Please note: These instructions do not include working within your email marketing
application. Please refer to instructions specific to your choice of email marketing
program.
Getting Started
- In the WordPress Dashboard (you must be logged in with an editor’s permission
level or above), hover or click the “+ New” menu item and click “Newsletter” in the
top navigation bar.
- You should see this view:
- Add a title to the post.
- Where it says, “Type / to choose a block”, add a Classic block to the content area
by typing “/classic” and it’ll appear for selection. - Add your content as usual, following the tips below.
IMPORTANT!
As you begin, you will likely see a “Convert to blocks” box appear. Ignore that.
Do not use the “+” button to insert new content sections. Just keep
using the RETURN button. You can also SHIFT RETURN if needed.
Tips for Newsletter Content
- Use basic text styles such as Headings, paragraphs, lists, and
hyperlinks. (See “E-newsletter Best Practices” below.) - At first, you’ll likely see the shorten version of the toolbar:
- You can click on the last icon to expand your toolbar:
- Use ARIAL 12 if you are pasting text into Word Press from Word, make sure to erase all formatting as Word adds unnecessary code that can adversely affect your email.
- You can add back any links using the link button:
- Make sure the color = BLACK (not automatic) for all text except headings
- HEADINGS = Heading2 and can be color = 112E51
- You can separate sections with a horizontal rule line. If you don’t immediately see it, use the toggle bar.
- For images, use full-width, horizontal/landscape images. Add them using the “Add Media” icon.
- Make sure to fill in the “Alternate Text” for those with visual disabilities.
- Choose Medium Large 610px style of images.
- Do not align images.
- Image captions may be used.
- While you can’t embed video in email newsletter, links to videos are fine — so a workaround is a photo with a video button that contains the custom URL by highlighting the image and clicking the link button and replacing the link to the image with the link to the video:
- In the “Newsletter” info section in the right-hand sidebar, do the following:
- Go to the “Templates” dropdown and select “Default/Magazine Newsletter”
- You can set a feature image if you’d like this is what would show in a teaser format. This is optional and can be done the same way as adding an image.
- IMPORTANT! Please make sure the “Parent Newsletter” dropdown is empty.
Finalizing and publishing
- Publish or Update the newsletter with the blue “Publish” button at the top, then click “View Newsletter” in the “Page updated” message that appears at the bottom left corner in the editor.
- Alternatively, you can view it here as well as copy the link for the “View Online” option you should have in your email. This should be done for you, but here is the backup option:
TIP
If you right click over the link to view, you can open your link in a new tab in your browser so you can easily navigate back to the working page for edits.
- When the newsletter is ready to be sent and you are viewing its published page, you will need to retrieve the HTML code for your email marketing tool/program. We recommend viewing the newsletter page in FireFox or Chrome web browser.
- Right click on the page and select View Page Source.
- A new window will open and display the source code (HTML) for the page.
- Select All & Copy the source code.
- Paste that code into the appropriate place in your email marketingapplication and finish your work there.
E-Newsletter Best Practices
Newsletters are WordPress custom posts with templates that are optimized for display and delivery to email clients. Because there are so many clients on so many different devices, the templates and styles are very simple and limited.
Define your goal: Know what you want to achieve—whether it’s informing, promoting, or engaging your audience.
Keep it concise: Respect your readers’ time by using teasers instead of the full article. Provide them with clear, scannable content and short paragraphs.
Use a compelling subject line: Grab attention and entice people to open your email.
Include a strong call-to-action (CTA): Guide readers toward what you want them to do next (e.g., “Read more,” “Register now,” “Donate today”).
Layout: Tips for newsletter content
- Optional: You may want to create an image hero of sorts by using the image block and caption. For the image size, be sure to choose “Medium Large 610px” style.
- Use basic text styles such as Headings, paragraphs, lists, and hyperlinks.
- Separate sections with a horizontal rule line.
- For images, use exact width of 610px, horizontal/landscape images. Choose “Medium Large 610px” style; do not align images. This will help ensure that the images are not blurry. Image captions may be used.
Design for mobile: Make sure your layout is responsive and easy to read on smartphones and tablets.
Be consistent with branding: Use your organization’s colors, logo, and tone of voice for a professional and cohesive look.
Segment your audience: Tailor content based on the interests and behaviors of different groups for better engagement.
Use high-quality images: Visuals should support your message and be optimized for fast loading.
Test before sending: Send test emails to check for formatting issues and broken links.
Sample Newsletter Layout
[Your Organization Name] Monthly Newsletter Name
[Month, Year]
Headline Story
Title of Feature Article
A brief teaser or intro paragraph (2–3 sentences) that summarizes the main story.
Read More
In This Issue
- Upcoming Events & Deadlines
- Recent Highlights
- Tips & Resources
- Message from the Team
Upcoming Events
Event Name – Date & Time
Short description with a link to register or learn more.
Register Now
Another Event Name – Date & Time
Quick detail and CTA link.
Details
Spotlight / Highlight
Title of Highlight
Photo or graphic
1–2 sentences about an accomplishment, person, or project worth celebrating.
Learn More
Tips & Resources
Quick Tip or Tool
Include helpful advice, tools, or how-tos. Keep it short and practical.
Explore Resources
Message from [Director/Team Lead/Editor]
Short personal message to build connection, encourage feedback, or share a vision.
“Thank you for staying connected—your support makes our work possible!”
Stay Connected
Social icons or links (e.g., Facebook, Twitter, LinkedIn, Instagram)
📧 Contact us at [email@example.com] | 🌐 Visit our website: yoursite.edu