How-To: Build and schedule an email newsletter 

To send an email newsletter where the STORIES are chosen by the editor (rather than filled in automatically by an RSS feed) you must choose a template, PROVIDE STORY EXCERPT TEXT, place the links, and schedule the email. Here are the steps to follow: 

1. Sign in to Mailchimp. The New Media Team will provide you with a login. Need help? Email

2. Create a campaign. Once you are signed into Mailchimp, go to the “Create Campaign” button in the upper-right of the page, hit the arrow and select “Regular Campaign” from the drop-down menu. 

3. Select list. You will see a menu of email lists. Select the list you want to use for the campaign (MAKE SURE ‘SEND TO ENTIRE LIST’ IS CHOSEN’ and hit the “Next” button in the bottom-right-hand corner of the screen. 

4. Campaign Information. Give you campaign a name and an email subject line. We suggest something like “Milford Weekly Headlines – January 1, 20XX” for both fields. Using the date in the subject line will help recipients see that it is new, and help you find it when you want to look up the analytics. ENTER YOUR NEWSPAPER’S NAME AND GENERAL EMAIL ADDRESS. Hit the “Next” button in the bottom-right-hand corner of the screen. 

5. Select Template. Choose “Saved Templates” from the choices at the top of the screen and find your newspaper’s template (“Milford Weekly Headlines” for example). Hit the “Select” button on the template. 

6. Edit newsletter. The template will have five story slots, with a summary and link for each story, each in its own box. To edit them: 

A. Click in the headline box on the left, and then write or paste headline in the editing window on the right.  

B. Click in the summary box on the left, and then write or paste the summary in the editing window on the right. 

C. Click in the link box on the left, and then select the link text in the editing window on the right, select the “insert link” icon, and past the URL of the article. 

The formatting in the newsletter should not change when you’re cutting or pasting text. If it does, you can reformat using the “Styles” drop-down in the editing window. The headline style is “Heading 2.” The summary is “Default Text.” The link is “Default Text” with bolding. 

The summary should be two or three complete sentences describing the story. You can copy and paste directly from the story, but try not to make it too repetitive, so people don’t feel like they’re reading the same thing over and over. 

7. Review newsletter. Review the newsletter for typos and spelling mistakes. Make sure the date is correct and double-check the links. When you are satisfied everything is ready, hit the “NEXT” BUTTON ON THE BOTTOM RIGHT. ON THE CONFIRM PAGE, MAKE SURE EVERYTHING HAS A GREEN CHECKMARK (EXCEPT SOCIAL CARDS). 

8. Schedule newsletter. Hit the “Schedule” button and pick the date and time for the newsletter to send. PRESS THE ‘SCHEDULE CAMPAIGN’ BUTTON ON THE BOTTOM LEFT (YOU MAY NEED TO SCROLL DOWN).