E-newsletters are a great way to communicate important information to an audience on a regular basis. They allow you to provide updates, announcements, promotions, and other content to subscribers.
Converting an existing PowerPoint presentation into an e-newsletter is an easy way to repurpose content you have already created. The visuals and information in a PowerPoint can make for an attractive and engaging e-newsletter.
In this article, we will walk through the step-by-step process for converting a PowerPoint file into an e-newsletter.
Step 1: Choose the Right PowerPoint File
Not all PowerPoint files make good e-newsletter candidates. When selecting a PowerPoint to convert, consider the following:
- Length – Aim for a presentation that is 1-6 slides long. Any more than that is probably too much content for an e-newsletter.
- Content – The information should be evergreen or timely so it appeals to subscribers. Avoid files with internal data.
- Format – Look for PowerPoints with big text and images that will translate well to email. Avoid complex builds with excessive text.
- File Size – If the presentation has a lot of high-res images, the file size may be too big to email. Compress images if needed.
Choose a PowerPoint that will create an e-newsletter with the right balance of visual interest and concise, engaging content.
Step 2: Export the File as PDF
Once you select an appropriate PowerPoint file, you need to convert it from PPTX format into a PDF document that can be used in an e-newsletter. Here is how to export a PDF:
- Open the PowerPoint file
- Select File > Export > Create PDF/XPS Document
- In the dialog box, select Create PDF/XPS
- Choose a standard paper size like Letter
- Click Options to compress images if needed
- Click Export and save the PDF file
The PDF will contain all the slides, transitions, animations etc from your presentation.
Step 3: Optimize the PDF in Acrobat
Before placing the PowerPoint PDF into an e-newsletter, we need to optimize it. Open the exported PDF file in Adobe Acrobat Pro and do the following:
- Delete slide numbers, footers, and other unwanted elements
- Crop slide edges if needed
- Reduce file size by compressing images
- Delete animations/transitions
- Ensure images are high resolution (220 ppi)
Save the optimized PDF. It should now be ready to use in your e-newsletter.
Step 4: Create an E-newsletter Layout
Next, design a newsletter layout in a visual editor like MailChimp, Constant Contact, or Email on Acid. Consider the following when structuring your e-newsletter:
- Header with logo & tagline
- Featured article showcasing PowerPoint content
- 2-3 additional stories for context
- Images to break up text
- Call-to-action button
- Footer with contact info and preferences
Aim for a balanced layout with 50/50 mix of text/visuals.
Step 5: Insert the PDF Content
Now we are ready to place our PowerPoint content into the e-newsletter layout:
- Copy/paste slides from PDF one at a time
- Resize images and text boxes in newsletter
- Add captions or short descriptions for context
- Insert remaining PDF slides in sequence
Review the content flow, trim excess text, and ensure visual consistency across slides.
Step 6: Final Touches
The last step is finishing touches:
- Check links, images, formatting
- Ensure content is aligned
- Correct image compression issues
- Confirm mobile responsiveness
- Add alt text for accessibility
Thoroughly test the rendered e-newsletter before sending to avoid glitches.
Conclusion
Converting PowerPoints into e-newsletters allows you to easily repurpose great content into a new format. Following the 6 steps above will help you optimize PowerPoint files and create professional, polished e-newsletters.
The key is choosing an appropriate presentation, formatting it properly in Acrobat, and integrating it smoothly into an email-friendly layout. With some practice, you’ll be able to produce consistent, high-quality e-newsletters from your existing slide decks.
