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Creating Standards-based Electronic Communications • HTML e-mail • Online newsletters University Publishing Web Services February 20, 2009 What I hope you will take away from this session today You will understand the services offered by UP to help you create electronic communications.

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Creating standards based electronic communications html e mail online newsletters l.jpg
Creating Standards-based Electronic Communications• HTML e-mail• Online newsletters

University Publishing Web Services

February 20, 2009


What i hope you will take away from this session today l.jpg
What I hope you will take away from this session today

  • You will understand the services offered by UP to help you create electronic communications.

  • You will understand the options, costs and timeframes associated with HTML e-mail creation and delivery.

  • You will understand the options, costs and timeframes associated with creating an online newsletter.

  • Template resources.

  • Inspiration.


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University Publishing Web Services

We offer a full service HTML e-mail and online newsletter development program in support of WSU’s internal e-communications policy.

  • Build a standards-compliant HTML e-mail message.

  • Develop interactive components as needed.

  • Test your message in a wide variety of e-mail clients.

  • Deliver your message to an address list.

  • Measure the effectiveness of your message.

  • Choose from several online newsletter options.


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Standards-compliant e-mail

If your e-mail is not standards-compliant it will end up as junk or get tagged as SPAM.

Here are the basic rules we follow to avoid this problem:

  • Use tables to control the layout of your e-mail.

  • Insert descriptive HTML text above the first image.

  • Provide an unsubscribe link.

  • Provide Alt text for all images.

  • Provide a street address and phone number in the footer.

Wikipedia is a good source for info on CAN-SPAM


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Program an interactive component

Interactive features make the experience richer.

  • RSVP component

  • Add to Calendar component

  • Notify Me component

  • Send to a Friend component

These features are only available on the Web as you can’t embed executable code into an e-mail.

A good example of interactivity is in the CUB Grand Reopening e-mail


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Test, test and test some more...

E-mail client testing ensures a quality presentation of your message.

  • Test groups view emails in both machine-side and web-side mail clients.

  • Machine-side clients include Outlook, Entourage, Mac Mail, Eudora, AOL.

  • Web-side clients include hotmail, gmail, yahoomail, Outlook Web Access.


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HTML e-mails require special delivery

Copying and pasting complex HTML into a blank e-mail in Outlook and sending it will not produce consistent results.

  • We use an open-source e-mail/newsletter fulfillment manager called phplist.

  • phplist provides metrics, manages subscriptions, and stores e-mail lists.

  • We are working closely with IT to help streamline the delivery of internal e-mail via the Mailman system.

  • We also provide a link to your e-mail on the Web so people who wish to view it in their browser may do so.


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Preparing to measure your success

You’re going to get results almost immediately so right away you can start seeing what people are doing once they receive your e-mail.

  • Setting Goals

  • Open rates

  • Click-throughs

  • Google Analytics

  • Examine ROI


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Online newsletters

At UP we offer several online newsletter program options. They are all created in our content manager. There are several different scenarios. Here are some examples:

  • The Chronicle

  • Play magazine

  • MOA NOW

  • EdNews


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Other examples of HTML e-mails

  • President’s State of the University Address

  • Memo from President Floyd

  • Holiday Message from VP Michael Tate

  • WSU Foundation appeal


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Estimated Costs

  • Scrub your email list: $15

  • Original e-mail design & testing: $200-$500 turn time 2-4 days

  • Existing e-mail updates: $65-$130turn time 1-3 days

  • UP CMS Newsletter templates: $500-$1000 turn time 7-21 days depending on specs

  • Template updates $130-$500turn time 5-7 days

  • Non-UP CMS newsletter templatescosts determined only after consultation


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Support for e-Communications

  • Communications plan consultation. Contact your current print publications coordinator to set up a meeting to discuss your needs.

  • Assistance in choosing the right media mix for your message - e-mail, Web, video, print.

  • Cross-training UP print design staff in order to keep up with demand.

  • Offering templates as a way to save money and time.

  • All of our Web applications and Web sites are hosted on servers maintained by UP and IT technical staff.


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“All Electronic” Internal Communications Policy

  • Executive Communications

  • WSU Today – Daily Updates

  • WSU Announcements

  • Text Only or HTML Emails to various Mailman lists

  • Electronic Tools Web Page


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For more info

  • Visit our Web site and you’ll see a headline with a link pointing you to a page with an in-depth look at our operation and more examples of our work.

  • Visit Our Story to learn more bit about how we arrived at this point and what gives us strength as a service center.

  • Follow our Twitter account for updates on products and services.


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Thank You!

Edward Sala, Manager

University Publishing Web Services

[email protected]


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OK. So, how did I do?

  • Do you understand the services offered by UP to help you create electronic communications?

  • Do you understand the options, costs and timeframes associated with HTML e-mail creation and delivery?

  • Do you understand the options, costs and timeframes associated with creating an online newsletter?

  • Do you know where to go to get template resources?

  • Did you find some Inspiration?

Questions?


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