This guide explains how to create, preview, test, and send a newsletter from Drupal.

What The Newsletter Tool Does

The Newsletter content type builds an email newsletter from selected Article and Event content. Editors choose the newsletter layout, add a subject line, add a recipient list, select articles and events, preview the email, send a test, and then queue the final send.

The email templates automatically include UIS branding, footer links, social media links, a UIS Newsroom link for article sections, and a UIS Event Calendar link for event sections.

Before You Start

Make sure these items are ready:

  • The Article titles you want to include. You can search by article title to add to the newsletter.
  • The Event titles you want to include. You can search by event title to add your event.
  • A recipient CSV link with an `email` column.
  • A header image, if you want to include one. If previously used, your image can be found in the media library so you do not need to reupload.
  • The email subject line.
  • A test email address for review.

Create A Newsletter

  1. In Drupal, go to Content and choose Add content > Select Newsletter.
  2. Enter the newsletter title. This title appears as the main heading in the email.
  3. Complete the newsletter fields listed below.
  4. Save the newsletter.
  5. Use Preview newsletter to review the email layout.
  6. Use Send test email before queueing the final send.

Newsletter Fields

Title

This is the top heading in the email. For ex. “Strategic Communication Newsletter”.

Email Subject

This is the subject line recipients see in their inbox.

If this field is left blank, the newsletter title is used as the fallback subject. Use a short, clear subject line.

Email Template

Choose the layout for the email. See the template options below.

Email Send Date

This is an editorial reference date for the newsletter. It appears in the top bar of the email.

Email List Link

Paste the URL for the recipient CSV. The CSV must include a column named `email`.

Example:

email,first_name

person@example.com,Alex

Test Email

Optional. Use this as a default test recipient when sending a test email.

Header Image

Optional. Select or upload an image through the Media Library. This image appears near the top of the newsletter.

Use a wide image when possible. It is recommended to use 1280 x 480 px for image size. The template crops/resizes newsletter images for email consistency.

NOTE: Do not use text in header images. They get cut off depending upon the application of how it is being used, like in the newsletter. It is also can make it inaccessible and hard to read if someone is viewing the email/page on their mobile device.

Body

Optional. This text appears near the top of the newsletter below the title. Use it for a short editor note, introduction, or context for the issue.

Articles

Select Articles to include. The order you choose matters because the templates use the selected order however you can drag to reorder.

Article titles are linked automatically. The article section includes a UIS Newsroom link at the bottom.

Events

Select Events you want to include. The order you choose matters because the templates use the selected order however you can drag to reorder.

Event titles are linked automatically. Event sections include a UIS Event Calendar link at the bottom.

Send Status

This is mostly handled by the system. After the final send is queued, the status is set to Queued.

Email Template Options

Default

Use Default for a general newsletter that includes articles first and events afterward.

Best for:

  • Regular newsletters with a mix of articles and events.
    • Issues where no single article needs to be heavily featured.

Layout behavior:

  • Shows the first 2 to 6 selected articles in an F-pattern article list.
    • Articles after the first 6 appear in a Related Articles section.
    • Events appear in a full-width Upcoming Events section.
    • Includes the UIS wordmark and ORBIT logo in the header.

Generic

Generic uses the same layout as Default, but the header is simpler.

Best for:

  • Newsletters that should use only UIS branding.
    • Messages where ORBIT branding is not appropriate.

Layout behavior:

  • Same article and event layout as Default.
    • Centers the UIS wordmark in the header.
    • Does not include the ORBIT logo.

Featured

Use Featured when one article should be the main focus.

Best for:

  • A newsletter with a lead story.
    • Issues where the first selected article should receive the most visual emphasis.

Layout behavior:

  • The first selected article appears full width as the lead article.
    • Up to 5 more articles appear in equal-height article cards.
    • Articles after the first 6 appear in Related Articles.
    • Upcoming Events appear beside Related Articles when both sections exist.
    • If there are only related articles or only events, that section becomes full width.
    • Includes the UIS wordmark and ORBIT logo in the header.

Events

Use Events when the newsletter should focus on events.

Best for:

  • Event roundups.
    • Calendar-focused newsletters.

Layout behavior:

  • The first event with an image appears as the lead event.
    • Up to 5 more events with images appear in event cards.
    • Events without images, and image events after the first 6, appear in Related Events.
    • Includes a UIS Event Calendar link.
    • Includes the UIS wordmark and ORBIT logo in the header.

Image Guidance

The newsletter uses images from:

  • The Newsletter Header Image field. This is the top image in the email if added.
    • Image or media fields on selected Article nodes.
    • Image or media fields on selected Event nodes.

If an article or event does not have an image, the newsletter can still include it, but the layout may show it as text only or place it in a related list depending on the template.

Recommended practices:

  • Use descriptive alt text when uploading media.
    • Use clean, high-quality images.
    • Avoid images with tiny text, because they may be hard to read in email.
    • For Featured and Events templates, make sure the first item has a strong image if you want a strong lead visual.

Preview The Newsletter

After saving the Newsletter, choose Preview newsletter.

Review:

  • Subject and title.
    • Header image.
    • Template layout.
    • Article order.
    • Event order.
    • Links.
    • Footer links and social links.
    • Mobile readability, if possible.

The View online link in the email points to the browser preview.

Send A Test Email

Use Send test email before sending to the full recipient list.

Review the test email in at least one email client. Check:

  • The subject line.
    • Header and footer branding.
    • Images.
    • Article and event links.
    • The recipient list is correct.
    • The layout is readable.

Some email clients may block external icon stylesheets. If a social icon does not display, the hidden accessible label is still present for assistive technology.

Queue The Final Send

After the test email is approved:

  1. Confirm the Email List Link points to the correct CSV.
  2. Confirm the CSV has an `email` column.
  3. Confirm the newsletter preview is final.
  4. Use Queue newsletter.

The system creates one queue item per recipient. A site administrator or scheduled task processes the queue.

Final Checklist

Before queueing the final send, confirm:

  • The newsletter title is correct.
    • Email Subject is final.
    • Email Template is correct.
    • Email Send Date is correct.
    • Header Image is correct, if used.
    • Body text is proofread.
    • Articles are selected in the correct order.
    • Events are selected in the correct order.
    • The recipient CSV link is correct.
    • A test email was sent and approved.
    • All important links work.