CCI Candid Newsletter - Email Style Guide | Kent State University

CCI Candid Newsletter - Email Style Guide

 

  1. Create a New Issue

  2. Edit Your New Issue’s Content

  3. Guidelines for Adding/Editing Content

  4. Previewing and Saving Your Change

1. Create A New Issue

  1. Go to Email > Email Campaigns and select the Campaigns tab

  2. Select Manage under the existing CCI Candid Newsletter Campaign (don’t create a new campaign)

  3. Click the Messages tab

  4. Find the Message marked CCI Candid Email Message TEMPLATE and click the “Copy” link.  Never edit the main template.

  5. Give the Issue a new name and purpose.  Then click Confirm Copy.  After that, you’re ready to edit your new issue.

2. Edit Your New Issue's Content

  1. Click Edit on the new Issue you just created

  2. Fill out the Message and Envelope Information (see main Email Style Guide for details).  Your Stationary is already selected.

  3. Select HTML Content to begin editing your issue content.

3. Guidelines for Adding and Editing Content

Sections

There are 5 main sections that make up a CCI Candid Newsletter.  

  • Lead Story

  • Points of Pride

  • Student/Alumni Success

  • News

  • Important Dates

The sections are already created with placeholder content and headlines, so editing each one is as simple as changing the existing content.  

It’s recommended that you use consistent structure for each section.  For example, one section might include teaser text and a read more link for every item.  Mixing several formats within one section can be confusing to the reader.

The header and footer of the newsletter are automatically inserted on every issue.  The header and footer can only be changed by editing the master CCI Candid template.

 

Date

  • The date is at the top of every newsletter.  

  • In order to keep the formatting consistent, it is best to just modify the existing date from the template instead of creating a new one.  

Lead Story

  • The lead story is the most important article of the week.  

  • It typically consists of a headline (Heading 1), floated photo, teaser text (Paragraph) and Read More Link

  • Appropriate teaser text is about 3 sentences

  • The recommended accompanying photo is styled the following way:

    • Left Alignment

    • Vertical Space: 10

    • Horizontal Space: 25

  • It is possible to use a large horizontal feature photo, however this is not recommended.

  • The Read More link should link to an existing Kent State web page and should include context about the story.  For example, “Read More About IdeaBase”



Headings

  • All Section names are Heading 2

  • Headlines under a section, for example News, are Heading 3

  • It is appropriate to hyperlink Heading 3 headlines, however this is not as findable as standalone Read More Links

 

Read More Links

Stories with additional information have Read More links.  Read More links have a particular style that is different from that of a typical hyperlink.

  • Type the text that you’d like to link

  • Highlight that text and click the Hyperlink icon and add an appropriate URL

  • Highlight the link again and go to the Styles menu > select “Subheading”

  • This will format the link in all caps with blue text, however you will not see this change until you preview the email.

  • Read More Links cannot be copied and pasted elsewhere in the message.  They will not retain their formatting.

  • Read More links should link to an existing Kent State web page and should include context about the story.  For example, “Read More About IdeaBase”.


Images

All images in CCI Candid are optional.  There are 2 image styles from which to choose.  These can be inserted anywhere within the layout, however it is recommended that they appear at the beginning of a main section.

 

Left Aligned Images
 

  • Add a left aligned image (if not using a preexisting one) by clicking where you’d like to insert the image and clicking on the Image icon

  • Click Browse Image Library

  • Choose an existing image, or choose Add New Image.  The new image must be pre-cropped to 250 x 158 pixels in a program like Photoshop.  Choosing an image that is not these dimensions will result in unintended display issues.  

  • In the Insert/Edit Image configuration screen, be sure to select these options:

    • Add Alt Text

    • Alignment: Left

    • Size: 250 x 158

    • Vertical Space: 10

    • Horizontal Space: 25

  • Click Insert to insert the image into the newsletter

  • Left Aligned Images will occasionally result in orphaned lines, depending on how the text wraps.  This is unavoidable and will vary on every device and email client.

 

Horizontal Images

  • Add a horizontal image (if not using a preexisting one) by clicking where you’d like to insert the image and clicking on the Image icon

  • Click Browse Image Library

  • Choose an existing image, or choose Add New Image.  The new image must be pre-cropped to 455 x 200 pixels in a program like Photoshop.  Choosing an image that is not these dimensions will result in unintended display issues.  

  • A library of pre-cropped stock images is available by searching for “campus photo” in the search box

  • In the Insert/Edit Image configuration screen, be sure to select these options:

    • Add Alt Text

    • Important -  the width and height boxes completely.  If you don’t clear these values, the images will appear distorted on small screens

  • Click Insert to insert the image into the newsletter

  • Important - highlight the image and choose Heading 4 from the Headings menu.  This will ensure it displays correctly in all browsers.  


Horizontal Rules

  • Horizontal Rules separate the main sections.

  • Insert a Horizontal Rule by clicking the “insert horizontal rule” icon in the toolbar

  • Horizontal Rules do not display in color in Microsoft Outlook


Important Dates

  • Important dates are formatted so that they appear in Blue with shortened line lengths

  • To format an important date, go to Style and select “Byline” - if you’re editing a preexisting Important date, this will already be selected

  • Important dates will span the entire length in Microsoft Outlook and on mobile devices

 

4. Previewing and Saving Your Changes

  • It is important to remember that the editor is not an accurate representation of how your email will look when rendered.  

  • As you make edits to your email, click the Preview button to see a more accurate view of how your email will look

  • Remember to click Save on your email as you edit

  • When you are finished editing your content, you can move on to testing and sending your email.  


See the main email style guide for more details.