2008 Eugene / Springfield Relay For Life

Transcription

1 2008 Eugene / Springfield Relay For Life Team Member Advanced Functions Topics: Manage Your Address Book ~ Manage Messages Manage Your Address Book Your address book will include any friends, family, or co-workers to whom you intend to send messages. Address books can be imported from many systems including Outlook, Yahoo, and MSN, but you first must convert your address book into a comma separated values (.csv) file by exporting your address book into Microsoft Excel. Access Your Address Book ESRFL.org and log in. 3. From the Participant Center home page, click the Address Book icon. 2

2 Export Contacts from an Address Book Exporting from Outlook Express 1. Open your Click File > Export > Address Book. The Address Book dialog box will display. 3. Click Text File (Comma Separate Values) and click Export. The CSV Export dialog box will display. 4. Click Browse. The Save As dialog box will appear. 5. Navigate to where you would like to save the file, type in a file name, and click Save. 6. Click Next. The Select the fields you wish to export dialog box will display. 7. Click on First name, Last Name, and Address. Uncheck all other fields. Click Finish. 8. Open your file in Excel (or a similar spreadsheet software program) and verify that the information is correct. Convert an Excel Spreadsheet to a CSV file 1. Open your Excel spreadsheet. 2. Go to File > Save As. 3. For Save As Type, select CSV (comma delimited) from the pull-down menu. 4. Click Save. Import Contacts into Your Address Book 3. From the Participant Center home page, click the Address Book icon. 4. Click Import Contacts. 3

3 5. Choose a File Format. If your Contacts file was: a. Created by exporting an Address Book from: i. Microsoft Outlook 2000 or earlier, leave Microsoft Outlook (.csv file) selected in the drop-down list. ii. Microsoft Outlook Version 2003 or Outlook Express, select Generic CSV (.csv file) from the drop-down list. iii. Yahoo! Mail, select Yahoo CSV (.csv file) from the drop-down list. iv. AOL 6.0, select AOL 6.0 (.prn file) from the drop-down list. b. Built by you, select Generic CSV (.csv file) from the drop-down list. 6. Click Browse and navigate to where you saved the file, select the file and click Open. 7. Click Upload Now

4 Add Contacts Manually to your Address Book 3. From the Participant Center home page, click the Address Book icon. 4. Click Add Contacts. 5. Enter the names and addresses of up to 10 contacts. 6. Click Save and Continue Adding if you ll be entering additional contacts or click Save if you re finished

5 Edit a Contact in Your Address Book 3. From the Participant Center home page, click the Address Book icon. 4. Find the contact you wish to edit in the list of names and click Edit. 5. Make your changes and click Save when you re finished. 4 Delete a Contact from Your Address Book and log in. 3. From the Participant Center, click the Address Book icon. 4. Find the contact you wish to edit in the list of names and click Delete. 4

6 Manage Messages from the Participant Center From your Participant Center, you can select a message and send it to your family, friends, and co-workers which will automatically link them to your personal page and team page. You can also track to whom you ve sent s and with whom you still need to communicate. The suggested messages listed are divided into Recruit Team Members, Solicit Gifts, Thank You, and Other headings for your convenience. Using a well-crafted recruiting and solicitation message can help direct people to your personal page quickly and encourage support. You can send the messages as is or edit them to add more information about why you are supporting the American Cancer Society Relay For Life. You can save your edited version over the existing sample or provide a new name for each message so you can find it and use it again. Note: Before you begin sending , you should use the Address Book to store as many addresses you can as opposed to typing them in manually. This will make it easier to select them and reduce typographical errors. Although you can manually enter addresses while you compose your message, all names that you manually enter will be lost if you Save the message before you send it. Access the Messages 3. From the Participant Center, click the icon.

7 Send an Message 3. From the Participant Center, click the icon. 4. Click on the link of a suggested message When the message displays, your name and address will be automatically filled in. 6. To enter the addresses of your recipients, you can: a. Enter addresses individually in the Send to field, either separating each address by a comma or putting each address on a separate line. i. TIP: If you have your addresses in an Excel spreadsheet, you can copy and paste them directly into the Send to field. ii. NOTE: Addresses that are manually entered into the Send to field will not be saved for future use if you save your message before sending. b. Select addresses already entered into your address book. In the section labeled Your Address Book there will be a list of the addresses already in your address book. i. Highlight the names of those people who will be recipients of your message. To select multiple names, hold CTRL as you make your selections. ii. Click <<Add Recipients to place the selected contacts into the Send to field.

8 7. Make any necessary changes to the Subject line and/or the Body of the message. NOTE: A link to your personal page will be automatically appended to the bottom of your message. 8. Click Preview. If any changes need to be made, close the Preview window and make your changes. 9. Click Save if you want to save this message for future use. Remember addresses entered manually will not be saved if you save your message before sending it. 10. Click Send. 5 6a 6b

9 11. Once you ve sent your message, you will be given the opportunity to save your message as a template. 11 Tips for Sending Effective s Personalize your Web page so it reflects YOUR personality and speaks to the person viewing it. Tell them why Relay is so important to YOU. Make it impossible for them not to give you their support! Grab the readers attention so they will want to click the link to your Web page. Be concise and have a clear call to action, e.g., please join my team, volunteer, donate. Limit body copy to 250 words, maximum. The subject line should not exceed 35 characters. The tone of the should be emotional and factual. Use your American Cancer Society materials for facts or go to for more details. Avoid words that prompt recipients to hit the delete key as soon as they read the subject line. Words like "free" and "save" or all capital letters makes your message looks like SPAM. Do not use ALL CAPS. It is considered rude and is the equivalent of shouting on the Internet. Check spelling and grammar. You want your message to appear thoughtful and reasoned. Always, always, always preview your message before sending it. Send s between Tuesday and Thursday to get the best results. Send follow-up s. Don t assume a person doesn t want to give because they don t act after your first . Everyone needs reminding! Change the message of your second and third s and personalize your Web page if you haven t done so already. When the Relay is over, update your Web page with a new photo and results. Send one last Thank You to all of your supporters, which will include a link to your updated page. Thank those who gave and tell those that didn t that it isn t too late.

10 Track Contacts From this page, you can track people that you ve sent messages to, joined your team, and made donations to you from your personal page. You can also keep track of those needing follow-up or Thank You s. 3. From the Participant Center home page, click the Follow-ups icon From the Follow-ups page, you can: a. View your entire contact list b. Filter your contact list and send messages based on: i. Donor status solicit donations from those that haven t donated yet or send Thank You s to those that have ii. Teammate status recruit those that haven t joined your team yet or send encouraging s to those that have iii. Suggested Follow-Up Actions send follow-up s to those that haven t taken action yet or send Thank You s to donors 4b 4a

11 4di c. Track: i. Messages that have been sent and/or opened ii. Visits to your personal page iii. Donation amounts and dates d. Send s to: 4dii i. Select Individuals ii. All Contacts 4c 5 e. Identify: i. Contacts needing a Thank You ii. Contacts needing a Follow-up iii. Donors iv. Team Gifts v. Teammates 5. For more information on any of these features, click Help in the upper right corner of the contact list. 4e