Newsletter User Manual - OneStart
Contents
1. Pencil Icon This opens the Composer window This is where you will enter and edit the body of your news story or tip sheet Copy your document from Microsoft Word or another word processing program and paste it into the Composer text area The Composer window is a What You See Is What You Get editor meaning that whatever styles you apply to the text will be what you see on the Web site Click the Save button to save the body of your news story or tip sheet 12 13 Click the Close button to go back to the Page Editor window Under Publications Information select the Newsletter Screen template under Presentation Templates Click on the Save button to save your Front Page News newsletter Finally click the Check in button In the Change Document Status section select Proposed in the drop down list to submit the newsletter for editing You can also send the newsletter for copyediting or review to a specific editor by selecting a name from the Check Out To drop down list in the Options section This will send an e mail to the editor selected once you save and close the document If you want to receive a copy of this e mail select Yes to the question below the Check Out To drop down list No is the default option In the text box below you can enter an optional message to your copy editor or reviewer 16 Click on the Save button The window closes automatically You have now created a Front Page News Newsletter 17 When2. Indiana University Copenhagen Publishing System University Communications Newsletter User Manual Last Updated March 1 2009 vpurit indiana edu Table of Contents e Creating a Newsletter e Loading a Video or Slideshow e Distributing a Newsletter through Exact Target e Creating a Front Page News Newsletter e Statehouse Federal Report Distribution Creating a Newsletter l oe a 10 11 12 13 14 15 Select the Issues folder from the left hand navigation menu Select New from the top menu to create a new Issue In the issue editor window select Issue Type which corresponds to the newsletter type the Issue Date which corresponds to the publication date a Slug a Volume number Issue number and Title for the issue Enter a Teaser Title and a teaser briefly describing what the newsletter contains The Teaser will be displayed on the Archived Editions page Under Presentation Templates select Newsletter Screen Exact Target Newsletter HTML E mail Exact Target Newsletter Text E mail Once all the information has been entered scroll to the top of the menu and click Save Check In change status to Proposed and Save Once you have saved the Issue select Pages from the left hand navigation In the Pages folder select New to create a new page In the Page Type editor select a Page Type a Slug and a Title Campus News Video Highlight and Audio Highlight need to be entered as Spotlight pag
3. a particular section hey pare published documents are Unpublished Section 1 Campus News Section 6 Feature Photo Section 9 Photo Gallery Section 2 Video Highlights Section 7 Feature Story TE 1 None jift Nons i None Section 3 Audio Highlights Section 6 Stories Mone m cE E Section 10 IU in the News 1 None Mone 3 None Section 4 Events Section 11 IU News AFL Photo Gallery TE _AFL2 Photo Gallery TH 1 None 7 UU Events March 6 31 9 None d 4 None 5 Mone Mone Section 12 Featured Links 1 Mone Pe Internet 16 Save Newsletter layout Check In and change status to Proposed 17 In the main navigator pane single click the issue and click View 18 Layout changes can be made by editing the Issue Most content changes can be done by editing story teasers and asset captions 19 To e mail the issue you will want to select the Issues folder Once inside the issues folder you will need to select the issue you wish to send and click New Task from the top menu 20 In the Add a Task window you will need to enter a Name Slug for the newsletter distribution a Date and Time to distribute it and select IU News Editor from the Assign To drop down menu In the same window under Task Information you will want to select Newsletter HTML E mail for the Rich Media E mail template and Newsletter Text E mail for the Text Only E mail te
4. d and click the send button to send a copy of the Plain Text email to your email address 10 11 12 13 Once you receive both email messages open the plain text email in Outlook or Entourage highlight and Copy the entire contents of the message Paste the contents of email message into the Plain Text portion of the WhatCounts Template See WhatCounts newsletter documentation for details Open the HTML email in its own window and click Other Actions Other Actions Select View Source from the Other Actions menu Highlight and Copy the HTML source code for the HTML email message Paste the HTML code into the HTML portion of the WhatCounts Template See WhatCounts newsletter documentation for details
5. distributing the Front Page Newsletter make sure to send it to the Front Page News Newsletter push distribution list Statehouse Federal Report Creation 1 Log into Copenhagen and highlight the Statehouse or Federal Report you would like to send 2 Click the Email button 3 On the Email Document popup window click on Options to expand the email options section 4 To create the HTML version Select Rich Media graphics and text as the Email Format and select the appropriate Email Template either Federal Relations HTML Email or State Relations HTML Email v Options Send immediately Email Format Email Templates Attach Documents As Full Documents When Attaching Skip Unpublished Content 5 Un check the Carbon copy me checkbox enter your email address in the To field and click the send button to send a copy of the HTML email to your email address 6 To create the Plain Text version Select Plain Text as the Email Format and select the appropriate Email Template either Federal Relations Text Email or State Relations Text Email 7 Options Send immediately O Email Format Plain Text Email Templates Rich Media Text Only Federal Relations Text Email Attach Documents As Full Documents w When Attaching Skip Unpublished Content 7 Un check the Carbon copy me checkbox enter your email address in the To fiel
6. e type Alignment on the Photos in Spotlight page types need to be changed to Center See Inserting an Image section for detailed instructions Events Feature Story Stories and Featured Links need to be entered as Newsletter page type News Story or Tip Sheet page types are also allowed IU News stories should be entered as News Stories or Tip Sheets Newsletter page type is also allowed IU in the News can be entered as Daily News Updates IU Voices in the News Newsletter or News Releases In the Page editor you should assign the Page to an Issue under Publication Information You may select an Issue through the drop down menus provided Once you have entered all of the information return to the top of the menu and click Save Enter a body teaser and all other information See Creating a News Story Tip Sheet for detailed instructions Next enter the photo gallery content Please refer to Creating a Newsletter Photo Gallery section Once the stories are entered and assigned to current issue go back to the Issues folder to assemble the Newsletter Find the current issue and click Edit Place the stories in proper Newsletter slots in the Sections area See screenshot below F hitps miles ucs indiana edu Edit Issue Information Microsoft Internet Explorer SE a sections Use this section ta choose appropriate content for your issue Please Note Only content that has been previously attached to this issue can be placed in
7. k Next 17 You don t have to select any Lists or Groups from which you want to exclude from distribution so click Next 18 Make Sure Indiana University lt iunewsed indiana edu gt is selected in the From dropdown menu and click Next 19 Select the day and time to distribute the newsletter and click Next 20 Verify that all information is correct and click Send Creating Front Page Newsletter l 10 11 14 15 On the left side of the Copenhagen screen you will see the Navigator Pane The Navigator Pane contains a list of active folders Select the Pages folder It is the default folder so it may already be open Click on the New Page command from the top of the screen This will open the Page Editor window The Page Editor window has several sections You can jump to each section by clicking on the Jump to links at the top of the Page Editor window In the General Information section enter the Page Type as Front Page News Newsletter Enter the Slug This is the internal working title for your newsletter This is a required field required fields are red Enter the Title in the Body table This is the official published title for your news story or tip sheet This is a required field Click the Save button You must click Save in order to create a URL for your news story or tip sheet The URL is automatically generated After you save you will see a Pencil Icon in the Title box Click on the
8. mplate Then at the bottom of the window select the Standard and Opt In e mail distribution list s you want to send the newsletter Return the top of the window and click Save https miles ucs indiana edu Add a Task Microsoft Internet Explorer Assign To lf you assign this task to another person Copenhagen will notify hirm Editor IU Mews we or her via email Send a copy of the email to you Add an optional note to the assignee Task Information Task Type Email Format Email Templates Rich Media Attach Documents As When Attaching Skip Unpublished Content Standard Email Distribution Lists Done G Internet 21 Next you will logout of your Copenhagen account and login as IU News Editor 22 Once you are logged in as IU News Editor select My Copenhagen from the left hand menu 23 Refer to Distribution section of the user manual for detailed instructions 24 Make sure to perform the distribution using the Newsletter HTML e mail and Newsletter text only e mail 25 Change the default subject before sending Loading a Video or Slideshow Choose the Assets folder from the left Navigator pane At the top of the page you will see the command New Asset Select New Asset The New Image dialog box opens Enter the required information Slug Title and Folder Select Save to save this information 5 In the Files area you need to enter the information about the video or slideshow First
9. ter Refer to the Newsletter creation section Follow the normal newsletter distribution practices except you will be sending yourself two e mails One will be sent with E mail Format set to Rich Media graphics and text with the Exact Target HTML and Exact Target Text only templates selected and the other E mail with Plain text selected for E mail Format and the Exact Target templates again selected E mail the newsletter to yourself Login to Exact Target http members exacttarget com via iunewsed account In Exact Target select the e mail button in the left hand navigation Once inside the e mail folder click on the Create button at the top of the screen Select Create New Email from HTML and click Next Give the e mail a name and subject line Click Next Go back to your e mail and open the HTML Newsletter you received from Copenhagen 10 Right click and select View Source 11 Select all the code and copy 12 Go back to Exact Target and select the Edit HTML version Copy the code into the large text field and click Save 13 Now select the Edit Text Version tab 14 Go back to your e mail and open the Text only version you received from Copenhagen Copy all the content and paste into the large text area in Exact Target and click Save 15 Once both versions have been copied to Exact Target click the Send E mail button at the top 16 Select the Lists or Groups from which you want to distribute the newsletter and clic
10. upload a photo as a Medium Thumbnail or Video Image and small Thumbnail Web Version is optional 6 To upload a photo go to the Upload a File area Select Browse to obtain the image 7 Once you have uploaded the image you can fill in options for alignment padding ALT text and a caption ea 11 Leave the slideshow width and height as 1s 13 14 15 Select Save to save this information Next find the Video or Slideshow area If this is a slideshow or video that will be displayed inside the IU News Room site enter the URL into the URL for inline Video or Slideshow field If this is a video that will be displayed externally enter the URL in the URL for video download field Next select the Format Flash Video or Flash Slideshow Next enter a transcript URL You can do this one of two ways a Ifthe transcript is located on another Web site enter the URL in the Enter Transcript URL field b If the transcript is not located on another Web site enter s body in the Enter Transcript URL field Then scroll up to the Body area and click Edit Enter the transcript in the body editor that appears and select Save to save the transcript and then Close to exit the Body editor Associate the asset with all the relevant Related Groups and Topics This will add the photo to the topical photo galleries Select Save to save this information Distributing Newsletters through Exact Target 1 2 Create the Newslet
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