windows is the option to delete files no longer needed – won’t be available after deletion.

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Message enhancement overview

Compose the message text and save. Then:

  1. “!” displays screen tips
  2. Add an image
  3. Click “Add a file”
  4. In new window�click “Upload File”

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Add File to Message

  1. Click “Choose File”
  2. Find on computer and select
  3. Enter description you want seen by the link in your message
  4. “Add File to website”

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Add File to Message – Get Code

  • “You have successfully added…”�Click “Add more file”
  • Click “Add file to Message” (oval button)
  • Carefully copy only the file code (in red), ex: XYZFile1144elifZYX

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Add File to Message – Insert Code

  • Paste file code into your message template
  • It will show only the code until you preview and then save the template.

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Preview Message with File Link

  • In Preview, the code is replaced with the description you assigned, and “click here” on the left.
  • Click the “Save” button at the bottom of the message

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Add Image to Message

  • Click “Add image to message” on edit screen
  • Click “Choose File”
  • Find file on computer
  • Enter image caption (will display below image on message)
  • Click “Add New Image”

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Add Image to Message – Pick File

  • “You have successfully added…”�Click “Add more Image”
  • Click “Add Image to Message” to reopen the window.

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Add Image to Message – Get Code

  • Select a format for your image & copy the code. Only the bottom code will wrap text around image.
  • Paste the image code into message
  • Will show code until you preview and save.
  • If you are using multiple images, keep image window open.
  • Click “Close This Window” when done.

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Add Image to Message-Preview

  • In Preview, the code is replaced with the image and description Caution: actual message format may not match preview. Send to test list.
  • Save the message template

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Add Link to Message

  1. On the NES tool bar click the “Insert/Edit Link” icon
  2. For URL enter the complete link http://...
  3. Include “Text to display”
  4. Click “OK”

Note: If URL is an Email address say “yes” to add “Mailto:”

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Final Message Preview

  1. Inserted image
  2. Inserted file
  3. Inserted link to Google map
  4. Inserted link for an email address

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Open Email Report-Select

  • On the main NES screen, click “Open Email Report”
  • Next screen lists messages sent, newest to oldest
  • Select message for report

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Open Email Report Display

  1. Message subject (template name)
  2. Date and time sent
  3. Graphic and list #opened, #not opened
  4. Who Opened… by date and time, newest on top
  5. Who Did Not Open, by email

Note: 40% good in industry

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Option-Reply to email

  • You can send an NES message with “Reply to” another email
  • For example, Secretary sends a message with replies going to convention chair

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Option – Greeting Type

  • Greeting Type lets you personalize each message. Choices are
    • Firstname Lastname�Dear John A Smith
    • Lastname, Firstname�Dear Smith, John A
    • Firstname,�Dear John A,
    • Lastname,�Dear Smith,

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Option – Greeting type, Date

  1. Example of how “FirstName LastName” shows on message.
  2. This also has use of “Show Date on your Message”.

Note, email header already has a date.

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Hints

  • Send a test copy of a new template to yourself
  • You are not copied. If you’re not on the list, add yourself using manual list
  • Use any template with any list
  • Lists with more than 100 emails are queued and sent off hours.
  • Remind recipients to add noreply@narfe.org and noreply@narfe.net to their address book
  • Don’t delete the files and images from the NES system until you know your message has been read by most.

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Thank You!

Thank you for watching this tutorial.

If you see an error or out of date material, please use the NARFE web site to contact your NARFE Configuration Advisory Board representative.

Thank you!

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