Professional Newsletters Dawn Squires

Newsletters Usually created with desktop publishing software Word has desktop publishing features and can be used. We will create newsletters with Word and Publisher.

Newsletters . . . Usually target a specific audience Usually prepared/printed periodically – weekly, monthly, quarterly, etc. We will create a 3 column, that includes images and wrap-around text.

Terminology . . . Nameplate/banner Issue information line Ruling line Top part of newsletter that contains the title and information about issue Issue information line Specific information and the publication Ruling line Horizontal/vertical rule Used to separate areas of the newsletter

Terminology . . . Subhead Pull-Quote Heading contained in the body of the newsletter Are usually a serif type font to stand out from body and gain reader’s attention Pull-Quote Text that is pulled – copied – from the body of the newsletter Used to add visual interest – a type of graphic

Always Plan Ahead . . . Create the nameplate Determine body content May be vertical or horizontal Usually centered May include text and/or graphics Determine body content Usually contains a couple of articles Make sure articles are interest to audience Provide visual interest with graphics, pull-quotes & ruling lines Distribution Will it be mailed? Put in public places? Posted on web? Printed ones are usually folded & stapled. If online, make sure it is in a format that most computer will recognize. May need to convert it to a PDF document to protect its contents and ensure it can be read regardless of software.

A Note about Converting to PDF With Office 2007, a conversion tool is freely available to convert document to a portable document format. This helps combat the problem of which version of Word to save the document in.

Our newsletter . . . Will promote career & technical education We will assume it will be printed for distribution. We will create a logo for our CTAE program. Logo will be used in nameplate.

Creating the Nameplate Remember, it should Be an attention grabber Entice people to read the newsletter Might want to put a slogan in it May include a logo or graphic image Should be short May it stand out Consider colors No clutter Rulings can be used

Determine the Newsletter’s body Write the body content. Should be interesting Consider if it’s to share information or promote something. Usually body is in columns Include a jump to line and a jump from line if the article is contained on two pages. Be consistent from one issue of the newsletter to the next. Always keep announcements, etc., in the same location in the newsletter.

Body Continued White Space Color Subheads Be generous with it. It allows the readers eyes to rest while reading. Text too close together looks crowded. Color Use colors that blend with the nameplate. Too much color can be overwhelming. Don’t use color for the text unless it is for emphasis. Subheads Use subheads with as few words as possible. Use larger font, bold, etc. Be consistent with subheads.

Body continued Vertical lines (rules) Visual Aids Use them to guide the reader through the document. Visual Aids Give a newsletter vigor. Add emphasis Visual Aid Types Graphics Pull-quotes Drop caps

Output/Distribution When drafting a newsletter, one must consider output . . . How the newsletter will be distributed? If printed, it is best to use a serif font for the body. Serif fonts allow the eye to scan the lines more easily. If newsletter will be viewed over the computer, sans serif fonts are best for the body. Resolutions on computer monitors vary. Serif fonts appear “muddy” on computer monitors. Sans Serif fonts are easier to read on computer monitors and should be used in the body.

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