Broadcast emails

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					                                                                                         4HOnline HelpSheet
Broadcast Emails
Now you can send emails from inside 4hOnline, bypassing the need to create an email report, export to Excel,
and copy/paste addresses to Outlook. With some preparation up front, this can be an incredibly valuable tool
for you to use with your 4-H members and families.

Set yourself up for success by creating common report filters

The broadcast email module does not have its own filter system/function; instead it relies on filters that have
been set on CUSTOM reports. In theory, you COULD try to remember to set up a report with the correct filters
each time you plan to send an email, but in reality, it’s going to be much easier to set up those filters ahead of
time, so you can just select and use them in emails.

You can either start from scratch and create a simple custom report, or you can start with the two that I put in
Shared reports (BroadcastEmailFilters folder): DairyCow and DairyCowWPreviousYear.

It makes absolutely no difference what fields are on your report—does not have to include email addresses. The
only important thing is how you set the filters. Start by highlighting DairyCow (in Shared) and click Memorize
Report. Rename these just the way they are already named because it’s logical. Remember that they are now in
CUSTOM (which is what we want). The report will open on the “Standard Filters” screen. Notice that they’re set
for the Dairy Cattle project, youth, primary club only, active-incomplete-pending. That’s what you need to get all
the youth (currently enrolled or in the process of enrolling) who are signed up for the Dairy Cattle project this
year. (If you want project leaders included, you’d need to add Adults—and they’d have to have the project on
their record).

Nonetheless. I digress. Click the Reports icon at the top
to see your list of folders. Highlight Custom, and then
click Add Folder (this is going to make your life easier).
Call it Broadcast Email Filters. Locate the DairyCow
report you memorized into Custom, and drag it up to the
new folder. You have to drop it exactly IN to the folder
(green checkmark) for it to stick. If you drop it a little bit
below or above, it won’t work.

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Now, highlight DairyCow again, and click Copy Report.

       Name this one for another project (like Dogs).
       Change the standard filter by clicking on the
        Projects tab, removing the Dairy Cattle project
        (the << button) and adding the Dog project
        (the >> button).
       Scroll to the bottom of the page and click SAVE
        (or plan to do it over.)

Click back on the Report icon. Drag the Dog report into
the Broadcast Email Filters folder, again being sure to
drop it ON the folder, not above or below.

Copy one of the reports again, and set it up for another project. Keep doing this until you’ve identified all the
projects that you think will be used for sending emails to participants.

Now, work on the “previous years” reports, beginning with memorizing the Shared report
“DairyCowWPreviousYear”. The difference in the standard filter is that this one includes “inactive” and is
checked for “include all years”. This will be useful in the enrollment time period after Sept. 15 when some/all
kids are inactive for the present year. Copy that report as many times as you need for the projects you want.

CLUBS—copy a project report, name it for a club, and change the standard filter from the project to that club.
Copy that for all your clubs. Do the same thing with the “previous year” report.

OTHER FILTERS—if you have a report set up with the filters exactly the way you want them for some group (club
leaders, newsletter mailing, whatever…) copy that report and also move it into the Broadcast Email Filters
report, naming it for the filter, not for the format.

When you’re done, your Broadcast Email Filters folder should contain a list of reports named for the folks who
will show up on them—for the filter, not for the format. The fields that are on these reports are completely
irrelevant. All that matters is the filter.

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NOW you can send broadcast emails!!

Click on the Connect tab at the top of the 4hOnline screen, then Broadcast
Emails icon, then the “Add Broadcast email” link near the upper left. Enter a
title for your email—one that will help you identify it. That will not be your
subject line, just an identifier for you. Click Create Email.

Info screen:

   The title appears as you typed it above, and
    can be edited.
   Send to family:
    o (checked) sends the email to the family
        email account—the one they log in with.
        That’s the most reliable way.
    o (unchecked) sends the email to the account associated with the member. That MAY also be the family
        email, depending on how the info was entered.
   Include Unsubscribed:
    o (checked) sends to everyone on the list, no “unsubscribe” option at the bottom of the message.
    o (unchecked) includes “unsubscribe” option, filters out anyone who has previously clicked on that.
   Click Continue to save your settings and go on. (Exit or Delete if you want to back out of the process)

Message Settings screen:

   Enter the subject line for the email.
   Use My Email As Reply-To:
    o (checked) recipients who click “Reply” will send a
        response to your county 4hOnline email
        (, for example)
    o (unchecked) the email comes from “” and recipients cannot reply.
   Click Continue to save your settings and go on. (Save, then Exit or Delete to back out of the process)

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Email Layout screen:

   Type in your message. You have a pretty full-function text editor so you can format your text similar to how
    you would do that in Word.
   Merge fields:
    o If you selected “family” back on the first screen, you only see fields that are associated with families.
    o If you didn’t select “family”, you see fields associated with individual member records.
    o With your cursor where you want the merge field, just double click on the appropriate field from the
        Field Selection box. You can close that box if you don’t use merge fields.
   Hyperlinks:
        o Highlight the text that you need to be the link.
        o Click the Hyperlink icon at the top of the screen (looks like 2 links of a chain).
        o Type in the URL for the link.
   Click Continue to save your settings and go on. (Save, then Exit or Delete to back out of the process)

Report Selection screen:

   Click on Select Report.
   This opens a snapshot into Custom reports. Locate the report(s)
    with the filter that you want to use. Note that you can include
    more than one report. The email will automatically remove
    duplicates… in the settings at right, if a member is enrolled in
    both Dairy Cattle and Dogs, the family would only receive one
    email message—even if they have 3 kids in those projects.
   Click Save.

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   You’ll see a list of who’s going to receive the email.
    Remember that there will only be one message per
    address, regardless of how many times the address is
   Click Save.

Delivery Date screen:

   Click the Send Now box, then click Finish. At that point
    there’s no going back.
        o Your email will be sent to the 4hOnline mail
             server, and labeled “pending”. Within 15 minutes,
             it will send, and then be marked as having been
        o You can view details of how many messages were
             sent, and an estimate of how many were opened.
             That is not an exact science, because some email
             clients do not record messages as opened.


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