Outlook: How to Create a Newsletter

Overview 

In Outlook Newsletter terms, a Newsletter is the overall, ongoing communication that will be sent out by a particular group or department. This is the first step in the creation process. It represents the recurring series or publication that helps define the purpose, audience, and general format of the newsletter.  

Considerations

• Newsletters can be subscribed to, meaning a user chooses to receive ongoing communications from a specific newsletter or group on a recurring basis.
• Once subscribed, the user is automatically included as a recipient whenever a new edition is published and sent.  This creates a consistent update for subscribers.  
  • Reduces the need for the subscriber to search for the information—it's delivered automatically.  
  • Subscribers receive an Outlook notification (email) that a new edition has been published.  
• For the sender, it provides a clear number of known and interested audiences, helps to send recurring communications efficiently, and reduces email clutter and duplicate messaging.  

Steps to Create a Newsletter

1. Select the Create newsletter button found in the top ribbon.  
   
2. To edit the Cover, select the Cover button and drop down to Edit Image. 
   
3. Choose from the images provided or upload your own.
   1. Dimensions are 704px wide by 396px high (16:9 aspect ratio). 
   2. Larger images are fine. Outlook will scale them. Larger images will be cropped.   
4. Add Alt text to the cover by selecting Edit Alt Text under the Cover dropdown. 
5. Select Edit Logo.   
   1. Choose from the images provided or upload your own. 
   2. Dimensions are less specific. Generally 100-200px with a height between 40-100px.  
   3. PNG file type is recommended.  
6. Add a title and description to the newsletter.  
   1. The title should reflect the group or department that is producing the newsletter. 
7. Add a Description to help readers determine interest in and relevancy of the content of the newsletter.  
8. Add additional owners.  
   1. Recommended to have at least two owners and can include up to 100 co-owners.  
   2. Co-owners have the same permissions as the original creator, including access to analytics, subscriber lists, and data export. 
9. Choose the visibility setting: 
   • My organization – Anyone in your organization can view and subscribe. 
   • Unlisted – Any user with a direct link can access and subscribe. 
   • Private - Only invited users can access; subscriptions are not available. 
10. Turn the subscription toggle on to allow users to subscribe or off to prevent users.  
11. When all is done, click Save.