Here, you set the subject line and language of your mailing.

Naming

The project name is already structured with the following format:
yymmdd name FAC NL

• yymmdd represents the planned send date.
• Replace name with the (working) title of your mailing, e.g., “Student Newsletter.”
• Update the language code at the end (NL) to EN if you’re sending an English version.

Maileon automatically adds a sequence number at the end of the project name. You can remove this if needed.

Keywords

Add the abbreviation of your faculty or organizational unit here. You may also add other keywords to make the mailing easier to find in the overview.

Archive Version

Leave this option unchecked.

Mailing Language

Select the language of the mailing (typically Dutch or English).

Subject Line

Keep it concise. You can include personalization and emojis if desired.

Preview Text

Add an extra line summarizing the content of your newsletter. If left empty, some email clients will display the first sentence of the email (often "Read the online version" in newsletters).

Sender Alias

Enter the name of your faculty, program, or organizational unit.

Sender Email

The default sender addresses are:

• Internal mailings: noreply@mailings.leidenuniv.nl
• External mailings: noreply@mailing.leidenuniv.nl

To allow replies, go to Advanced Settings at the bottom and select User-defined – without contact assignment under Manual reply address, then enter the desired email address.

In this section, you create the content of your mailing using Maileon's built-in editor.

The editor allows you to work with templates and predefined content blocks.

Available Templates:

• Mailing
• Newsletter

These templates ensure that your mailing aligns with the university's website in terms of font and color scheme. While the formatting is predefined, you still have plenty of flexibility. You can rearrange and customize the content blocks to suit your needs.

For more details on editing your mailing, visit the Editing Mailings page.

In this section, you configure the address list for your mailing.

You will see an overview of the distribution lists available in the Maileon environment. These are not separate lists but segments of addresses retrieved based on filter settings from the overall contact list. Only a data manager or key user can create such segments.

Once you have selected a list, confirm your choice by clicking Continue at the bottom right of the screen.

The settings in the Deliverability Test and Options sections can be left unchanged.

Maileon provides the ability to verify the technical integrity of your mailing through several tests.

To run a test, click the corresponding play button (a circle with a triangle). After completing the test (after a few seconds), a green link will appear with the text: Results of the check now available. Click this link to view the test results.

Below is an overview of the available tests. Some of which may incur additional costs, which will be billed to you.

Image Analysis

Checks whether the images in your mailing are actually hosted on the server and whether alt texts and titles are filled in. This is especially important for recipients with visual impairments who rely on software that describes what is displayed on the screen.

Delivery Test (€)

(Powered by Acoonia)

Assesses the likelihood that your mailing will end up in the recipient’s spam folder.

Bounce Prediction

Provides a report on the likelihood that your mailing will fail to reach recipients due to technical reasons (e.g., invalid addresses or full mailboxes).

Mailing filesize Check

Ensures that your mailing is not too large to be delivered. In practice, this issue mainly arises when large attachments are included.

Link Accessibility Check

Verifies that all links in your mailing point to valid, existing web pages.

Personalization Check

Ensures that the contact fields used in your personalized message are populated for all recipients and that the field names haven’t been altered.

SPAM Check (€)

(Powered by EmailOnAcid)

Evaluates the likelihood that spam scanners will flag your message as suspicious.

Test Mailing

Sends the message to one of the predefined test mailing lists. This is particularly useful for newsletters that require final review by colleagues to check the content.

Rendering Test (€)

(Powered by EmailOnAcid)

Displays how your mailing will look in various email programs.
Running this test is not usually necessary, as the templates used are already pre-tested.

This is the final phase of the process. Visit the Sending a Mailing page to learn about the actions required to send out your newsletter or mailing successfully.