How do I email e-blasts or letters to a group of subscribers?

E-blasts, letters, and newsletters in Newsletter Builder can be created to send information out about events and articles to all of your subscribers, or they can be created for specific groups of subscribers. Editors can create these Items, but only users with Publisher or Administrator rights can distribute them.

To email an existing e-blast or letter: 

  1. Click the Promotions icon at the top, left-hand corner of the page to open the All Promotions page.
  2. Open a Promotion by clicking the View Promotion link beneath the title of that Promotion. 
  3. This will open the Items page, which lists all of the Items (bookmarks, flyers, emails, letters, or brochures) associated with the Promotion selected. 
  4. Click on a specific e-blast or letter to open the Document Details pop-up.
  5. Click the Schedule Email link from the Document Details pop-up. This will take you to the Scheduling page.
  6. To send the email immediately, select the Immediately radio button.
  7. To schedule the email for a later date and/or time, select the In The Future radio button. Enter a date, and select the exact time that you would like the e-blast/letter to send.
    Note: The scheduled time will take into account the time zone that your Administrator set in the Basic Settings.
  8. Enter the following Email Publication Options:  
    • Subject - This text will appear in the email subject line.
    • Reply To Address - Enter the email address to which you’d like responses to be forwarded. 
    • Friendly From - This will appear in the “From” line in the email. You can use the name of a person at your library, or you can use a department name, e.g. Public Library Support. Leave this blank if you want to show the From/Reply To Address as the “From.”
  9. From the Send To drop-down, select which subscribers to which you’d like this email to be sent:
    1. All Subscribers: Select this option to send to all of your library’s subscribers.
    2. Subscribers by Interest Group: Select this option to send to subscribers of a specific Interest Group(s).
    3. Subscribers by Interest Group since…:  Select this option to send to only the Interest Group subscribers that have subscribed since a certain date.  Select the date from the field to the right of the drop-down menu.
  10. If you selected either of the “Subscribers by Interest Group” options:
    1. Click in the Select interest groups… field to open a list of existing subscriber groups.  Click the name of the Interest Group to add it to the Send To list. 
    2. Specify whether you’d like to send to subscribers in ANY or ALL of the selected Interest Groups. 
      • Sending to subscribers in ANY of the selected interest groups will deliver the email to anyone whose address appears at least once across any of the groups selected.
      • Sending to subscribers in ALL of the selected interest groups will deliver the email to only those whose email addresses appear in all of the groups selected. For example, if you choose your Kids and Librarians Interest Groups, only those who are listed in both the Kids AND Librarians groups will receive the email. 
  11. In the Additional Email addresses field, list any additional addresses not associated with your selected Interest Group(s) to which you would like to send your email.  Separate multiple email addresses with a semi-colon.   
  12. If applicable, select the Media Outlets and Community Partners that should receive the email. 
    1. Clicking in the Media Outlets and Community Partners field will display a list of saved Outlets and Partners.
    2. Click the name to add it to the Send To list.
  13. Check Email me when delivery is complete if you want to be notified by email when your email has been sent from LibraryAware.
  14. Click Save Publication Event to schedule the email, or click Go Back to cancel the email. 

Saving the event take you to the Promotional Publications page with the Item listed with the date it is scheduled for distribution. 

Return to the Items page by clicking on the name of the Promotion from the top, left-hand corner. 

To email an e-blast or letter directly from the Editor:

  1. Click the Promotions icon at the top, left-hand corner of the page to open the All Promotions page.
  2. Open a Promotion by clicking the View Promotion link beneath the title of that Promotion. 
  3. This will open the Items page, which lists all of the items (bookmarks, flyers, emails, letters, or brochures) associated with the Promotion selected. 
  4. If you want create a new Item:
    • Click the orange Create a New Item button.
    • Select Email or Media Releases & Letters from the Item type.
    • Select the format.
    • Select your template then click the Select This Template button beneath the Template Preview on the right.  This will take you to the Editor.
  5. If you want to edit an existing Item, click on the Item and then select Edit Document from the Document Details pop-up.
  6. From the Editor, add the content and make the changes to your Item.  See the Editing Items section for more information.
  7. When you are ready to schedule your email, select the Publish to… drop-down or the Publish menu from the menu bar.
  8. Select the Schedule Email link.
  9. If you’ve created a new Item, you will be asked to name the Item.  Your Item will be saved and you will be taken to the Scheduling page.
  10. To send the email immediately, select the Immediately radio button.
  11. To schedule the email for a later date and/or time, select the In The Future radio button. Enter a date, and select the exact time that you would like the e-blast/letter to send.  
    Note: The scheduled time will take into account the time zone that your Administrator set in the Basic Settings.
  12. Enter the following Email Publication Options:  
    • Subject - This text will appear in the email subject line.
    • Reply To Address - Enter the email address to which you’d like responses to be forwarded. 
    • Friendly From - This will appear in the “From” line in the email. You can use the name of a person at your library, or you can use a department name, e.g. Public Library Support. Leave this blank if you want to show the From/Reply To Address as the “From.”
  13. From the Send To drop-down, select which subscribers to which you’d like this email to be sent:
    1. All Subscribers: Select this option to send to all of your library’s subscribers.
    2. Subscribers by Interest Group: Select this option to send to subscribers of a specific Interest Group(s).
    3. Subscribers by Interest Group since…:  Select this option to send to only the Interest Group subscribers that have subscribed since a certain date.  Select the date from the field to the right of the drop-down menu.
  14. If you selected either of the “Subscribers by Interest Group” options:
    1. Click in the Select interest groups… field to open a list of existing subscriber groups.  Click the name of the Interest Group to add it to the Send To list. 
    2. Specify whether you’d like to send to subscribers in ANY or ALL of the selected Interest Groups. 
      • Sending to subscribers in ANY of the selected interest groups will deliver the email to anyone whose address appears at least once across any of the groups selected.
      • Sending to subscribers in ALL of the selected interest groups will deliver the email to only those whose email addresses appear in all of the groups selected. For example, if you choose your Kids and Librarians Interest Groups, only those who are listed in both the Kids AND Librarians groups will receive the email. 
  15. In the Additional Email addresses field, list any additional addresses not associated with your selected Interest Group(s) to which you would like to send your email.  Separate multiple email addresses with a semi-colon.   
  16. If applicable, select the Media Outlets and Community Partners that should receive the email. 
    1. Clicking in the Media Outlets and Community Partners field will display a list of saved Outlets and Partners.
    2. Click the name to add it to the Send To list.
  17. Check Email me when delivery is complete if you want to be notified by email when your email has been sent from LibraryAware.
  18. Click Save Publication Event to schedule the email, or click Go Back to cancel the email. 

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