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How to Create and Schedule Email Campaigns?

LeadSquared’s Email Campaign feature lets you design and send rich emails using a simple and powerful wizard. You can design a rich Email Campaign very quickly, send instantly or schedule it, track the recipient actions, and analyze the results. This guide will help you in creating Email Campaigns.

Step-by-Step Feature Usage Guide

There are just five steps to create an Email Campaign:

I. Select Message Type: Select any of the built-in templates or any previously executed Email Campaign as the base template for your new Email Campaign. You can also start with a blank HTML or text editor.

II. Compose Message: Select sender, provide subject line, personalize the content with mail-merge fields, compose message body, and test your Email Campaign.

III. Select Recipients: Select recipients list from the existing Static list or Dynamic lists. You can also create a new recipient list. Then, you may select or create a suppression list that excludes leads form recipient List.

IV. Review Campaign: Review your email campaign. Send it for review to anyone you wish.

V. Schedule Campaign: You can send your email campaign immediately or schedule it for later.

To open the Email Campaign wizard, do the following:

Click Marketing → Email Campaign.

Click Send Email Campaign button.

 Step I: Select Message Type

1. Give a suitable name for an email campaign.

Specify the email campaign name. The name can be any alphanumeric or special character text string of maximum 100 characters. You can select names that have already been used.

2. Select the email campaign template.

Select a email campaign template. You can create email campaign by choosing predefined templates, copying from existing email campaigns, using HTML editor, and using Text editor.

  • Use Email Templates: LeadSquared offers a collection of built-in templates, designed by considering the best practices for Email Campaign to help you get the best results. You can preview a template before selecting.
  • Copy from Sent Emails: You can select any of the already executed campaigns. Use this option when you have to send similar email campaigns with slight modifications to existing campaign content. You may also want to use copy from well performing email campaigns.
  • Use HTML Editor: You can select the HTML editor if you want to create Email from scratch. Our easy to use WYSIWYG editor allows you to create desired emails.
  • Create Text Email: If you are drafting a very simple message and you want no junk email filter to block your message then you can select this option. The deliverability of text emails is highest, but they do not contain any graphic elements in an email.

Select any of the four email campaign template types to create an email campaign: Use Email Template, Copy from sent Emails, Use HTML Editor, or Create Text Email.

 3.  Click Next to proceed to step II.

At any step in the wizard, click Save to save your email campaign.

Step II: Compose Message

1. Select sender’s name from drop-down list box.

The sender’s name will be shown as “From” in the in the recipient’s inbox. By default, logged in user name appears as a Sender. You can, however, select any active LeadSquared user as Sender.

2. Provide subject line.

The subject line appears in the recipient’s inbox. Give an eye-catching subject line for your campaign. You can personalize the subject by adding Email Personalization mail-merge fields. The maximum length of subject is 100 characters and you can enter any alphanumeric or special character.

3. Compose Email in HTML or Text Editor.

You will be able to provide content in HTML or Text editor depending upon what you chose as the base template in the previous step.

Using HTML Editor

 In case of HTML editor you will see two tabs – HTML Message and Text Message. You just need to fill the HTML message.

In the HTML editor you can write content or copy and paste from an external source.  Following useful shortcuts are available as icons on the editor panel:

a. Insert Hyperlink: You can select text in the editor and then click the icon to Hyperlink it to  any URL.

b. Remove Hyperlink: Select the hyperlink text in the editor and then click Remove Hyperlink icon to delete the hyperlink.

c. Add Attachment: Click Add Attachment icon to attach a document in an email campaign.

d. Add Image: Place the cursor in the editor and click Add Image icon. Click Upload button and select the image to add image in an email campaign.

e. View Source: Click View Source icon to generate HTML code for an email campaign.

f. Preview: Click Preview icon to view designed email campaign in a web browser.

You can format the text by changing font size, color, alignment, bulleted and numbered etch using the standard icons on the editor panel.

Creating text message along with HTML is a mandatory requirement to meet the CAN-SPAM guidelines. The text message can be created in the Text Message tab by copying message from HTML content using the “Copy from HTML Message” button.   If the HTML message is not delivered for any reason, text email is sent to the inbox of the recipient.

It is important that you click Copy from HTML Message button and review the text content and make any needed changes every time you make a change to HTML content.

Using Text Editor

You can just enter plain text in the Text Editor. No formatting and inserting options are available in it. The deliverability of text emails are highest, but they do not contain any graphic elements in an email.

Using Email Personalization Fields

You can personalize the Email for each recipient by using the Email Personalization fields available.

To use his powerful option select the field category and field in the right side “Email Personalization” panel.  Four categories of fields are available:

a)    Lead Fields  – fields of the Lead

b)    Account Fields – fields of the Company to which Lead belongs

c)    Sender Fields – fields of the selected Sender of the Email Campaign

d)    Owner Fields – fields of the Lead Owner

You can select any of the variable fields and insert them in subject or email body. The personalization field will appear as coded keywords, for example, @{Lead:FirstName,},  but they will be replaced by the actual data at the time of mail delivery. Click here to know more about personalization fields.

4. Test your Email

After you compose your email campaign in HTML or Text editor, you must send a test email to preview it in a real inbox.

To test your email campaign, do the following:

  • Enter the email ids in the text box provided in the Send Test Emails area.
  • Click Send to test your email campaign.

Testing email campaign is a mandatory step to send your email campaign.

5. Select Include “view in browser” link.

Select this option if you want to provide an option to the recipient to open an email in a browser.

NOTE: Unsubscribe and CAN SPAM links

By Default, LeadSquared includes Unsubscribe and CAN SPAM links to allow the recipient to opt-out and mark email as spam. This option is included within the LeadSquared application to enforce spam laws. You can track for Unsubscribe and CAN SPAM emails in Email Campaign report after you send your campaign.

6. Click Next to proceed to step III.

Step III: Select Target

1. Select target recipient list from drop-down list box.

Recipient list allows you to send an email campaign to the target recipients.

                                                  

2. Click Add to add more target recipients.

3. Select suppression recipient list in case required.

Suppression list allows you to exclude contacts from the email campaign recipient list.

You can create the recipient list by choosing recipients from the available lead lists. Click here to learn more about creating a recipient list and suppression list.

4. Click Next to proceed to step IV.

Step IV: Review Campaign

Review your email campaign details:

  • Campaign details: Review name of the campaign, sender of the campaign, number of recipients – It excludes Leads who have opted-out, unsubscribed or marked previous emails as spam. It also excludes members if the selected suppression lists and duplicate Leads in selected recipient lists.
  • HTML message: Preview your email in a browser to check for cross-browser compatibility, subject of the campaign, and HTML content.
  • Text content: Review content for the text email campaign.
  • Send your email campaign for review: Send your email campaign for review to concerned people to get feedback and make any changes before you send an email campaign.

Note: Sending your email campaign for review is an optional step in the Email Campaign wizard.

To send your email campaign for review:

  • Enter reviewer’s email id in the Send for Review box.
  • Click Send to send for review.

Click Next to proceed to step V.

Step V: Schedule Email

You can schedule your campaign to be executed immediately or schedule for later.

To execute immediately:

Select Send Email Now to send immediately.

To schedule for later:

Select Schedule Email Campaign

i Select the date from date picker.

ii. Select the time.

iii. Select Schedule to send an email campaign at the specified time and date.

Your email campaign will be sent immediately to recipients or at scheduled time according to the options you set. LeadSquared will display sent email campaign on the grid. Click email campaign name on the grid to view the email campaign report.

 Note 1: If you want to save your email as a draft and edit it later, click Save and Exit.

Note 2: Emails saved as draft can only be edited. You cannot edit sent email campaigns.