Bulk e-mail:
Sent by C&IT Customer Services
Need to send a message to a large university group or to everyone in the university?
Computing & Information
Technology (C&IT) has procedures set up to do just that.
- Have C&IT Customer Services send the message — The
procedure below is for working with C&IT Customer Services and having them send
your message.
- Use a specially designated group
AccessID —
See
the procedure for bulk e-mail messages
sent from a school college, or division using a group AccessID specially
set up for that purpose.
Procedure
- Get proper authorization — All messages must be
authorized by the vice president or dean of your unit.
- Choose your audience — See
the mailing lists C&IT maintains.
- Write the message giving careful attention to
size — See Formatting
the message below.
- Sign your message — In the signature area at the
bottom of the message:
- Include a line stating which office has approved
the message along with the following contact information: sender's name,
title, e-mail address, and phone number.
- Indicate the reply-to e-mail address for your message —
The people receiving the message can use it to RSVP or to ask questions.
- Indicate the date and time when you want the message sent — Bulk
e-mail messages are usually sent before 8 a.m. or after 5 p.m. to minimize
the impact on WSU's e-mail system.
- The message must be sent by your dean or vice president to
C&IT Customer Services — When the message is ready
to send, have your dean or vice president send the message to announcements@wayne.edu.
- To ensure same-day delivery, send the message to C&IT Customer
Services by 4 p.m.
Formatting the message
The university
community uses a variety of e-mail programs that have different restrictions.
In order for your message to be read by the
widest possible audience, keep the text simple. Also, the mailing
lists C&IT maintains limit the size of messages;
so keep your messages relatively brief, and do
not include any attachments or graphics.
Follow the guidelines below so your message can be read by the
widest possible audience:
- Text — plain text, no
formatting such as italics, bold, fancy fonts, or Web page codes.
- Size — keep your messages
relatively brief (a few paragraphs of plain text; no attachments, images
or audio files). If you have a larger amount of information to deliver, put
it on a Web page your department maintains and include a link to it in your
message.
General tips for e-mail messages
See Tips for e-mail messages for
more suggestions for preparing e-mail messages.
