Chapter 16 - Newsletter - Dickenson County Public Schools
Contents
1. SHARPSCHOOL USER MANUAL CHAPTER 16 NEWSLETTER For more information please visit SharpScheel www customernet s Ool co Helping Schools Succeed SharpSchool User Manual Chapter 16 Newsletter TABLE OF CONTENTS SharpSchae Helping Schools Succeed SharpSchool User Manual Chapter 16 Newsletter 1 Introduction SharpSchool s News etter feature helps schools keep parents faculty and the community informed by simplifying the process of sending electronic newsletters The purpose of the Newsletter functionality is to keep users updated on a range of activities from news and events to special announcements and messages to parents Any user may subscribe or be subscribed to a newsletter This can be especially useful for both districts and schools An example of when the newsletter module is useful for school a school or district is in the event of school cancellation due to inclement weather The advantage of having parents and students as subscribers is that they do not necessarily have to go to the website to get the update Your newsletter messages will be delivered directly to their e mail inbox Newsletters can be accessed by adding newsletter to your school or district s URL For example a school with the URL http www sharpschool com would access newsletters by going to http www sharpschool com newsletter By default all users can view newsletters However modifications ca2. Subscribers may select whether to choose to receive newsletter as an HTML or plain text email Step 4 When completed click Submit To remove changes click Cancel Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day You will receive a confirmation message within one hour of submission On the Newsletter Homepage when you click on a newsletter that you have subscribed to you will see an option to unsubscribe Click on Unsubscribe to remove yourself from the newsletter SharpSch a OTYCH
3. JE 5 2 mAr Paragraph Styles Font Name Size Realfc f Apply C55 Clas A 7 2 T s g Zoom z ERO s A Ee s Design gt HTML Preview Convert Content To Plain Text Next seve ascvar cone SharpScheal SharpSchool User Manual VI Subscribers Chapter 16 Newsletter The third tab under the Manage Newsletters section is Subscribers On the Subscribers tab you may add reject delete or find subscribers You may view the subscription status of subscribers under this tab a Add a subscriber To add a subscriber click Add Subscriber Find Subscribers Subscribers 1 6 of 6 Search View All Email Preferred Format Joining Date aa daytrader ufinance com HTML c_charlie goschool com HTML donnatello elecmail com HTML jane doe email com HTML phil sophie artschool com HTML Apr 13 2009 10 23 Approved Apr 13 2009 10 23 Approved Apr 13 2009 10 23 Approved Apr 13 2009 10 23 Approved Apr 13 2009 10 23 Approved The subscribers emails can be separated by or in a new line HTML Preferred Format _ Plain Text You may add internal users by selecting the entering their email addresses into the New Subscribers field These e mails will automatically be approved button External users may be added by SharpScheal SharpSchool User Manual Chapter 16 Newsletter b Reject a subscriber If you want to reject a subscription you m
4. does not wish to continue subscribing to a specific newsletter Approved refers to a subscriber who has been successfully added to the list of subscribers Rejected refers to a subscriber that has been declined subscription status SharpSch a WWW OTYCH Chapter 16 Newsletter SharpSchool User Manual 5 Manage Security The Security section of the Newsletters module is managed in the same manner as all other SharpSchool modules The steps to access Security settings tep Go to the Newsletter Administration Page Refer to the Administration Section on Page 4 Step 2 Click Manage Security 4 SharpScheal SharpSchool User Manual Chapter 16 Newsletter 6 Direct Permissions When you click on the Direct Permissions tab you can assign security permissions on your Newsletters to other users Step 1 First click Add to select the users to grant permissions to The following window will pop up Administrators Admin Registered Users farah fatima Students Jason Whitman Jessica Flint Joseph Murray Selected Groups and Users 2 Jason Whitman Jessica Flint Remove f OK Cancel Step 2 Secondly from this window select the users or groups you d like to grant permissions to by clicking their name and clicking Add When you have selected your users click OK Controlling Permissions Granted to Users To individually assign permissions to each user click on the beside their name From
5. here you can assign specific permissions Full Control All of the above as well as the ability to assign permissions to others SharpSchoal SharpSchool User Manual Chapter 16 Newsletter 7 Actual Permissions Actual Permissions allows you to view what permissions specific users have on your Newsletters Users higher up the security hierarchy may already have permissions to your Newsletters Users with entire site permissions or higher tiers of security hierarchy may have permissions to your Newsletters if you have the Allow Inheritable Permissions From Parent to Propagate to This Object checkbox selected on the Direct Permissions screen 8 Manage Settings I Add a Subscription Ban Step 1 Click on Add Subscription Ban sav venas Step2 Click on Add New to activate a subscription ban on the domains or email addresses you wish to ban To discard click on Cancel hotmail com yahoo com t_bobfgmail com Il Remove a Subscription Ban Under the Actions column click to remove a subscription ban A window pop up asking you to confirm your change To confirm click OK SharpSch WWW CH SharpSchool User Manual Chapter 16 Newsletter III Find a Subscription Ban To find a subscription ban simply enter keywords into the blank search bar and click Search To view all subscription bans click View All IV RSS Feed Once you are on the Newsletter page click on the RSS Feed link This ca
6. ay click on the icon that appears under the Action column on the Subscriber page C Delete a subscriber Under the Actions column click o to delete a subscriber A window will pop up for you to confirm that you want to delete this subscriber d Find a subscriber You will notice a blank search bar next to a field named Find Subscribers Find Subscribers Search View All Subscribers 1 6 of 6 TP Add Subscriber Email Preferred Format Joining Date Status Actions aa daytrader ufinance com HTML Apr 13 2009 10 23 Approved 0 63 c_charlie goschool com HTML Apr 13 2009 10 23 Approved 63 donnatello elecmail com HTML Apr 13 2009 10 23 Approved O amp jane doe email com HTML Apr 13 2009 10 23 Approved 0 63 phil sophie artschool com HTML Apr 13 2009 10 23 Approved 6 Here you may enter keywords that correspond to the subscriber s email address Once you have inserted the keyword s click the Search button If at any point you wish to view all the email messages in the database click the View All button located next to the Search button Clicking Subscribers will sort the email addresses alphabetically Each additional click will reverse the order that newsletter names are sorted You may similarly sort by Joining Date or subscription Status e View subscription status Under this column each subscriber falls under one of the following categories Unsubscribed Approved or Rejected Unsubscribed refers to a subscriber who
7. ges contains messages that have not been published This could be either because they have been saved but not scheduled for release or because they have been scheduled for a later date or time Unscheduled saved messages are marked as Draft under the Status column whereas messages that have a scheduled send time are marked as Scheduled Past Messages contains messages that have already been published Columns titled Publish Time and Action give the exact publishing time and an option to copy the message respectively You may add delete copy or edit a message SharpSch a TI SharpSchool User Manual Chapter 16 Newsletter a Adding a Message Click Add Message to bring up SharpSchool s content editor Here you may draft a new message Messages Settings Subscribers Security Draft Messages ge No item available Past Messages No item available Embedded in the newsletter module is a visually driven tracking system that allows authors to systematically view the steps pertaining to the publications of the newsletters i Title Fill in the title of your message li HTML Content Fill in your content of your message which you want readers to see lil Covert Content to Plain Text This option takes the HTML content and then converts it to plain text in the box below where you can make changes if needed Once you have filled out the PMs Mesas Edit ama Preview Scheduling Complete informat
8. ion click Next If you want to cam i work on your message later click Save AS Draft If you have clicked Next you Ay gy amp 7 F 7 Normal Times New R 3 12pt ApplyCSSCI lt w RE A 06 Zoom HA WWP L E 6 will now be shown a preview of your This is a message message as it will appear to viewers HTML Content 7 Design lt gt HTML A Preview Words 0 Characters 0 Convert Content To Plain Text Next Save As Draft Cancel SharpScheel www sharpschool com 6 Helping Schools Succeed SharpSchool User Manual Chapter 16 Newsletter If you are not satisfied with the newsletter you may hit the Back button to edit or the Cancel button to cancel sending the message and return to the Messages screen Selecting Back will redirect you to the previous page where you can modify the content and title of your message Selecting Cancel will redirect you to the main Messages tab and list your message as Draft under the Status column Messages Settings Subscribers Dec 24 2010 12 If you are happy with your message click Next to proceed This will bring you to a scheduling page where you can choose the date and time for the message to be sent Publish Message Edit Message sending Schedule Send immediately Schedule Send at the following time EM 12 00 AM r If you would like to release this message immediately choose Se
9. n be found on the title bar of the Newsletters box Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day SharpScheal SharpSchool User Manual Chapter 16 Newsletter V Subscribe Step 1 To subscribe to a newsletter click Subscribe on the Newsletters page This can be found on the title bar of the Newsletters box along with the Ey icon Find Newsletters In Name Search View All Newsletters Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day Step 2 A tabulated form of all available newsletters appears To subscribe click on any newsletter and then click Subscribe Arts and Crafts Club s Administration RSS Feed Deadline for signing up is May 12 Step 3 A page will appear that allows you to enter key information needed before subscription can become active Here users may choose which newsletter s they wish to receive To select all newsletters click the box beside Select all newsletters
10. n only be made by authenticated users 2 Key Information SharpScheel In order to create a newsletter you must first log into your site using a Username and Password Login Password Signup Forgot Password l If you have not yet registered with the site you can request access by clicking on the Signup button This will prompt you to create a profile which is automatically routed to an administrator for approval Note If you do not see the Signup link your site s administrators may have removed it lI If you have already registered but have forgotten your password simply click on Forgot Password to retrieve it www sharpschool com 1 Helping Schools Succeed SharpSchool User Manual Chapter 16 Newsletter 3 Administration Once you are on the Newsletter page click on the Administration link This can be found on the title bar of the Newsletters box with an a gt icon Find Newsletters In Name Search View All Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day On the Administration page you will see three options 1 Manage Newsletters 2 Manage Security 3 Manage Settings SharpSchoal SharpSchool User Man
11. nd immediately Otherwise choose Send at the Following Time and fill in the required fields SharpScheel www sharpschool com Helping Schools Succeed SharpSchool User Manual Chapter 16 Newsletter Click Next to view the Message Publishing Summary This will give you a preview of the message the timing of release if scheduled for a later date and time and the number of subscribers who will receive the message You have decided to publish this message Message 1 This is a message This message will be sent out to 5 subscriber s now To deliver the message click Finish Preview Schedulir You have decided to publish this message Message 1 This is a message This message will be sent out to 5 subscriber s now The message will then appear in the Draft Messages section until it is sent out Once it has been sent it will appear in the Past Messages section Note If you choose to send the message immediately the message will be sent within one hour of submission The delivery time varies based on the size of the message and the number of subscribers SharpScheel www sharpschool com Helping Schools Succeed SharpSchool User Manual SharpScheel Chapter 16 Newsletter Deleting a message A message in the Draft Messages section can be deleted by simply clicking the icon that appears in the Action column Messages Settings Subscribers Security Draft Message
12. s TP Add Message Message Title Creation Time Status Aghior Message 1 Dec 24 2010 12 15 Draft A window will pop up asking you to click OK to confirm you wish to delete the message or Cancel to keep it Windows Internet Explorer www sharpschool com 9 SharpSchool User Manual Chapter 16 Newsletter C Copying a message oh A message in the Past Messages section can be copied by simply clicking on the icon under the Action column Draft Messages Message Title Message 2 SF Add Message Creation Time Status Action Dec 24 2010 12 04 Draft LX Past Messages Message Title Publish Time Sending a Newsletter Nov 22 2010 06 25 When you click on the icon the content editor will load The content is duplicated from the message you want to copy Note The title has Copy of added at the beginning Scheduli Complete Title Copy of Message 1 7H 42QGG080 9 0 2 OOF QQ BZ U wm x x XA JE eS Ee See GOA Normal Font Name Size 13px f Apply CSSClas A w Bh Zoom 9 o WAH This is a test newsletter message lt gt HTML CX Preview Convert Content To Plain Text Next Save As Draft Cancel SharpScheal SharpSchool User Manual Chapter 16 Newsletter d Editing a Message You can edit a message in the Draft Messages section by clicking on it and making the desired changes w dA d ia BR RB B d 0O 2 B J U abe x X AA
13. ual Chapter 16 Newsletter 4 Manage Newsletters The Manage Newsletters section allows you to perform various changes on your newsletters profile You may e Add a newsletter e Edit a newsletter e Delete a newsletter e Search for a newsletter e Manage messages e Add Subscribers Add a Newsletter To create a newsletter click Add Newsletter In o el Search View All Clicking on this link will lead you to a page containing SharpSchool s Content Editor Here you may Name and insert a Description of your newsletter When completed simply click on Add New Click Cancel to discard changes EO OE Description Design lt gt HTML Preview a Words 0 Characters 0 SharpSchoal SharpSchool User Manual Chapter 16 Newsletter II Edit a Newsletter When you select a newsletter in the Manage Newsletters section you will be directed to a page displaying newsletter settings This page features the tabs below Messages Settings Subscribers aa o w Security Messages Settings Subscribers Security Draft Messages No item available Past Messages No item available Archive Messages No item available To edit a newsletter first select the desired newsletter Ensure that you are on the Settings tab Here you may change the title and content by making use of the Rich Text Editor For a detailed explanation of this feature refer to Appendix A of SharpSchool s manuals Once
14. you have made the desired changes you may click the Update To remove changes click Cancel lll Delete a Newsletter Once you are on the Newsletter page click on the icon in the Action column to delete the corresponding newsletter In Name Newsletters Newsletter Name Arts and Crafts Club Grade 5 Field Trip San Diego Zoo Monday Mornings snow Day SharpSch WWW vstoraschooleom d d SharpSchool User Manual Chapter 16 Newsletter IV Search for a Newsletter On the Newsletter page you will see blank search bar next to a field named Find Newsletters Here you may enter keywords that correspond to the title or the content of the newsletter you are looking for You can search by name description or both Find Newsletter Arts Newsletters p GF Add Newsletter Newsletter Name Action Arts and Crafts Club x Grade 5 Field Trip San Diego Zoo Monday Mornings amp Snow Day LX Click Search to execute your personalized search To see all newsletters click on View All V Messages The second tab under Manage Newsletters is Messages When you select a newsletter you will be directed to a page displaying newsletter settings Selecting the Messages tab will bring you toa page displaying draft and past messages You can also add messages here Messages Settings Subscribers Security Draft Messages GF Add Message Mo item available Past Messages No item available Draft Messa
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