Creating and Sending s in AlumniConnect. 2. Open the Community tab at the top left, choose Communications and then choose Marketing.

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1 Creating and Sending s in AlumniConnect A. Event s 1. Log into AlumniConnect. 2. Open the Community tab at the top left, choose Communications and then choose Marketing. 3. In the new window choose One-Time Custom In the Builder window that opens, enter the name of the (this name is for your records only), the From Name (you can use either your name, someone else s name, or a group name such as Boston Alumni Chapter ), and the Subject. We suggest that WPI or Worcester Polytechnic Institute be used somewhere in the subject. Be sure that the boxes are checked for Direct From kickbacks to imodules and Direct replies and Reply To: kickbacks to imodules. Click Next. 5. Choose your template from the bottom row of offered templates. For events you must choose Two Column with Header 70/30 or Two Column with Header 60/40. Click Next. 6. Build your content. Header Box: The title of the should appear at the top in Arial, Butter yellow (R255 G204 B51), size 6 (there is no option for choosing font style), bold and should read Upcoming Alumni Event. The subtitle should appear below in light gray (#c0c0c0), size 5, bold and italics, and should indicate who is sponsoring the event, for example: Presented by the Boston Chapter of the Alumni Association; or should indicate the type of event if there is no specific event sponsor, for example: Career Development Event. There should be one (1) line of blank space between the title and the subtitle. There should be one (1) line of space above the headline and one (1) line of space below the sub-headline as well so that the text does not look squished. To ensure that these spaces are equal it is recommended that you adjust spacing prior to changing the sizes of the text. Title and subtitle should only occupy one line each. Click Preview, and then click Save Changes and Load Content. Body Copy: This larger section of the template should be used for the main body of the . You should not duplicate the title of the in this space; however, you can place the name of the event here. If an image is being used in the it should appear at the top of this section, centered to the space. You will likely need to ENTER one (1) line of space at the top of the section so that the main content starts on the same line as the content in the side bar. You do not have to use the

2 template s provided text layout you may lay it out as you wish. It is recommended that images and text used in the main body of the be lined up with content in the side bar if possible. Font style is predetermined and should not be changed. Text should be size 2, black (#000000). Headings or highlighted information can be size 3, bolded if need be. Headings or highlighted information within the main text of the can be changed from black to WPI Crimson (R179 G27 B52). Links should be displayed in Delft blue (R51 G102 B153) and will default to underlined when live. All text should be left aligned. Click Preview, and then click Save Changes and Load Content. AlumniConnect ID: The Office of Alumni Relations requires that recipients temporary AlumniConnect constituent ID number be shown on event s. AlumniConnect will automatically pull the ID number linked to each address when the is sent. To place the ID number in an , open the Token List drop down box at the top of the window. From the list choose ##Pidm## ~ Constituent ID and click Select Fields. This will insert the token exactly where your cursor is placed. It is preferred that the following text be placed at the bottom of the Body Copy portion of the (do not sure italics): Register for AlumniConnect! Your temporary Constituent ID is: <<insert token>>. Please note that the addition of the ID number, or any other token, will only work correctly when using the Data Viewer to choose recipients. More details regarding the selection of recipients follow. Images or logos related to the event can be used in the body copy section of the . Images should be proportional to the amount of text (not too large, not too small) and should be centered to the space. Be sure there is a small amount of white space between the top of the image and the bottom of the header box, as well as a small amount of space between the bottom of the image and the first line of text. Revision

3 TIP: Sometimes AlumniConnect can be a bit tricky and will maintain its template fonts when you don't want it to, for example: in the main text of an the text will sometimes be entirely bold. If this happens, try typing within a line of non-bolded text, then go back and delete the text you don't need and format your . Side bar information: This smaller section of the template should be used for additional information or links. The WPI logo either the full logo (file name: Logo Color CMYK.JPG) or the seal (file name: WPI logo 50.jpg) should be used at the top of the side bar space and centered. You do not have to use the template s provided text layout in the side bar you may lay it out as you wish. It is recommended that the logo and any text that is used in the side bar be lined up with text in the main body of the if possible. Font style is predetermined and should not be changed. Text should be size 2, black (#000000) and left aligned. Headings within the side bar should be size 3, bolded if need be, Blueberry blue (R0 G51 B102). The first line of text in the side bar should sit in the line directly below the logo. Links should be displayed in Delft blue (R51 G102 B153) and will default to underlined when live. Hit ENTER two (2) times at the bottom of your side bar text to create some blank space. Click Preview, and then click Save Changes and Load Content. 7. Choose your recipients. Most commonly we recommend using the Data Viewer option as people s most updated contact information is stored here. A. Data Viewer: Click Configure and in the new window click Create a new query (we don t typically save queries or reuse them since contact information is frequently updated). Do not select Apply Community Roles. Click Next. Select the field you want to search by, for example: Home Zip, and click Select Fields. To enter one value, click into the supplied space and enter the value. Choose the appropriate search terms in the drop down box. To enter more than one value, for example: a number of zip codes, choose Search Multiple Values from the drop down box and enter the values in the supplied Revision

4 space. Once all your search criteria have been entered, click Next. Do not save the Query or Criteria Template, click Next. Please note that the addition of the temporary AlumniConnect ID number will only work correctly when using the Data Viewer to choose recipients. - If you have questions about which search criteria to use in order to reach the people you want, please contact your alumni relations staff liaison. - If you are sending an to the constituents of a chapter that encompasses pieces of states, for example the Hartford-Springfield chapter which encompasses a piece of Massachusetts and a piece of Connecticut, or a chapter that encompasses only a portion of one state, like Northern California, please ask your alumni relations staff liaison for a list of zip codes relevant to your chapter. B. Create Custom List: You can create a custom list that can be used over and over again. We do not typically recommend this method as contact information and user preferences change frequently, however, this option can be used for a small group of recipients, such as chapter leadership. C. Address File: Click Configure and in the box that appears browse for your file and click Update. In order to ensure that your is reaching the right people, and to ensure that contact information is updated, please request a new list of recipients from your alumni relations staff liaison each time you use the Address File method. * Please note that the addition of the ID number in step 6, or any other token, is guaranteed to work correctly only when using the Data Viewer to choose recipients. For assistance with using tokens with the other two methods of choosing recipients please contact your alumni relations staff liaison. 8. Once you ve chosen your recipients, send a preview to yourself and whoever else needs to see a preview of the . Add the appropriate addresses for those who need to receive the preview and click Send Preview. The browser will refresh confirming that the preview was sent. Click Next. 9. Schedule the for release by choosing a date and time (and the appropriate time zone) for the to be sent. We recommend not sending s on Mondays, Fridays or weekends if possible. If you wish to send another preview check the box for send a preview of this now to addresses specified and enter the addresses. Click Next. Click Save & Close and the browser will refresh to the full list. Revision

5 B. General Announcement/Informational s 1. Log into AlumniConnect. 2. Open the Community tab at the top left, choose Communications and then choose Marketing. 3. In the new window choose the type of you want to create. To create a plain without a layout design choose Express . To create an with a layout design choose One-Time Custom . Express s for General Announcements/Informational s 1. In the Builder window, enter the name of the (this name is for your records only), the From Name (you can use either your name, someone else s name, or a group name such as Boston Alumni Chapter ), and the Subject. We suggest that WPI or Worcester Polytechnic Institute be used somewhere in the subject. Be sure that the boxes are checked for Direct From kickbacks to imodules and Direct replies and Reply To: kickbacks to imodules. Click Next. 2. Build your content in the space provided. Font should be Verdana, size 2, black (#000000). Bold can be used as need be to highlight. Also, if there are headings needed size 3 font can be used. No colors or graphics (unless they are part of an signature) should be used in an Express . All text should be single spaced. If there are multiple paragraphs needed, more space is allowed between paragraphs. Text should be left aligned. 3. Choose your recipients. Most commonly we recommend using the Data Viewer option as people s most updated contact information is stored here. A. Data Viewer: Click Configure and in the new window click Create a new query (we don t typically save queries or reuse them since contact information is frequently updated). Do not select Apply Community Roles. Click Next. Select the field you want to search by, for example: Home Zip, and Revision

6 click Select Fields. To enter one value, click into the supplied space and enter the value. Choose the appropriate search terms in the drop down box. To enter more than one value, for example: a number of zip codes, choose Search Multiple Values from the drop down box and enter the values in the supplied space. Once all your search criteria have been entered, click Next. Do not save the Query or Criteria Template, click Next. - If you have questions about which search criteria to use in order to reach the people you want, please contact your alumni relations staff liaison. B. Create Custom List: You can create a custom list that can be used over and over again. We do not typically recommend this method as contact information changes so frequently, however, this option can be used for a small group of recipients, such as chapter leadership. C. Address File: Click Configure and in the box that appears browse for your file and click Update. 4. Once you ve chosen your recipients, send a preview to yourself and whoever else needs to see a preview of the . Add the appropriate addresses for those who need to receive the preview and click Send Preview. The browser will refresh confirming that the preview was sent. Click Next. 5. Schedule the for release by choosing a date and time (and the appropriate time zone) for the to be sent. We recommend not sending s on Mondays, Fridays or weekends if possible. If you wish to send another preview check the box for send a preview of this now to addresses specified and enter the addresses. Click Next. Click Save & Close and the browser will refresh to the full list. One-Time Custom s for General Announcements/Informational s 1. In the Builder, enter the name of the (this name is for your records only), the From Name (you can use either your name, someone else s name, or a group name such as Boston Chapter ), and the Subject. We suggest that a mention of WPI or Worcester Polytechnic Institute be used somewhere in the subject. Be sure that the boxes are checked for Direct From kickbacks to imodules and Direct replies and Reply To: kickbacks to imodules. Click Next. 2. Choose your template from the bottom row of offered templates. Choose Two Column with Header 70/30 or Two Column with Header 60/40. Click Next. Revision

7 3. Build your content. Header Box: The title of the should appear at the top in Sky blue (R51 G153 B204), size 6 (there is no option for choosing font style), bold and should provide a general idea of what the content is, for example: Alumni Association Board News. There is no subtitle used in the header box. Create a blank line above the title by hitting ENTER one (1) time before entering text. Create one (1) line of space below the title by hitting ENTER two (2) times after the text is entered. Title should only occupy one line. To ensure that these spaces are equal it is recommended that you adjust spacing prior to changing the sizes of the text. Click Preview, the click Save Changes and Load Content. Body Copy: This larger section of the template should be used for the main body of the . You should not duplicate the title of the in this space. If an image is being used in the it should appear at the top of this section, centered to the space. You will likely need to ENTER one (1) line of space at the top of the section so that the main content starts on the same line as the content in the side bar. You do not have to use the template s provided text layout you may lay it out as you wish. It is recommended that images and text used in the main body of the be lined up with content in the side bar if possible. Font style is predetermined and should not be changed. Text should be size 2, black (#000000). Headings can be size 3, bolded if need be. Headings and highlighted information within the main text of the can be changed from black to WPI Crimson (R179 G27 B52). Links should be displayed in Delft blue (R51 G102 B153) and will default to underlined when live. All text should be left aligned. Click Preview, then click Save Changes and Load Content. Images or logos related to the provided information can be used in the body copy section of the . Images should be proportional to the amount of text (not too large, not too small) and should be centered to the space. Be sure there is a small amount of white space between the top of the image and the bottom of the header box. Revision

8 Side bar information: This smaller section of the template should be used for additional information or links. The WPI logo either the full logo (file name: Logo Color CMYK.JPG) or the seal (file name: WPI logo 50.jpg) should be used at the top of the side bar space and centered. You do not have to use the template s provided text layout in the side bar you may lay it out as you wish. It is recommended that the logo and any text that is used in the side bar be lined up with text in the main body of the if possible. Font style is predetermined and should not be changed. Text should be size 2, black (#000000) and left aligned. Headings within the side bar should be size 3, bolded if need be, Blueberry blue (R0 G51 B102). Links should be displayed in Delft blue (R51 G102 B153) and will default to underlined when live. Click Preview, then click Save Changes and Load Content. 4. Choose your recipients. Most commonly we recommend using the Data Viewer option as people s most updated contact information is stored here. Data Viewer: Click Configure and in the new window click Create a new query (we don t typically save queries or reuse them since contact information is frequently updated). Do not select Apply Community Roles. Click Next. Select the field you want to search by, for example: Home Zip, and click Select Fields. To enter one value, click into the supplied space and enter the value. Choose the appropriate search terms in the drop down box. To enter more than one value, for example: a number of zip codes, choose Search Multiple Values from the drop down box and enter the values in the supplied space. Once all your search criteria have been entered, click Next. Do not save the Query or Criteria Template, click Next. - If you have questions about which search criteria to use in order to reach the people you want, please contact your alumni relations staff liaison. Create Custom List: You can create a custom list that can be used over and over again. We do not typically recommend this method as contact information changes so frequently, however, this option can be used for a small group of recipients, such as chapter leadership. Revision

9 Address File: Click Configure and in the box that appears browse for your file and click Update. 4. Once you ve chosen your recipients, send a preview to yourself and whoever else needs to see a preview of the . Add the appropriate addresses for those who need to receive the preview and click Send Preview. The browser will refresh confirming that the preview was sent. Click Next. 5. Schedule the for release by choosing a date and time (and the appropriate time zone) for the to be sent. We recommend not sending s on Mondays, Fridays or weekends if possible. If you wish to send another preview check the box for send a preview of this now to addresses specified and enter the addresses. Click Next. Click Save & Close and the browser will refresh to the full list. Revision