Microsoft Dynamics 365 will replace the current CentUA mail platform

As of 3 January 2022, the current CentUA mail platform will disappear. It will be replaced by the Microsoft Dynamics 365 marketing module.

CentUA will remain operational until Sunday 2 January 2022. On Monday 3 January, the new mail platform will open, and you will no longer be able to send mailings via CentUA.

You can, however, continue to consult CentUA until 15 December 2022, for example to check old mails. After 15 December 2022 CentUA will be permanently offline.

More info

CentUA

Workflow

  • Start with a good web page where visitors can find all the information they need. Contact your department’s web editor, or the university’s central web editing services, for help. 

  • Your department’s web editor should send a pre-edited text for the invitation to Nik Römer at least one week before it should be sent out. 

  • Nik Römer will create an email invitation in html and send this to your web editor for approval. 

  • Once it has been approved, Nik Römer will send the file to E-Campus. 

  • Your department should send an Excel list of recipients to E-Campus. 


Privacy issues

  • Only send your external newsletter to subscribers who explicitly opted in to it. The collection and storage of personal data must be carried out in accordance with the privacy guidelines

  • Newsletter templates always include an unsubscribe button and information about who to contact to edit or remove personal data. 

  • Use the digital house-style template for newsletters – it contains all the unsubscribe and contact buttons you need. 

  • We don’t recommend you use external mailing programs (e.g. MailChimp), because you yourself will then be responsible for ensuring that data is collected according to European privacy guidelines. You will need to sign a processing agreement with the company, inform your subscribers and ask for their permission (opt-in) to pass their data on to this provider. Do you use MailChimp? Make sure you read their information on GDPR carefully

Templates

  • Newsletters should be published using the house-style template available. The university’s email program Centua enables the storage of email addresses, editing, the unsubscribe functionality, reporting, and so on. 

  • The template that is offered in the mailsystem Centua is streamlined, mobile friendly and Centua allows you to manage, edit and evaluate your newsletters all by yourself.  

Editing a newsletter: tips and tricks

Creating a newsletter?

An email newsletter can be a useful means of strengthening ties with particular target audiences. To create a successful newsletter, try to keep the following tips and editing guidelines in mind:

  • Decide on your exact target audience carefully and think about your readers’ needs. Think about what a reader might like to know: upcoming guest lectures, activities, research results, publications, etc. 

  • Only launch an email newsletter if you can offer a sufficiently varied and useful selection of news items to your subscribers. 

  • Don’t overload your newsletter with information. Pique your readers’ interest and direct them to relevant pages on your website. This way, your email newsletter can play an important role in promoting your website.​
  • Limit every newsletter to 6 or 7 items

  • Make sure the news items are concise, to the point and appealing. Provide links to further information. 

  • Editing an email newsletter requires the same attention to detail as editing printed materials. 

  • Think about what your target audience needs or wants to read instead of what you want to share. 

  • The visual aspect is very important. Each news item should be accompanied by a good picture. 

  • Avoid using ‘spam’ language. Don’t use the word ‘free’ too much, don’t put everything in capital letters, don’t use too many colours in your text, don’t use exclamation marks, and avoid words like ‘credit’, ‘viagra’, ‘drugs’ and ‘porn’. 
    Read all of the ICT Department’s anti-spam tips on Pintra (Dutch). 

Editing an invitation: tips and tricks

  • The invitation should be short, clear and appealing. Pique your reader’s interest and curiosity. 

  • Try to make sure the information you include in your invitation will not be affected by changes. Save times, rooms and detailed programmes of events for the website. Include a link to your website for this kind of practical info. That way, you’ll make sure your subscribers don’t use out-of-date info and you’ll encourage them to use your website. 

  • The invitation should get straight to the point. Make it clear what it’s about in the title and a short introduction, and don’t start with a never-ending list of organisers. 

  • Keep the number of separate invitations you send to a minimum. Less is more – information overload leads to irritation. Make maximum use of existing newsletters. 

  • Avoid save-the-dates and focus on communicating about an event once the content and practical info is complete and available on the website. Avoid sending invitations if the recipients can’t yet register or find further info about the programme, time, location and so on. 

  • Don’t send large images or attachments with your email – this clogs up the servers and recipients’ mailboxes.