This guide will walk you through two flows to create and send an email campaign. Each section provides key steps, with links to additional articles for more details.
There are also videos available for this topic.
Before you begin, ensure the following implementation steps have been completed:
- Email template(s) added – An on-brand email header and footer has been added to your Email account.
- Email subdomain setup – Configure your domain for sending emails.
- Set up a sender – Add the email sender details.
- Add contacts or import lists from the Media Database.
Table of contents:
Flow 1: Create a campaign from Email
- Step 1: Create a Campaign
- Step 2: Add and Edit Email Modules
- Step 3: Add Recipients
- Step 4: Send Campaign
- Step 5: Campaign Analytics
Flow 2: Connect an article page with an email campaign
(Only available if the newsroom is hosted on Presspage)
- Step 1: Connecting an article page to an email campaign
- Step 2: Publish and Send a connected Article and Campaign
Introduction: Email
Email campaigns allow you to efficiently distribute news while maintaining consistency and professionalism. Whether you're sharing press releases, managing crisis communications, distributing newsletters, or handling event outreach, email campaigns simplify and streamline the process.
With built-in contact management, you can organize media lists, track engagement, and personalize communications to ensure your messages reach the right audience. Real-time tracking and seamless integration with your contact database save time while maintaining brand consistency.
By integrating Presspage Email with your Newsroom, you can quickly transform published articles into email campaigns or newsletters, extending their reach and impact. This integration ensures that your audience stays informed while maintaining uniform messaging across all communication channels.
Lastly, connecting your newsroom articles with an email campaign ensures content consistency across platforms, saving time and reducing errors. It allows you to synchronize updates and to publish and send at the same time. This is especially useful for Investor Relations, Crisis Communications, or other high-sensitivity publications.
Flow 1: Create a campaign from Email
Step 1: Create a Campaign
After going to the Email tab: Click the New Campaign button on the left side of the dashboard.
On the Create New Campaign screen, choose the type of campaign you want to create:
- Blank email campaign – Start with a blank template. This option takes you to the Campaign Settings page.
- Based on a newsroom page – Copy content from a draft or published newsroom page to create an email campaign. You'll select the newsroom page you want to use in the next step. (Only available if the newsroom is hosted on Presspage.)
- Based on email campaign – Duplicate a previously sent or draft campaign. You'll select the campaign you want to copy in the next step.
Campaign Settings
After selecting your campaign type complete the Campaign Settings form, then click Create Campaign to proceed to the Compose screen.
Go to Campaign Settings for more details.
Step 2: Add and Edit Email Modules
In the Mail Editor on the Compose page you can edit the campaign with the different Email Modules.
Live Preview
The left side of the editor is a live preview of the campaign. Drag and drop modules to rearrange them. Click on a module to edit its content in the Module Settings panel on the right. Hovering over a module gives you options to drag and drop, edit, save as template, delete, or duplicate (A).
Module Manager
On the right side of the editor select the modules from the Module Manager, or drag the modules to the live preview to build your campaign.
Use the Template Library (B) to add Template Modules, modules that are already customised and saved to reuse for campaigns, such as a disclaimer text or contact details.
Module Settings
When selecting a Module from the Module Manager or in the Live Preview you can edit the Module in the Module Settings. When ready click the blue Save & Close button to save changes and go back to the Module Manager.
Campaign Settings
In the Campaign Settings tab you can review or change the settings and/ or you can add a Preview text.
Preview Campaign
Click the Preview campaign (C) button in the top right to Enter preview mode in a separate tab or to Send a test mail.
Once the campaign is ready click the Recipients button at the top or in the bottom right corner to add the Recipients.
Go to Text, Image, Video, Image with Text, Download, Article, Divider, Button, Template module, Preview Campaign for details.
Step 3: Add Recipients
On the Recipients screen add individual contacts, contact lists, or Media Database lists. Once recipients are added, click Send at the top or bottom right corner.
Note:
Media Database is an add-on feature available for all plans.
Go to Add Recipients for details.
Step 4: Send Campaign
In the Send screen, select send Send now to deliver the campaign immediately, or select Schedule Campaign to set a future send date/time.
In the Planned Campaigns dashboard all scheduled campaigns can be found and edited. Editing a planned campaign will move it back to Draft status and needs to be rescheduled. A Planned Campaign can be edited up to 10 minutes before it is sent.
Step 5: Campaign Analytics
In the Sent Campaigns dashboard you can review any sent campaign and its analytics.
Clicking into an individual email campaign will show a preview of the Campaign, the number of recipients, or lists that the campaign was sent to. Under the tab Campaign Statistics you can see the statistics on general and recipient level, and link clicks. Click the Export statistics button to share the statistics with your team.
Go to Email Statistics for details.
Flow 2: Connect an article page with an email campaign
Step 1: Connecting an Article Page with an Email Campaign
In the page editor, in a Draft Article, click Linked Campaigns (A) in the top right of the screen, then select +Create Campaign. Alternatively, in the Publish Options screen, choose Create an email campaign under distribution options.
This copies the article content into a new campaign and takes you directly to the Compose screen in the email editor. You can continue editing the article and sync updates to the email campaign by clicking Resync (B) under Linked Campaigns in the page editor or clicking the Resync campaign (C) button in the mail editor.
Note: Syncing only works from the article to the email campaign, not the other way around. If you make changes in the email editor, syncing may overwrite them.
Go to Linked Campaigns, Distribution option email campaign for more details.
Step 2: Publish and Send a connected Article and Campaign
When you have prepared the Campaign and are ready to Publish and Send, when you are in the Mail Editor, you can click Publish options at the top or bottom right of the screen. The platform will redirect you to the Article Page's Publish Options (last image). Here you can Publish or Schedule the page publication and campaign distribution at the same time.
Pages' Publish Options: