Creating an Email from a Webster Template | Webster University

Creating an Email from a Webster Template

You can create an email using your department's Webster-branded template or one of Constant Contact's templates. This page describes using a Webster-branded template.

Preferred Method

  1. Copy the departmental template.
  2. Name the email.
  3. Specify email message settings.
  4. Edit the email layout and formatting.
  5. Preview the email.
  6. Run the SPAM check tool.
  7. Select a list.
  8. Set the email status and schedule delivery.

When creating an email, you do not need to complete all the steps during a single session. Instead, you can save your progress and come back to the email later. Upon logging onto Constant Contact, you will see a complete list of your emails under the “Recent Work” heading. The status of each email (Draft, Scheduled, or Sent) is included.

Copy the Departmental Template

Each department will have at least one Webster-branded template that has been customized for the department. The template will appear as a Draft in the list of emails. Locate the template email. Then, click the Copy icon next to its name to create a new email based on the template. You'll immediately be prompted to enter a name. Enter a new email name. DO NOT modify the template.

Name the Email

When copying a template, the email name will automatically be set to "Copy of..." Be sure to immediately change the name of the new email so as to avoid confusion with the template.

The email name is used to internally identify each email your department sends. Keep the name brief, yet descriptive enough that you will know what it is when you see it in your list of emails. Email names are for your own tracking purposes; they are not seen by message recipients. When choosing a name, be sure it's unique. No two emails can have the same name.

Specify Email Message Settings

Complete the Message Header settings as shown below.

Subject Type the subject line of your email.
From Name Typically, this will be your department name.
From Email Address Select the email address from which the email should be sent. If your department sends emails from more than one email address, make sure you are selecting the correct address from the drop-down list.
Reply Email Address This is the email address to which any replies sent from a recipient of your email message will be delivered to. Typically, it will be the same as the From Email Address.There may be situations where you want to set different From and Reply To addresses. However, we recommend that this is only done when absolutely necessary because it can increase the SPAM score of your message.
Permission Reminder Choose the Off option. (This is the default.)
Webpage Version We recommend leaving this option as-is. It provides the option for people to view the message using a web browser, since some email clients may not display all the images or text formatting of an email.
Forward Email to a Friend Set these options according to the nature of your email:

•If the email is personal business or is being sent to a private, closed list, uncheck these options

•If the email is a public announcement to an open list, leave the option checked to allow recipients to share the message with others.

Edit the Email Layout and Formatting

Emails in Constant Contact are typically arranged in blocks. You can:

  • Delete unnecessary blocks
  • Edit a block (required to change the included text/content)
  • Copy a block
  • Rearrange the order of blocks
  • Add blocks

To rearrange the order of blocks, move your mouse to the title bar of a block until you see the cross-haired arrows. Then, drag with your mouse to move the block to another location.

On the left-hand side navigation menu, you can also choose to add additional blocks or set any global colors or fonts you wish to use in your email. Global colors or fonts apply to blocks throughout the email unless you set a different color in an individual block.

To edit any part of your email, click on the pencil icon located within each block. This will take you to a WYSIWYG (What You See Is What You Get) editing window. You will see a number of icons similar to those you'd see if you were editing a document in Microsoft Word, such as font size, font family, font color, bold, bullets and numbering, etc.

Constant Contact also supports personalization and mail-merge functionality. To insert any contact detail in any part of your message you must be in Edit mode. You will see a menu on the left-hand side of your screen labeled Insert at the top and lists such options as Image, Document, etc. If you move your mouse over the Contact Details option, you will see a drop-down arrow. Click the arrow and choose the field you wish to insert into your message.

Preview the Email

In the Edit Email window, you'll find a Preview button. Click the Preview button when you are done composing or editing your email message so you can view what it will look like to your recipients. In the Preview window, there is also an option on the left that will allow you to enter up to 5 email addresses to receive an actual test version of the email itself. Click Exit Preview when you are ready to return to the previous screen.

Run a SPAM Check

The Edit Email window provides a Spam Check feature. Click the Spam Check button to scan the email message. It then     lists any content that certain email servers may consider to be spam.

Select a List

After you finish editing your email, you will select which list or lists you would like it to be sent to. Most likely, you'll select a list that's already been set up through the import process.

  • To select an existing list, place a checkmark in front of the list or lists to which you want to send the email. Then, click Next.
  • If you want to add a new list, click Create a New List on this page to input email addresses manually. Or, import an external file through the Contacts link. If you will import a new file, first save your draft email and then come back to it later.

Set the Email Status and Delivery Date

After creating your email, either save your message as a draft to come back to later or schedule it to be sent. Then, click Finish. You will be taken to a success screen, and you will receive a confirmation email once the email has been sent.

Note: Avoid using the Send Now option. Webster University Information Technology recommends that departments schedule emails to be sent during off-peak times, particularly for large groups of recipients with Webster email addresses. Best practice is to schedule emails to be sent before 8 a.m. or after 5 p.m.

Creating and Modifying Email Messages - Tutorials

Tutorial Description (Speakers or headphones required for audio) Duration
Editing Your Email Detailed instructions for using the edit email toolbar, including how to modify content blocks, colors and fonts, adding images, and more 5 min.
Footer Options Discusses options available on the Footer Options page. Here you can select whether to allow recipients to update their profile/email address and also whether to include a comment box for a recipient to include a reason if they choose to unsubscribe from future mailings 3 min.
Global Colors and Fonts Detailed instructions about modifying the global colors and fonts options (what will be used as default for your email message) 6 min.
Insert Anchor Tags Instructions on how to include anchor tags in your email message. This term will be more familiar to those who have HTML experience, but an anchor tag will allow you to insert a link in your email message that will bring the reader to another section in that same email message that you specify. For instance, you will often see this used in longer emails where there will be a link at the end of a section allowing the user to click on it to be taken back to the top of the page 3 min.
Using Images and Documents in MyLibrary Demonstrates how to use the Library tool to store common images and documents that you may use on a regular basis in your outgoing emails 5 min.