Lehigh Email Generator (LEG) setup

Request access to LEG at go.lehigh.edu/jhelp

Build your email at https://go.lehigh.edu/leg

1. Click Create Message (upper right of screen).

2. Select your Organization (this choice determines which branded header will be used):

   1. Library & Technology Services

   2. Center for Innovation in Teaching and Learning

   3. Lehigh Libraries

3. Select message type:

The type of message you choose is useful for both auditing and the ability for users to unsubscribe to a particular type of email. Users cannot unsubscribe from messages labeled as “Important campus-wide communications.”

4. Enter the 6-digit CRS Submission ID (from CRS). This field is only visible for messages sent from the Library & Technology Services organization, if chosen in Step #2.

5. Select target audience:

   1. Faculty

   2. Staff

   3. Undergraduate Students

   4. Graduate Students

   5. Upload CSV (Comma-separated list)

6. Enter From email address as noreply@lehigh.edu, which ensures that the inlts account won’t be flooded with auto-reply and bounce back messages. Only do this for large audience msgs. For CSV lists, use a typical From email address.

7. Enter From email title (ex. Library and Technology Services, Center for Innovation in Teaching and Learning, or Lehigh Libraries)

8. Enter Reply-to Email address

9. Enter Message Subject

10. Enter Message Body 

    1. Edit > Paste as text to ensure the cleanest formatting

    2. Select all body text and click on Remove Formatting (to be sure no formatting is included)

    3. Apply any necessary formatting (bullets, boldface, links, and italics)

When ready to send:

1. Confirm the audience you’re sending to once more.

2. Click Preview Email to review final copy and formatting.

3. Click Send Test Message to send a copy to yourself, as well as a copy to the From email address.

4. When satisfied with the test, click Send Message Now, confirming at prompt.

5. After a few seconds, you’ll see a confirmation (in green text) at the bottom of the window, indicating which audience(s) you sent to and how many emails were sent. It disappears quickly, so I take a screenshot of this and save it to my PC for future reference.

6. You will receive a copy of the email in your own Inbox.

7. After the message goes out, return to CRS and mark Email category Completed.

How to prepare a CSV file to a custom list of emails

1. Examine your Excel file to be sure it’s free of any headings, and also includes a comma after each email address, one per line.

2. Use the CONCATENATE function to join an email address, followed immediately by a comma, in each cell, one address per line.

3. Save this file as type CSV.

4. Open the file in Notepad ++ and if each email address is bookended by quotation marks, these must be removed (use Find/Replace to do so - Find “, Replace with space)

5. Re-save as CSV file.

Notes regarding CSV files:

You should be able to just use a regular Excel CSV file and the commas will be automatically parsed for the email (corrected in Sept, 2020).

How to insert a photo into an email:

1. Start with the smallest sized image that will be clear enough in an email (<1M).

2. Upload it to https://www.lehigh.edu/~inlts/communication/email/YEAR/img folder, with an non-complex file name.jpg. (see FileZilla screenshot below for path to this folder)

3. Copy the path for the image.

4. In LEG, position the cursor where you want the image to appear. Click the image icon to insert an image and paste the path into the Insert/edit image box on the General tab, Source field. Then:

   1. Add an image description for accessibility.

   2. Set dimension to 300x300 for best viewing on mobile and elsewhere. 

   3. Click the Advanced tab and enter this into the Style field: float: left; (this ensures the best rendering for desktop and mobile alike). Note: If photo runs up against a bullet list, and the bullets bleed into the image, change float to right instead).

   4. Enter 5 into the Horizontal space field to put some space between the image and the email copy. Click OK.

After connecting to inlts via File > Site Manager,

enter /home/inlts/public/ into the Remote site field to connect. Make sure you have access to the inlts public folder (Dan Schwartz should be able to grant access). Then drill down to www-data > communication > email > then current year folder > img. Copy the image file in this space.