---
title: "Creating & Scheduling a Newsletter"
canonical: "https://help-equiem.refined.site/space/CS/1336706152/Creating%20%26%20Scheduling%20a%20Newsletter"
format: markdown
---
> ℹ️ **What role(s) can use this feature?**
> ℹ️
> ℹ️ - Communication Administrators
**Contents:**
> Macro (toc)
# **Video Guide**
# **Step-by-Step**
## **Accessing Newsletter Builder**
To create a Newsletter, click the Communications shortcut from the left menu on Equiem One, and then click the + New Email button.
From here, you will be presented with two options: to create a Spotlight or a Newsletter. Select Newsletter.
Select your Template, then press Create Email on the bottom right hand corner.
## **Building your Newsletter**
Here you will see your newsletter template to be edited on the left-hand side, and on the right hand side, you’ll see a preview of what your newsletter will look like. This will update as you are building it.
Complete the **Subject** field of your newsletter. This will be the first thing shown in your recipient’s inbox so make sure it’s short, snappy and uses carefully selected keywords to entice occupiers to open the newsletter.
The subject is a mandatory field and needs to be completed to both schedule and save your newsletter in Draft.
### **Audience Settings**
If you’d like to segment the content to a specific user audience, use the **Audience** button to choose which segment your newsletter should be shared with.
> ℹ️ **[Click here](https://help.getequiem.com/space/CS/2272002049/How+to+Segment+in+the+Equiem+Platform)** for more information on how to segment your audience.
> ⚠️ You can include segmented content in an email; however, users outside the target audience will still see the post listed. If they click on the post, they won’t be able to access its content.
> ⚠️
> ⚠️ To address this, we recommend creating separate versions of the email for each audience. This ensures recipients only see content they are authorized to view on the platform.
> ⚠️
> ⚠️ Tick the check box if you’d like to send the newsletter to all users regardless of their subscription settings.
This should not be used to send any marketing related content. You should only override subscription preferences for mandatory building updates.
### **Selecting a Header/Footer**
The next step is to choose your Header and Footer pair. Additional header and footer pairs will be predetermined by what you have added in the settings section. Find out more on how to add customised header & footer options [here](https://help.getequiem.com/space/CS/2015723529/Using+Header+&+Footer+Pairs+in+Email+Communications).
The default header/footer pair reflects what has been added in the branding section of the Site Settings (Admin Panel).
### **Hero Content**
The **Add Hero Content **section is where you can either choose to highlight an existing piece of content at the top of your Newsletter (**Select a post)**, or you can choose to write your own custom copy **(Insert your own).**
Selecting a post can work well if, for example, you want to promote one event or update more heavily than the rest of the content in the newsletter. The latter lets you highlight the key points of your newsletter and encourage occupiers to take action or highlight something that isn’t available as existing content on your platform.
Example of Selecting an existing content post
Example of Inserting your own custom copy
If you select a post, you will then need to use the Browse Posts button to locate the existing content.
Once you have selected the content, you can edit the Header, Body and Button text, if required.
To add your own, you have the option of adding a Header, Body, Image and Button. You can choose all, none, or some of these to suit.
When adding your own content, you can choose to update the Button Link to be an external link (e.g., a third party survey provider), an email address (e.g., the reception team) or either the Home or Deals page of your platform.
- For external links, use the prefix **https://**
- For email addresses, use the prefix **mailto:**
- For the **Home** or **Deals** page, click the purple link button, select your chosen page from the drop down and press Select Page
### **Adding Content**
The next step is to add the rest of your newsletter posts by clicking on the **Add Content **button, and then **browse content **to select the posts you want to include. Use the search bar to find your desired posts - this can include News Posts, Event Posts, Building Info Posts and Deals.
> ✅ Although there is no limit to the amount of posts you can use in a Newsletter, we recommend adding no more than 10 to avoid the newsletter getting clipped in recipient’s inboxes.
> ⚠️ Each post you add (excluding Deals), will have a **Published** or **Not Published** label underneath the title. To help you plan communications in advance, you can include Not Published content in your newsletter, however, if the content is not published before the date and time the newsletter gets sent,** it will not be included.**
> ⚠️ If you add segmented content to your newsletter, **all those who receive the newsletter will see the segmented content**, even if they are not in the content audience. If a user not in the content audience clicks the content, they will see a “post not found” error on the platform.
> ⚠️
> ⚠️ To send segmented content in a newsletter, please segment your newsletter audience to the same audience as the content.
To **rearrange the order** of your posts in a newsletter, hover over the selected posts on the left hand side until the up and down arrows appear. Click the up or down arrows to reposition the posts to the desired location within your newsletter.
To **remove** a post from your newsletter, just click the **X** button on the post you wish to remove.
> ✅ **Tip:**
> ✅ We recommend arranging your posts in an order that reflects the predicted engagement with the post. High-engagement posts like events, competitions, giveaways, and timely or urgent events/building updates should take the top slots.
> ✅ **Tip:**
> ✅ When drafting your newsletter, you can hit the **Save Draft **button found at the bottom right-hand corner of the page. This allows you to come back in at a later date or time to amend your newsletter.
## **Previewing the Newsletter **
When you are happy with how your newsletter looks in the builder, be sure to click the **Send Preview **button at the bottom to see how this will look in an email and check for any mistakes before sending it out to your wider audience. The preview email recipient will pre-populate to you but you can add additional emails, separated by a comma.
Preview emails will arrive in your inbox with [PREVIEW] in the subject line so it is clearly identifiable.
## **Scheduling the Newsletter**
All newsletters can either be sent immediately or scheduled for a future date, meaning you can forward plan what content posts are going to be included in all your newsletters.
To send your newsletter right away, click the **Send Now** button at the bottom of your newsletter builder.
To schedule it, change the **Send time **drop-down from Now to **Scheduled**. Select your **time** and **date** from the calendar. Click Apply and then click Schedule Now. Your newsletter will then be taken to the scheduled newsletters section.
If you wish to change anything about your newsletter once it has been scheduled, you can click on the three dots on the right hand side and click **unschedule. **Note, you will need to do this at least 15 minutes before the scheduled time, otherwise you may not be able to make any changes.
If you choose to **unschedule **a newsletter, it will then move back into the Drafts section where you can find it again for future editing or scheduling. From here, click on the title of the newsletter you want to edit from the drafts section, and it will open up the editing page again.
Once you have finished editing, you can schedule as above.
