The UT uses Pronuntio to send mailings & newsletters. Pronuntio is a module within the Content Management System WebHare, which is used at the UT for managing websites. [For professional marketing activities, other tools are used.]
The newsletter template is available in two different lay outs:
- UT design (choice of different UT colours)
- UT institutes design (colours of the institutes)
The general UT design was used in the examples below.
Pronuntio offers the user the following functionalities:
- Professional newsletter format
- Statistics in your mailbox: how often has a mail been opened, how often has a link been clicked on?
- Statistics about the receiver list: which mail adresses do not exist/bounce and exact sending information
- Personalisation: personalised information (exordium and more) based on columns in an excel file
- Duplicating an existing newsletter (right mouse button on previously sent newsletter) for reuse
- Schedule sending (later)
- Send attachments
- Arrange (un)subscribe pages on your website
- Being able to correct broken links in the mail after sending
Example of statistics in the send mail
As an employee of the UT you can assemble this newsletter yourself. Below you can see an example of the administrator side:
This newsletter is in particular meant for external usage. Internal notifications (for students and employees) are send via the students and employees portal as much as possible.
Think carefully about how you want to publish the newsletter amongst potential readers. You can not simply send someone a newsletter, one must be subscribed or one must be a member of a certain organisation. See this article about spam rules (in Dutch). Also, your newsletter must contain a clear sender and receivers must be able to unsubscribe. This is not only legally required, but it will also result in less people marking your newsletter as SPAM.
For an optimal use of this newsletter, a number of agreements have been made about the design.
start: mandatory parts (picture + text)
Language: Choose a language (NL/EN). Some set parts like the UT wordmark are adjusted based on your language choice.
Colour: Choose a colour scheme.
Header text: Fill in a clear titel or sender. This short textbox is situated top left in the newsletter and can also be seen in the popup in Outlook, when someone receives the newsletter. (The link to the online version top right in the reader is generated automatically).
Logo subtitle: Fill in the name of your organisation, for example Knowledge Centre Security - edition 1/2016. This text will be situated below the UT wordmark.
Large picture with coloured or white textbox: Always start the newsletter with a large picture and adequate textbox. For small texts a colour will be used and for larger texts a white background will be used. These can be added as separate boxes. The minimally needed width of the picture will be indicated in WebHare. In the textbox you can also use links and other layouts via the buttons above the textbox. In the textbox you can add an introductory text or a big event/news item that needs extra attention.
middle part: optional parts (News with or without picture, events)
In order to guarantee a nice layout you can solely use the next elements for the middle part with news and events. These are optional: elements that you do not need can be left out.
- Button (for example: subscribe for an event)
- One or more news items with picture
- One or more news items without pictuse
- Agenda with events
The use of separate textboxes in the middle part is excluded. Textboxes and pictures always belong together. Separate textboxes give the newsletter an unprofessional layout.
End: MANDATORY PARTS
The newsletter is closed with the footer. The contact information and privacy statement are mandatory. The general contact information of the UT is shown standardly. You can overwrite this information by filling in a more specific UT address, please add a phone number and an e-mail address as well for questions. You are legally required to mention an unsubscribe option. Fill in a contact e-mail address for the unsubscribe option.
Do you have a communication related question or intention and do you not know for sure if you can reach this using a newsletter? The department MediaLab can advise you in this case. Please contact the department via firstname.lastname@example.org.
If you know for sure that you are going to use the newsletter template, please send a mail to the online-media servicedesk of MC (email@example.com) and specify the following in your mail:
- From which organisation of the UT do you want to send a newsletter (for the setting of the correct template: UT general or institute colours)
- How do you want to recruit readers (after all, you may not simply send a newsletter)
- Which UT e-mail address should be set as sender of the newsletter
- Which people should have rights to send this newsletter (for colleagues who do not have a WebHare account yet, please mention the m-number as well).
Before rights can be given to anyone, a conversation about the spam legislation shall take place with the concerning users first. It is recommended to read this artikel over spam-wetgeving (in dutch) in advance.
Frequently asked questions are listed below: