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How to edit and send Monthly Newsletter

How to edit and send monthly newsletter

 

  1. 1-2 days before the last calendar day of the month, ask Xoriant (Rakesh Mohan et al) to update the global mailing list iitbalumni@iitbombay.org. The password should be sent separately or webteam members can look it up using IAdmin.
  2. The list should (a) exclude expired alumni; (b) exclude those who have asked for "NO MAIL FROM IITBHF/AA" option; and (c) include the "addresses to include" spreadsheet.
  3. The addresses in the global list MUST be deleted and the password changed after the newsletter has been sent out to prevent any risk of leakage or theft.
  4. Write to IITBHF (iitbhf [at] iitbombay.org) and IITBAA (iitbaa [at] iitbombay.org) and ask if they have any news items or announcements to include in the newsletter. If they do not reply, nothing to do and no follow-up is needed.
  5. A template newsletter with instructions is available at http://www.iitbombay.org/newsletters/template.
  6. Some time on the last day of the month (or earlier if necessary) after Xoriant has provided you with the ALIAS and password, log in to iitbhf@gmail.com, and use the template as well as another one stored in Drafts to compose a new email leaving the original templates unchanged.
  7. The page at http://www.iitbombay.org/newsletters/template explains how to edit content. Most if not all of the content is copied over from http://www.iitbombay.org plus any special news items requested by IITBHF (iitbhf [at] iitbombay.org) and IITBAA (iitbaa [at] iitbombay.org).
  8. The logo/masthead on the top comes from the HF server, and its best to avoid adding any other JPGs/GIFs since they often cause problems with some mail clients.
  9. Always send a test mail to a bunch of email addresses on Yahoo/Gmail/Hotmail (at a minimum) to check that formatting is OK and there are no major errors. test_list2 [at] iitbombay.org is a Test List set up to test the monthly newsletter in various mail clients.
  10. Send off the mail and monitor the server to make sure all is well. i-Source can do this in the future. Monitor the mail at iitbhf@gmail.com since some recipients use services like Boxbe etc. to authenticate incoming mail, and you may have to click on the link and answer the CAPTCHA to get iitbhf@gmail.com on their personal "safe" list.
  11. Create a webpage for the newsletter in the Newsletters folder - e.g. http://www.iitbombay.org/newsletters/june2010. Click here for instructions on creating and editing webpages.
  12. Login as "iitbombay" on Twitter to send out a tweet for the new monthly newsletter. Use http://bit.ly to create a short address for the newsletter - e.g. http://bit.ly/bjEvpo for July newsletter.

 

A reminder that the addresses in the global list MUST be deleted and the password changed after the newsletter has been sent out to prevent any risk of leakage or misuse.

 

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