Embedded Files
In the past, you might have sent an email to a listserv or mailing list that looked like this: "Hi everyone, see attached flyer for our upcoming event!" and then included all necessary information on the flyer.
Since we are no longer distributing PDF flyers, what should you do instead?
Put your information in the text of your email
Put your information in the text of your email
See below example. Instead of putting all the text in the flyer, put it in your email.
If you need a supplemental location for information, create a Facebook event or use the Timely calendar (requires VCE agent).
Send a Google Doc
Send a Google Doc
Paste your graphic and additional information into a Google doc and set the share link to "read only." Here is an example Google Doc with graphic inserted. Do not use paper registration forms. Use Google forms or Destiny (requires VCE agent).
This is superior to a PDF flyer because:
It is compliant with our Title II requirements
You can edit the document even after you send it out.
You can add much more information than you'd put on a traditional flyer, e.g. you could include guidelines for promoting the event (if you are a volunteer and would like to help promote, do xyz). The possibilities are endless!
Send a Word Doc
Send a Word Doc
A Word doc is largely the same as a Google Doc. The advantage of a Google Doc is that you can set the permissions to "view only" and prevent anybody from editing it.
Use the non-peer reviewed Word document as a starting point. Do not change colors or edit the formatting. Use the headers appropriately. You do not need to adhere to the style guide for your flyer, it is just an example starting point with some formatting and accessibility features.
Before you send anything, check for accessibility!
Before you send anything, check for accessibility!
Check your Google doc for accessibility (short video)
Use accessibility check in Word (short video)
Example email
Example email
Alt text for this email is applied by right clicking, selecting "add alt text," and pasting it into the alt text field. Specifics vary across email programs and operating systems. Please Google for your specific case (e.g. "how to add alt text to image in Gmail app on iphone.")
Here is the text used for the image below: "A square graphic with basket of apples and text reading "Grafting workshop $40 registration limited, take home two apple trees" and the VCE logo."
Hello,
We are hosting a grafting workshop on October 5 at the house at 100 Road St. This is your chance to learn to graft your own apples! Bob Smith will lead this beginner-friendly workshop.
Additional event details:
Registration fee covers two trees, varieties TBD
Location: 100 Road St.
Time: 3 pm
Register for the program here.
If you are a person with a disability and desire any assistive devices, services or other accommodations to participate in this activity, please contact (name, office) at (phone number/TDD*) during business hours of 9 a.m. and 5 p.m. to discuss accommodations 5 days prior to the event.
*TDD number is (800) 828-1120.
Virginia Cooperative Extension is a partnership of Virginia Tech, Virginia State University, the U.S. Department of Agriculture (USDA), and local governments, and is an equal opportunity employer. For the full non-discrimination statement, please visit ext.vt.edu/accessibility.
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