This document contains:

Creating Email Groups

Managing Email Groups

Deleting Email Groups

See also:

Overview of Email Groups

Creating Email Groups

You can create an Email Group and set its default parameters so that you can manage the emails at the group level for a particular content asset, such as an email or newsletter.

To create an Email Group:

1. Navigate to Settings> Setup, then click Email Groups (under Assets).
2. On the Email Groups page, you will see a list of existing groups. Click Add Group to create a new group.

3. On the right-hand pane, the Settings tab is highlighted. Fill in the Email Group Name, then select the remaining options:

   • Default Email Header—Select a default email header to be shown at the top of the emails sent from this group. For instance, this might contain links to view the email in a browser window and/or to view it in text format on a PDA. If necessary, you can change which header is used in a specific email by clicking on it in the email editing page.
   • Default Email Footer—Select a default email footer to be shown at the top of the emails sent from this group. For example, this might include links to view your company's privacy policy, to contact your company, and/or to allow the recipient to manage their subscriptions. If necessary, you can change which footer is used in a specific email by clicking on it in the email editing page.
   • Subscribe confirmation page—This is the page that will be displayed when a user clicks on a hyperlink in an email to subscribe (opt-in) to an Email Group.

   • Unsubscribe confirmation page—This is the page that will be displayed when a user clicks on a hyperlink in an email to unsubscribe (opt-out) to an Email Group.

     Note: If you know the name of what you want to select in any picklist, you can type in any of these fields to narrow down your search results.

4. Optionally, select one or more of the following options:
   • Make this Email Group available in Eloqua for Sales: Select this option if you want to be able to use this Email Group when sending Eloqua emails.

   • Include this Email Group on the Subscription Management Page:  Select this option if you want the recipient of an Email to be able to see the name of this group on the Subscription Management Page (after the contact has clicked on the "Send to Subscription List" hyperlink in an email).

     In this example, notice that the Email Group "Newsletter" as well as the description entered above appear in the list of groups on the Landing Page:

     Any Email Groups for which you have not selected Include this Email Group on the Subscription Management Page will not be displayed. You can add and remove these groups at any time by checking or unchecking this option.

     • Name of the Email Group As It Appears to Contacts:  Defines the name of the group that is displayed on the Landing Page.
     • Description of Email Group As It Appears to Contacts:  Allows you to provide a description to make it clear what types of information this group specifically provides. We recommend you provide a clear description so if a user is subscribed to several different groups (but is not certain which one(s) is (are) important), the chance of mistakenly (un)subscribing to the wrong group is minimized.

5. When you have finished setting up the email group name and defaults, click Save.

    

   The instructions on the Subscription Management Landing Page can be customized for your specific requirements. In the upper-left corner of the Email Groups dialog box (under the Global Subscription Management heading), you specify the Global Opt-Out and Global Opt-In Landing Pages (created from Assets> Landing Pages) that will be shown after a contact clicks on the Unsubscribe from All or Subscribe to All hyperlinks, respectively. Browse to the Landing Page by clicking on the folder icon.  The Chooser window opens.  Edit the Landing Page selected in this field by clicking on the Edit (pencil) icon:

   To customize the wording (instructions) on the Global Subscription Management Page, click the button.  The Edit Subscription dialog box opens:

   For example, to see how the Subscription Management Page will look when rendered in a browser window, click the Preview button in the lower-right corner of this dialog box.
   

   The text in the Unsubscribe Checkbox Text field, "Remove me from your distribution list" appears on the Landing Page as shown below:

6. Click Save to save your changes.  Click Close to close the Edit Subscription page.

   To verify that your Email Group has been successfully added to the list of Groups, navigate to Assets> Emails> Create an Email. In the Email Group drop-down in the top-right corner, scroll through the list until you have located your Email Group.  If you are unable to locate your Email Group, verify that you have clicked Save on the Email Group settings page when creating your Email Group.

   
   IMPORTANT NOTE: Once you assign and save an Email to an Email Group, it cannot be reassigned or changed. In order to change the Email Group, you have to delete the Email and recreate it, then assign it to the correct Group.

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Managing Email Groups

You can edit an Email Group and set its default parameters so that you can manage the emails at the group level for a particular content asset, such as an email or newsletter.

To edit an Email Group:

1. Navigate to Settings> Setup, then click Email Groups (under Assets).
2. On the Email Groups page, you will see a list of existing groups in the left-hand pane. Click on the group you wish to modify. The settings for that Email Group then appear in the right-hand pane.

3. You can change the Email Group Name and make other selections for the remaining settings.

   In addition, if you select Include this Email Group on the Subscription Management page, a user will have the option to select (or deselect) to receive (or not receive) emails related to this Email Group. This is why it is important to give your Email group a user-friendly name and provide a description so the contact will know whether he or she wishes to receive these Emails.

   • Default Email Header—Optionally, you can select a different existing email header from the first picklist. By default, this is used at the top of the emails in this group (unless you select a different header within a specific email in the group).
   • Default Email Footer—If required, select a different existing Email Footer from the first picklist. By default, this is used at the bottom of the emails in this group (unless you select a different footer within a specific email in the group).
   • Subscribe confirmation page—Choose the page that will be displayed when a user clicks on a hyperlink in an email to subscribe (opt-in) to an Email Group.
   • Unsubscribe confirmation page—Choose the page that will be displayed when a user clicks on a hyperlink in an email to unsubscribe (opt-out) to an Email Group.
   • Name of the Email Group as it Appears to Contacts—This should be a user-friendly and descriptive name of your Email Group, so it will be immediately evident to a contact which emails are included. For example, you could name the group "Newsletters" and the contact would know right away that emails he or she will receive will be newsletters or newsletter-related.

   • Description of Email Group as it Appears to Contacts (Optional)—Although optional, best practice is to include a good description of the Email Group, in order to further clarify what type of information the contacts will receive by subscribing to this group. The description will appear directly underneath the name of the Email Group in the pick list.

     If you wish to enable this Email Group for sending emails from within Eloqua for Sales, click the checkbox next to Make this email group available in Eloqua for Sales.
     Once you have made all the desired changes, click Save to save the Email Group.

4. Click the Emails tab to verify which Emails have been associated with this group. The list you see on this tab is a read-only list that is populated based on which Email Group you have assigned to an Eloqua Email while in the Email Editor.

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Deleting Email Groups

You can delete any Email Group that you are no longer using, provided there are no Emails associated with that Group.

To delete an Email Group:

1. Navigate to Settings> Setup, then click Email Groups (under Assets).
2. On the Email Groups page, you will see a list of existing groups in the left-hand pane. Click an existing email group in the list to select it.
3. Click the Delete Group button on the bottom of the left-hand pane. If there are any Emails associated with this Email Group, you cannot delete the Group. You must first delete all the Emails in the Group before being able to delete the Group itself.
4. To see which Emails belong to your Email Group, select the Group you wish to delete, then click the Emails tab in the right-hand pane. A list of Emails in your group, if any, will be shown.
5. In the Confirmation dialog box, click Delete to delete theEmail Group, or Cancel if you do not wish to delete it.

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