The new modern communication site is essential for internal communications in Office 365, typically used by a team of communication managers to broadcast news across the organization. In this blog post, we want to introduce another tool at your disposal in the communication site: a newsletter archive.
Why Have a Newsletter Archive?
Newsletters can be of great value for any organization long after they’ve been sent. Here are some reasons to consider including a newsletter archive into your communication strategy:
- Generally, the archive is another way for people to see your newsletter content and expand the reach of your message;
- You can insert links to the past newsletters in other intranet pages to help explain ideas;
- The archived newsletter can be used as a meeting point for feedback and discussion (a bit more on that later).
- References to the past newsletters can be used in various customer support scenarios.
About the Archive feature
The Archive functionality is one of the latest additions to JungleMail for Office 365. When you send a newsletter with this feature enabled, a copy of this newsletter is automatically saved in a SharePoint Site Pages library. Various properties of the newsletter, such subject, author or the "From" address are saved as SharePoint column values.
The content is saved with formatting intact and can be opened by clicking on the item. If the newsletter contains any Dynamic Content (i.e., content that varies depending on the recipient), it will not be displayed in the archived newsletter. However, static placeholders that pull the same metadata for all recipients (e.g., news post title) will be processed, as will formulas unless they contain values that make the result condition-based.
We have already discussed how you can archive newsletters in SharePoint using Power Automate (former Microsoft Flow) in this blog post. The process was rather complicated, especially for users with no prior experience of workflow management.
In comparison, the new Archive feature delivers very similar results but is much more straightforward. You can find the detailed instructions in our documentation, but basically, what you have to do is this:
1. Deploy JungleMail 365 Modern Pack to your tenant or site collection. Modern Pack is essentially a SharePoint web part that enables archiving functionality.
2. In JungleMail for Office 365, select the Site Pages library of your communication site to store your archive. Then, check the Promote archived newsletter via News web part box. This option tells SharePoint to treat your archived newsletters as new posts and publish them on the homepage of your communication site.
3. In Drag & Drop Builder, specify content blocks that will be used for banner image and newsletter description. This data will also be displayed in the communication site.
4. On the home page of your communication site, add the News web part or configure the existing one so that it includes pages from the site containing your archived newsletters.
When you send a newsletter, it is archived in the Site Pages library as a page that you can click to see newsletter content.
The newsletter also appears in the News section of the communication site seconds after archiving. If you prefer to do so, you can add a separate News web part exclusively for archived newsletters, and rename it accordingly.
Archive for Engagement
The Archive feature saves each newsletter as a SharePoint page along with all the benefits that go with it. For example, you can leave comments, likes, and share other content on the page. This way, a newsletter can live on after it’s closed, inviting feedback and discussion.
Of course, depending on organization culture, some or most of employees may not be accustomed to share their reactions to newsletter content. To encourage engagement, we’ve introduced another feature in JungleMail for Office 365: the Comments block.
You can drag and drop Comments in the newsletter body just like any other block, with some styling options for the icons to boot. Once inserted, the icons act as links that redirect users straight to the comment section below the archived newsletter.
It’s a quick and easy tool if you want user feedback on the latest company policies, current events, or other issues. And there’s only one way to see if it’s just the feature for your internal communication needs: take a free trial of JungleMail for Office 365 and let us know!