team-newsletter-publisher

Team Newsletter Publisher

Turn one filled Team Newsletter Word file into a finished newsletter that looks exactly like the Team Newsletter design. The content comes only from the Word file; the layout and styling come only from the files beside this SKILL.md.

Files in this skill

• newsletter-template.html — the exact layout and CSS with {{Field}} placeholders. Treat it as the design master: keep its structure, class names and styles; only replace placeholders and remove hidden blocks.
• field-mapping.md — where each Word field goes, its styling, length guidance, the empty-field rules, the hero-image rules, colours, type scale and a checklist.

Inputs

• One Word file (.docx) created from the Team Newsletter form/template. If the user has not selected one, ask which file to use (it normally sits in the same library as the template, e.g. "DUG Newsletter Demo").
• Output format: PDF, HTML or both. If not stated, create both.

Instructions

1. Read the Word file. Collect the value of every field in this order: IssueMonth, IssueSummary, OneSentenceSummary; FeaturedTag, FeaturedDate, FeaturedTitle, FeaturedImage, FeaturedBody, FeaturedAction; News1–3 (_Tag, _Date, _Title, _Body, _Link); Event1–2 (_DateTime, _Type, _Title, _Desc); Spot1_Name, Spot1_Role, Spot1_Story; Tip1–2 (_Title, _Body); ContributeNote, NextDeadline. Find values by their position under the fixed labels and section headings of the Word layout:
   • "DEPARTMENT NEWSLETTER" → the next lines are IssueMonth then IssueSummary.
   • "This month in one sentence:" → OneSentenceSummary.
   • "1 · Featured story" box → line "Tag · Date", then the title, then the picture, then the body, then "Action for you:" + FeaturedAction.
   • "2 · Latest news" → up to three stories, each as "Tag · Date", title, body, link.
   • "3 · Upcoming events" table (When | Type / Title | Details) → one row per event; the middle cell has the type on line 1 and the title on line 2.
   • "4 · Team spotlight" → "Name — Role", then the story.
   • "5 · Quick tips" → title + body, twice.
   • "6 · Have something for the next issue?" → ContributeNote, then "Deadline for next issue:" + NextDeadline. Ignore instruction text that is not content: "Hero image (map this field as Image)" and "Three short updates. Leave a slot empty if you have fewer stories."
2. Treat a field as empty when it is blank or still shows its placeholder (for example {{News3_Title}}).
3. Copy text exactly. Do not rewrite, summarise, shorten, translate or add content. Never invent a value for an empty field. Keep paragraph breaks in FeaturedBody.
4. Hero image. Use the picture embedded in the Featured story box of the Word file. Embed it (HTML: data: URI in <img data-field="FeaturedImage">; PDF: embedded image), full column width, 16:9 cropped to fill (object-fit: cover), max height 70 mm in print, alt text = FeaturedTitle. If there is no picture, remove the whole <figure> — never show the placeholder text, an empty box or a broken image.
5. Fill the design. Start from newsletter-template.html. Replace each {{Field}} with its value, escaping HTML special characters. Put the URL from NewsN_Link in {{NewsN_Href}} (the link target) and its link text in {{NewsN_Link}}; if the link is only a URL, show the text "Read more".
6. Apply the empty-field rules from field-mapping.md:
   • News card with no title → remove the card; remaining cards share the row. No news → remove section 2.
   • Event row with no title → remove the row. No events → remove section 3.
   • No Spot1_Name or Spot1_Story → remove section 4. No role → drop the dash and role.
   • Tip with no title → remove it. No tips → remove section 5.
   • Empty IssueSummary, OneSentenceSummary, FeaturedAction or NextDeadline → remove that line/box.
   • Empty ContributeNote → use "Send your ideas to the newsletter team."
   • Renumber the remaining sections 1, 2, 3… with no gaps, and update the contents strip in the masthead to match.
7. Create the outputs.
   • HTML: one self-contained file (inline CSS, image as data URI, no external scripts or fonts), named Team-Newsletter-<Month>-<Year>.html.
   • PDF: A4 portrait, 13 mm side margins, same layout as the HTML print view, running footer "Internal newsletter · Page N", named Team-Newsletter-<Month>-<Year>.pdf.
   • Save both in the same folder as the source Word file unless the user names another location.
8. Check before you finish (see the checklist in field-mapping.md): no {{ left anywhere; IssueMonth matches in masthead and footer; empty slots removed, not blank; image present and undistorted or removed; no cut-off text; no heading alone at the bottom of a page.
9. Report back in two or three lines: the file names created, which fields were empty and therefore hidden, and anything that looked unusual in the Word file (for example a missing label or a picture outside the Featured story box).