To create a coaching email

1. From the top of an Admin page, click Fundraising > TeamRaiser.

2. On the TeamRaisers list page, click Manage from the Actions column of the appropriate TeamRaiser event.

3. From the Find Participant page, click the Coaching Email tab.

4. On the Message List page, to create the new message from:

   • An existing one:

     1. Click Copy from the Actions column of the appropriate coaching email message.

     2. On the Identify New Coaching Email page:

        1. For Coaching Email Name, enter a new descriptive label that relates to the purpose or intended of audience of this email to help administrators identify this message in the list of coaching email messages.

        2. For Description, enter statement or phrase to further distinguish the use of this message (for example, TeamCaptainsStatusMeetings).

        3. Click Copy Message.

     3. On the Message List page again, click Edit from the Actions column of the message to open it for editing

   • The blank form, click Create a New Coaching Email.

5. On the Identify Coaching Email page:

   1. For the Coaching Email Name, enter a descriptive label that relates to the purpose or intended of audience of this email to help administrators identify this message in the list of coaching email messages.

   2. For the Description, enter a phrase or statement to further distinguish the use of the Coaching Email (for example, TeamCaptainsStatusMeetings).

   3. For Type, to group this coaching email with other similar coaching emails, click the appropriate option from the Choose an existing value drop-down list or click the Enter a new value option and enter a label for a new type.

      Note: It may be beneficial to create a new type called TeamRaiser coaching emails to keep all of the coaching emails you create in this application together. Or, you can be more specific by creating TeamRaiserCoachingForParticipants or TeamRaiserCoachingForCaptain. The type is displayed on the Message List page to help administrators identify the purpose of the coaching email.

   4. For Tentative Schedule Date, leave the selections inactive if you plan to send this email immediately or, click the Yes selection and then use the date selectors to set the Month, day, year, and time when this coaching email should be sent.

   5. Click Next to save your entries.

6. On the Envelope page:

   1. Enter a Sender Name to display in the From area of the email header and inbox of message recipients. Entering a title (like Fundraising Coordinator) might trigger a better open rate than your real name.

   2. Enter a Reply-To Email Address where reply emails will be sent. The Sender Email Address is used by default when this field is empty.

      Note: To avoid deliverability issues, do not enter an @yahoo.com, @aol.com, or @gmail.com email address. For more details, refer to the Yahoo DMARC policy.

   3. Enter a Message Subject to display to recipients when they view their inbox. Entering a compelling subject line (such as a call to action) may increase the chances that the intended recipients will open and act on this email.

   4. To optionally add the First Name, Last Name, or First and Last Name to the subject line:

      1. Click the appropriate option from the Select Personalization Option drop-down list (such as First Name).

      2. In the prompt, enter the text to display if the personalization option that you selected is not available (for example, Team Captain or Friend).

      3. Click OK.

   5. Click Next to save your entries.

7. On the Stationery page, click the appropriate option to change the default displayed and click Next.

   Note: Stationery, which controls the elements to display in the border around the coaching email content, must be defined in advance.

8. On the HTML Content page:

   1. Enter your content or paste it in from another source that you have copied.Use the full features of the content editor to format text; apply styles, incorporate background colors, insert images, tables, links, and contact information; and add personalization and other components. ( Click Save often while composing or working with the content to avoid losing your work.)

   2. When you are finished, click Save.

   3. To view the content in an email context, click Preview, and when you are finished close the Preview window, make any changes, and repeat this step.

   4. Click Next.

9. On the Plain Text Content page:

   1. Click Convert to Plain Text to strip out the HTML formatting and display the result in the area displayed.

   2. Review the content and make any changes that are necessary, such as fixing spacing, adding introductory text to links, and so on.

      Important: If you click Convert to Plain Text again, any changes you make in this plain text area will be overwritten. That is, if you go back to the HTML Editor to update content and then click Convert to Plain Text again, the exact text from the HTML editor will be copied into this area and any changes you have made previously (like spacing or adding introductory text to links) will no longer be here. To avoid this, you may have to keep track of any changes you make to the HTML area and manually make these changes in here as well.

   3. When you are finished editing the plain text content, click Save.

10. To view the coaching email in an email context, click Preview, and when you are finished close the Preview window, make any changes, and repeat this step.

11. Click Next.

12. On the Send Review Email page:

    • To run a report that tests this email to determine how likely it is that it will be delivered to inboxes of intended recipients:

      1. Click Run Spam Report.

      2. When the report displays in a separate page, read through the information and then close the report window.

      3. Make any changes to your content or envelope and repeat the necessary steps above.

    • To verify that this email is properly formatted and can be received through various mail service providers (such as, Gmail, Yahoo! Mail, AOL, and Outlook):

      1. Enter the email address for your test accounts in the space provided. Separate each email address with a comma or a line break by pressing the Enter key.

      2. Select the option to send the plain text format of the coaching email to test the non-formatted version as well as the HTML formatted version.

      3. Click Send Tests.

      4. Check the email accounts to view the various test emails.

      5. If the emails:

         • Need fixing, go back to the affected page and fix the errors and return to this step to run the test again.

         • Look okay, click Next.

13. On the Approve page, to configure and schedule the delivery of this email:

    • Now, click the Approve button and then click the Set Up Delivery button that displays on the page to go to the Select Audience page.

    • Later and keep the coaching email as a draft (especially if you are waiting to look at test emails), click Finish, which displays the Message List that shows the coaching email in Draft status so you can edit it later.

    • Later but approve it now, click the Approve button and then click Finish, which displays the Message List that shows the coaching email in the Approved (never sent) status