Newsletter

A newsletter can be integrated into your Typo3 site and edited by everyone who is authorized for this area. The newsletter template consists of a header (in which the Uni Graz logo, the page title of the newsletter as well as a date set by you is displayed), an information area (this can be filled and formatted using text and media elements) and a footer area (which you can customize yourself).

Only when the person responsible for the website has requested a newsletter, you can use the newsletter dispatch function. The uniIT will set up the newsletter for you and define the dispatch options. If you would like to request a newsletter, please contact the service desk. For the setup you will need:

 

  • Sending email address (address that is in the newsletter as sender).
  • Mailing list/recipient list (to whom should be sent --> How do I apply for a mailing list?)
  • Name of the newsletter
  • Area in TYPO3 for which the newsletter should be set up (e.g. Institute)

The privacy policy is also important - how do people sign up for the newsletter and what do you need to send to your contacts afterwards (if you have a mailing list) to be legally protected. On the intranet, you can find the consent and privacy policy for newsletter or mailing. If the newsletter is also to reach English-speaking interested parties, the English version of the consent can also be found on the intranet.

If you want people to subscribe to the newsletter automatically and be added to the mailing list, you can configure the Subscribe and Unsubscribe function if a Sympa mailing list is used. The subscribe and unsubscribe form will be created for you.

If you want to use this functionality, contact the .

Content Editing:

To create the newsletter, log in to the backend with your UNIGRAZonline user data. The newsletter is configured at the last position of the page and has a gray folder icon. To edit the newsletter pages, switch to the page view and open the folder by clicking on the arrow (left of the folder icon). The Newsletter page is the actual newsletter that will be sent to users after the sending process. The best way to do this is to copy the test newsletter page that has been pre-set for you, paste it underneath and rename the page appropriately e.g. to "Newsletter Unit/Project Name January". The page title will be printed in the newsletter header. In addition, a date is output in the newsletter header, this can be changed in the page properties under Metadata in the Last update field.


The content area is divided into three parts, text and media elements are always used:

  • Header: title of the newsletter and date are displayed to the right of the Uni Graz logo.
  • Content: Create elements with the content of your newsletter here ("Topic one", "Topic two" etc.).
  • Footer: Footer of the newsletter "Publisher and media owner".

In Content you create a text and media element. In the General tab you insert the headline, headline size (layout 1-3) and text, in the Media tab you can upload an image, specify the positioning and thus the size of the image and in the Appearance tab you set the layout (background colors: standard - white, light gray, dark gray, black and yellow) of the element.

  • Make sure that you use short headlines or words that are not too long, as this can lead to display problems. If the newsletter is sent as a test mail, the problem manifests itself in the frames of the images standing out to the left or right of the image.
  • The title of the newsletter is printed in the header of the newsletter.
  • Date in the header of the newsletter. The date can be adjusted (by right-clicking on the newsletter in the page tree) in the page properties in the Metadata tab in the Last update field.

How do I send the newsletter?

  1. To set the newsletter sending options select DIRECT MAIL → Direct Mail in the module.
  2. In the page tree, select the newsletter folder.
    1. Next to the newsletter to be sent out, click on "Create Newsletter".
      • In this view, you can also view the newsletter in HTML format and in text format.
    2. You will see detailed information of your newsletter. You do not need to change anything here. Click on the Next button.
    3. Optional: If you want, you can send a test newsletter to any address to see how the newsletter looks in your email program. To do this, simply enter an email address in the blank line and click the Send button. If not, simply click Next.
    4. Select the appropriate list of recipients and define the time of sending. Click the Send to all recipients in the sending group button to have the newsletter sent at the specified time.

Note: If you set the time of sending, the snapshot of the newsletter will be sent on the entered date. If any changes are made to the newsletter after this date, they will not be taken into account when it is sent. The started scheduler can no longer be stopped. If "Send to all subscribers in recipient list" is clicked several times, the dispatch job is started several times and the newsletter is sent several times.