Emma is the email campaign platform used at Stevens for both internal and external communication. The Emma platform is supported by University Relations and Information Technology. FAQs How do I log into Emma? Visit the How to Access Emma Knowledge Base article Do audience segments need to be refreshed before deploying an email campaign to them? YES! You must refresh a segment once a day before deploying to the audience segment in order to have the most up to date mailing list from Workday. How do I contact Emma support? Visit the Emma Support Hub to search their help articles or chat with Emma support Call Emma at (888) 493-2525 Note: Emma phone support is only available to individuals with the subaccount admin or manager role How does a new staff members get access to Emma? Submit an IT support ticket Is there an Emma Template cheat sheet? Yes! Visit the Emma Quick Reference Guide article and the Emma Best Practices article How do I get a new template created by University Relations? Submit a ticket to branding@stevens.edu How do I request additional data in Emma? Submit an IT support ticket Where can I get additional Emma training? Watch the Stevens specific Emma training videos on Panopto Visit the Emma Support Hub How can I personalize my Emma campaign to the recipient? Watch this video on how to add a personalization such as First or Last Name to your Emma campaigns Where can I find the guidelines on how Stevens is utilizing Emma? View the attached governance document below How can I enable a contact in Emma that has been marked with an error? Visit this step by step guide to remove contacts from error status Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-216-5500

Emma is the email campaign platform used at Stevens for both internal and external communication. The Emma platform is supported by University Relations and Information Technology.  Before You Start All Staff and Faculty members must have taken the brief “Handling and Sharing Sensitive Information” (12 minutes) training on https://training.knowbe4.com/ before gaining access to Emma in addition to completing the Stevens Emma Trainings in Panopto (<1 hour). Staff and Faculty members must have previously been granted access to Emma before being able to log in to the system  Step 1: Visit stevens.edu/Emma or click on the Emma chiclet on your myStevens homepage.  Step 2: If prompted, enter your Stevens username and password then select Sign In. Step 3: You will be taken to your Emma homepage.  To learn more about using Emma, creating and deploying campaigns, and more, visit the Emma FAQs or watch Emma training videos in Panopto.  Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Below is a quick reference guide to the text, color and image styles in Emma to maintain a consistent presentation. Text Elements Headlines 18-24pt Arial Bold, default color is Stevens Red. [#A32638]. The size range is to provide flexibility to accommodate longer headlines. They can be in other colors in the Stevens palette, however please maintain a look of professionalism that is directed towards your intended audience/recipients. Body Text 14-16pt Arial, default color is Stevens Dark Gray [#363D45]. Please note the line height is set to second value of closeness. Lists 14-16pt Arial, default color is Stevens Dark Gray [#363D45]. Lists are a separate element from body text. Please note the line height is set to second value of closeness. Captions 14pt Arial, default color is Stevens Dark Gray [#363D45]. Please note the line height is set to second value of closeness. Links Link color is Stevens Red [#A32638]. It is recommended to underline text links, but not Headline links. Section Dividers 18pt Arial Bold. This element has a background color as well. Color can be chosen from the Stevens palette, please keep ADA contrast in mind when choosing combinations. Stevens Color Palette Hex values can be found in this chart. Images Placeholder images provided in the templates display their correct dimensions. Please create and manage your image assets outside of the Emma email platform. To learn more about using Emma, creating and deploying campaigns, and more, visit the Emma FAQs or watch Emma training videos in Panopto.  Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

This guide will walk you through the process for sending the same campaign from your internal and external subaccounts. Before You Start: External emails MUST have opt-out info. Internal emails do not require opt-out info because all recipients have the stevens.edu domain address. Some departments have two sub-accounts to accommodate the need to send campaigns to both internal and external audiences. If you need to send the same campaign to both internal and external audiences, you will have to create two campaigns and deploy them separately. To streamline the process, you may share a campaign from an internal subaccount to an external subaccount (Method 2).  Note: You will need to add opt-out information to the external campaign before being able to deploy it. There are two methods to achieve this goal: Method 1 – Manually Copy the Content from One Campaign to Another This solution is for emails with a smaller amount of content. While this may sound labor intensive, Emma allows you to cut and paste content without causing format issues.  Step 1: Once you have finalized and saved all the content in the internal subaccount campaign, duplicate your browser tab or window. You should now be viewing two of the same tabs or windows of the editor screen in Emma.  For this example, you will see tab 1 as the internal campaign you have finalized and tab 2 as the new external campaign you would like to copy content to. Step 2: In tab or window 2 navigate to the external subaccount you would like to create the new campaign in. From there create a campaign with one of your templates, this will ideally be the external version of the template you used in the internal campaign you are copying. Step 3: Copy and paste the content from tab 1 (internal campaign) to tab 2 (external campaign). Be sure to save your campaign once you have copied all the required content.   Step 4: Follow your department processes for getting approval to deploy the two campaigns to the intended audiences. Method 2 – Share the Campaign from the Internal to External Subaccount This solution is for campaigns that contain a considerable amount of content, such as newsletters including various images and sections. Step 1: In your internal subaccount select the Campaign page then and under Drafts select the arrow to the right of the campaign you would like to share.   A drop-down menu will appear, and you will then click on Share to Subaccounts.  Step 2: Another page will appear. Click on the checkbox next to the Subaccount you would like to share the campaign with. Then select Save and Share at the bottom.   Step 3: Navigate to the External subaccount you shared the campaign with. Select the Campaigns page and then select the Shared tab. There, you will see the campaign you shared with this subaccount.   Step 4: Open the shared campaign to begin editing. Once you begin to edit, it will also appear in your Drafts tab.   Step 5: To deploy this campaign (if it was shared from an internal subaccount), you will need to add in the opt-out footer. In another tab or window in Emma, click on the Shared tab within the Campaign section. There you will see the Shared Campaign named ‘EXTERNAL-FOOTER-MUST-HAVE’. Step 6: Open the ‘EXTERNAL-FOOTER-MUST-HAVE’ campaign. Step 7: Return to the tab you were using in Step 4 (Share Campaign in External Subaccount). Click on the row tab in the right-side option menu and add a single row by dragging it right above the footer. Step 8: Now click on the content tab in the right-side option menu and add a paragraph by dragging it into the row you just added. Step 9: Copy and paste all the text from ‘EXT-FOOTER-MUST-HAVE’ into the paragraph container. Step 10: Before sending the campaign for deployment you will need to style the row and text to match the other footer messages. Edit the Paragraph (Content tab) Font is Arial regular 11pt #999999 centered The link color is #a32638 Line height is second closest Padding on all sides of the block is 10 Edit the Row Background (Row tab) Background color of the row is # f6f7f8 Step 11: Be sure to save your campaign and follow your department processes for getting approval to deploy the two campaigns to the intended audiences. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn about the Division of IT's recommendations for sending bulk emails to the Stevens community. These recommendations are based on the significant changes in email providers' spam-prevention policies.  Security changes announced by Google and Yahoo will impact the delivery of forwarded mail and bulk messaging from the Stevens.edu domain sent to external email services (i.e. Gmail or Yahoo) starting February 1, 2024.  Senders like Stevens that exceed what Google and Yahoo consider to be a “spam threshold,” will be blocked by Gmail and Yahoo.  1. Consolidate all bulk mailing platforms to Emma. Any bulk mailings being sent from the Steven.edu domain should utilize the Emma platform.  The Division of IT has configured the DNS (Domain Name System), set up DKIM, and more to ensure that Stevens students, faculty and staff receive emails from the Stevens domain to their Stevens.edu email account.  Since other bulk mailing platforms could send out emails using the Stevens.edu domain, any reputation impact to them will inadvertently impact the Stevens.edu domain's reputation. In troubleshooting the Gmail spam issue in early 2023, we found three of these services with bad IP reputations.    2. All bulk emails should follow industry best practices.  Besides domain reputation score, public email providers use additional checks when handling bulk messages i.e. unsubscribe links, and use of HTML and embedded links.  The Division of IT recommends using Emma for sending bulk messages as we have already set perimeters and best practices when mailing from the Stevens.edu domain internally (i.e. email@stevens.edu) and externally (i.e. email@gmail.com or email@yahoo.com). This will improve email delivery to external recipients and protect Stevens domain reputation.    3. Use the Stevens secondary domain (announcement.stevens.edu) to send bulk emails.  For all bulk messages, marketing, and communication to external users, IT is recommending using a subdomain. This will guard the root domain (Stevens.edu) from any third-party reputation issue.  For information and access to the subdomain announcement.stevens.edu, please submit a ticket to support@stevens.edu.     4. Discourage auto email forwarding from Stevens.edu.  Stevens historically has allowed users to automatically forward emails from their Stevens.edu mailbox to an external email address (i.e. Gmail or Yahoo). The Division of IT discourages users from forwarding their Stevens email address to outside email service.  In early 2023 we discovered that users are marking forwarded emails processed through the Stevens.edu domain as spam. Since this is a forwarded message Gmail and Yahoo AI/ML systems are flagging the Stevens.edu domain and lowering our domain reputation score. Experiencing an issue or need additional support? Contact our OneIT Team by  Opening a support ticket or  Calling us at 201-380-6599

Learn how to archive contacts within Emma.  It is accessible only for Stevens staff and faculty with an Emma account who have the manager role. How to Archive Contacts within a Group or Segment Step 1: From your Subaccount navigate to your Audience tab. Step 2: Click on the Groups section or the Segments section in the panel on the left. Step 3: Click on the name of the desired group or segment to open it. Step 4: Click on the Actions button at the top then select Archive all from the dropdown menu.  Step 5: Read the pop-up window carefully and click on Archive to confirm your choices. How to Archive Contacts Individually  Step 1: Navigate to your Audience tab. Step 2: Check the box next to each contact that you want to archive. Step 3: Click on the Actions button at the top then select Archive from the dropdown menu. Step 4: In the pop-up window that appears, click on the Archive button to confirm your choices. Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to import contacts into your Emma subaccount.  It is accessible only for Stevens staff and faculty with an Emma account. Step 1: From the Audience tab of your subaccount select Imports then Import contacts. Step 2: Upload your excel file with your contact list, select Choose file then locate the file you would like to upload from your file explorer. Step 3: Once you have successfully added your file select the radio button Leave them alone (add only) to ensure your import does not interfere with any of the users and data being brought in for Workday.  You do not need to select any other checkboxes or update the source. Select Continue to continue the import process.  Step 4: Map your contact fields. Be sure to skip any rows or ignore any fields that you do not need to import. Select Continue once you are confident in your mapping.  Step 5: Add a new group or select the check box next to an existing group to import your contacts to. Select continue when you are confident in your group.  Step 6: Review the Import Summary and select Import to upload your contacts.  Step 7: You will receive the below notification and should wait a few minutes before deploying to the group of contacts you just imported.  Note: The contacts imported will not appear in a segment only a group, so when deploying a campaign be sure to select a group and not a segment.  Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Emma is the email campaign platform used at Stevens for both internal and external communication. The Emma platform is supported by University Relations and Information Technology. Best Practices Shared Templates When creating a campaign always use 'Shared templates' rather than 'Recent emails' to ensure you are adhering to brand standards and guidelines. QR Codes We recommend you do not put QR codes in email campaigns, instead add a hyperlink for the best recipient experience. Sender Name & Email Send campaigns with your Division or Department as the Sender name and donotreply@stevens.edu as the Sender email. If you frequently send emails from a different email address please contact support@stevens.edu to whitelist the email address for security reasons. Stevens Branding Standards Be sure to follow all Stevens branding standards and guidelines, visit the Quick Reference Guide for more information. Archive External Contacts Be sure to archive contacts in your external subaccounts you are no longer using. Remove Contacts from Error Status Be sure to remove contacts from error status so that your entire audience receives your email campaign. Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-216-5500

Learn how to remove contacts from error status into your Emma subaccount. It is accessible only for Stevens staff and faculty with an Emma account. Step 1: You can view and troubleshoot any Contacts that have errors in the Audience section of Emma. Step 2: Click on either Contacts or Groups in the Manage menu on the left side of the screen. Then click on Error() to view any contact(s) that need troubleshooting. Note: If you already know the email address that has an error, you can just search for that email address in the search field. Step 3: You will see a list of email addresses with a column that displays the Reason for the error. Click on the down arrow next to the error and choose View contact record. Step 4: It will open the Contact Details for that contact. Click the Edit button to fix the email address or other contact information that might be triggering the error. Once the error is fixed, the email address will no longer be in the Error() list, and its status will be changed to Active. You are now ready to send an email communication to that email address. Note: The overnight Workday integration will override any changes made to stevens.edu email addresses in internal subaccounts. Step 5: To change the status of all contacts with Error statuses, select Actions and then select Change status of all. Step 6: Select Active and Save to complete the status change for all contacts. Experiencing an issue or need additional support, contact our OneIT Team by Opening a support ticket or Calling us at 201-216-5500