How to send Press Releases

Modified on: Wed, 23 Nov, 2022 at 3:55 PM

The Media Database emailing function can be accessed by either selecting Send Press Release from the Media Database drop down menu or from within a folder or list from the action panel. The Recipients tab gives you the option to add lists, journalists, colleagues or individual emails to the recipients list. You can also enter an email address into the second box.

The Setup tab gives you the option to choose the type of press release you would like to create. You can choose from Normal Email, Web Hosted, Import HTML. Create New allows you to create a new press release or you can select a Saved Draft or Sample Template and Tracking can be enabled by selecting the appropriate button.

The Content tab is where you create the press release. Type the title of the press release into the Subject field. 

The edit buttons on top of the Content tab allow you to alter the body of the text, formatting, font type and insert Images. To see the full list of tools click on Expand Toolbar.

From the Actions panel you can select:

Add Placeholder- to personalise your press release. Ensure your text and the placeholder are in the same format.

Add Image- to import an image from your media library

Insert plain text- to remove formatting code

Add attachment- to be included as a hyperlink standard attachment

Save Draft- to save a draft of your press release

Twitter- to compose a Tweet to accompany the release 

The Preview tab allows you to check the email version of the press release as well as plain text. If you have written a Tweet to accompany the press release, you can preview it here. The edit pencil allows you to make changes to the email, plain text versions and Tweet.

The Test tab is where you choose which Press Officer (internal user)or email address to send the test of your press release to.


Click on the Send Test Press Release to send the test.

On the Send screen you get a final overview of all the included recipients and previews of the various versions of your press release. In the action panel you can find the following actions:

Immediately- To send out your press release now.

Schedule- Choose a date and time. This is ideal for embargoed press releases.

Sender- Send on behalf of a colleague.

Record activity- This allows you to log an activity for this press release in your activity tracker. 

Finally, you can send your Press release by Clicking Send press release.



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