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How-to Guide for Building a Broadcast Email

Examples of 快活林性息 Emma Templates

Step 1: Get Access To The Emma Broadcast Email Tool

Emma is the campus broadcast email tool. Easy to use and intuitive, Emma gives you the control to build your own emails.听

Request access to the Emma tool by submitting .

The Office of Strategic Communication and Brand Management reviews and processes requests every Wednesday.听

Once approved, you鈥檒l receive an email notification confirming your access.
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Step 2: Prepare For Your Broadcast Email Send Date Using The Emma Tool

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The Office of Strategic Communication and Brand Management (SCBM) manages the university鈥檚 broadcast email calendar and sends all emails built by campus Emma users.

  1. Request your email to be added to the university鈥檚 broadcast email calendar using the . Please make your request at least 1 month prior to the desired send date.

    Note: Once your request is processed, you will be added to monday.com, our project management platform.

    You will receive email notification with your confirmed send date. Only emails that are calendared will be sent.
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  2. Request your email distribution list(s) from Advancement Services using the . Please make your request at least 10 working days prior to the send date. Select 鈥淓mail list.鈥澨�

    Advancement Services will inform you once the distribution list is created and they will provide you with the name of the list. This list name must be entered in to monday.com.
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  3. Approvals are required for sending broadcast emails. If your email is going to recipients within your functional area, you hold the responsibility for obtaining approval from your unit head, following the internal communication approval protocols set by your college/area leadership. Documentation of this approval must be听uploaded to monday.com.
    • Note: All fundraising solicitations require additional vice presidential approval regardless of recipient list.

    If your email is going to recipients outside of your functional area, you hold the responsibility for obtaining approval from the divisional vice presidents or delegates representing the constituencies. For example, if you are a faculty member in the College of Humanities and would like to send a broadcast email to all students, approval from William Watkins, vice president for student affairs and dean of students, would be required. The designated approvers are listed below. For more information, please refer to听the .

IMPORTANT DEADLINE NOTE: By 5pm the day before your scheduled broadcast email send date, you must provide听to SCBM via monday.com 1) the name of your email list, 2) the name of your completed email campaign, and 3) documentation of approval confirmation from your unit head, or if applicable, documentation of approval confirmation from the divisional vice-presidential.听

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Step 3: Let鈥檚 Build A Broadcast Email In Emma

Using templates from the "Shared Templates" folder only, you鈥檒l easily customize your broadcast emails to suit your needs.听

  1. Log in to Emma using .听
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  2. Create your campaign.听
    a.听Click on the 鈥淐reate new campaign button.鈥澨�
    b. Choose 鈥淩egular Email.鈥澨�
    c. Name your campaign using this naming convention:听
    听 听 听 听 i.听听SixDigitSendDate_YourCollege/Area_EmailSubject

    听 听 听 听 听 听 Here鈥檚 an example:
    听 听 听 听 听 听 072524_SpecialEvents_PresidentsWelcomeAddress

    听 听 听 听 听 听 You can use underscores in your file naming, but please do not use other punctuation marks.

    d. Click 鈥淐ontinue.鈥澨�
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Select the template style best suited to your broadcast email message.

There are five customizable templates from which to choose.听

  1. Simple text
  2. Simple text with banner header
  3. Event Save the Date
  4. Event Invitation with RSVP button听
  5. Newsletter


For this exercise, let鈥檚 choose the 鈥淪imple text with image鈥� template and customize it.

Tip: Emma is a contextual visual editor. This means when you select an item, all the editable attributes automatically appear on the right side of the screen.
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  1. Customize your wordmark:

    The wordmark is at the top of the page, and it may also be known as your college or area鈥檚 logo.听

    a.听Click on the wordmark at the top of the email.
    b.听On the upper, right side of the screen, select the Content tab. Click Change Image (blue button).
    c.听Select your wordmark from the Shared Images folder. Please, do not modify wordmarks.听
    d.听Enter the Alt Text that describes the wordmark. For example, California State University, Northridge College of Engineering and Computer Science. Please read the .听

    Tip: Remember to save your work! The save function is in the upper right corner. Emma autosaves, but we recommend that you save your work frequently.听
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  2. Customize your banner image:

    a.听Click on the banner image [It is populated with a placeholder image.].听
    b. On the upper, right side of the screen, select the Content tab. Click Change Image (blue button).
    c.听Click the Upload (blue button) and select banner image from your computer.听

    The banner image size is 750 pixels wide by 562听pixels high. To ensure fast loading, we recommend 300k as the maximum file size. 听

    d.听Enter the Alt Text that describes the image. Please read the .]

    Tip: Undo, Re-do and Rewind Clock. Icons for these functions can be found in the lower left of the screen. 听The undo icon is the left point arrow.
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  3. Add your copy:

    a.听Select the H1 TITLE immediately below the banner image. Enter your copy.
    b.听Go row by row adding copy as needed.听
    听 听 听 鈥� To duplicate a row: Highlight the row, select the square icon to duplicate the row
    听 听 听 鈥� To delete a row: Highlight the row and select the trashcan icon.
    听 听 听 鈥� To rearrange rows: Highlight and drag the row to its new position.

    A note about font type: Atkinson Hyperlegible is the default font for all university broadcast emails.听
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  4. Customize the Call to Action (CTA) button and create the hyperlink:听
    Click on the Call to Action (CTA) button and enter the copy you鈥檇 like to appear in the button.

    a. Create a hyperlink for the CTA button. Clicking outside of the red CTA button, the contextual menu will open on the right side of the screen. Enter the URL of the webpage that the CTA button will link to.听

    Reminder: If you don鈥檛 need a CTA button, simply delete the row by selecting and clicking the trashcan icon.
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  5. Customize your social media links:
    a.听Click on the row of social media icons.
    b.听On the right side of the screen, links to the individual social media platforms are displayed. Enter your custom links.
    c.听Add additional icons if needed via the 鈥淎dd New Icon鈥� button.

    Tip: Don鈥檛 forget to save your work.
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  6. Send a test email:
    a. Click Send Test (upper right of screen).
    b.听In the 鈥�To鈥� line, enter the email address(es) for those who you want to receive and review the test email.
    c. In 鈥�Note,鈥� add a note for test recipients/reviewers/approvers.
    d.听In the 鈥�From鈥� lines, enter the From Display Name. Example: Jane Doe or the Director of University Communications.听

    Then enter the From Email Address. Use your email address if you want to receive replies. Alternatively, you set a separate reply-to email address such as a departmental account or noreply@csun.edu.听

    e.听鈥�Subject鈥� line. Here, enter text that lets readers know what this email is about.
    f.听The 鈥�Preheader text鈥� is optional but recommended. This is a summary of the email and is displayed in the preview pane of email clients.
    g.听Click Send test.
    h.听Once you receive the test message, do a final proofread of the copy including the sender email address and sender display name. Check links to see that they function and are correct.

Want to know what the email looks like in mobile view?
Click on the mobile phone icon in the upper, left corner of screen, to see the mobile or tablet view. Spacing may need to be adjusted. If so, select the component and edit margins as needed.
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Step 4: Let鈥檚 Finalize and Approve Your Broadcast Email听

Now that your test broadcast email is proofread and approved, by 5pm the day before your scheduled broadcast email send date, provide the following to SCBM via monday.com.

  1. The name of your email list, provided by Advancement Services,
  2. The name of your completed email campaign and,
  3. Documentation of approval confirmation from your unit head to send your e-mail to recipients within your functional area. Or, if applicable, confirmation of approval from divisional vice-president(s) to send to campus groups outside of your functional area/department. The designated approvers are listed below. For more information, please refer to the听.

Congratulations on building your broadcast email! Please be sure to review all steps to confirm every requirement is met. With practice, sending broadcast emails will be a cinch.

Please ensure that your broadcast emails are accessible. For more information, please refer to the .听

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