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Mass Email: Sending Email to Large Groups of People

Many methods exist for sending email to large groups of people, and each method has its own set of rules, techniques, and rationale for use.

Campus Email Aliases

Campus email aliases are set up in advance for commonly-needed communications. Individuals may sign up for these lists by filling out a form and subscribing.

Before sending email to these lists, review and follow our Guidelines for Announcements.

Specialized Email Lists Using Mailman

Mailman is a list manager used at UMD which allows you to send email to a group of people using one email address (like email aliases). Lists are managed from a web page. You can allow everyone on the list to send email to the list or designate certain people as approved senders. ITSS will set up the list for you and then send you the URL for the web page for managing the lists e.g. adding and removing email addresses, and changing the list options, if desired. Fill out this form to request a list. Note that email lists for classes, majors, and minors are handled differently below.

Caution About Using Google for Mass Email

Google has a number of sending limits in place to prevent abuse of our system, and to help fight spam. If one of your mail accounts reaches an abuse limit, the account will be temporarily unable to send mail. For more details, go to Google Sending Limits.

Class Email Aliases

Class email lists, also called aliases, allow instructors to send email to a single address which is expanded to go to every student who is registered for the class and to the instructor. This solution is restricted to UMD faculty and staff. To request a list, go to this request form. (You will need to authenticate with your UMD user name and password to access the form.)

Advisee Email Communications Using Advisor Connect

Advisor Connect is a web-based tool that makes it easy to email your advisees. It has recently been upgraded to allow for emailing students in major or minor programs. This solution is restricted to UMD faculty and staff. To request access, contact Lisa Rigoni Reeves (lreeves@d.umn.edu).

Communicating with Students Using Bulldog Update

Bulldog Update comes from the Office of the Vice Chancellor for Student Life. It is designed to keep students informed and to streamline communications. We keep hearing that students get so much email that they can miss the important stuff. We want to help solve this by having information that would normally go to them in multiple messages, consolidated in an easy to read format.

In conjunction with this, mass mailings to students will only be allowed for time-sensitive and critical content. For details see Policy and Criteria for Mass Email to UMD Students. The Bulldog Update will be mailed to all students every Monday during the academic terms, and on the first Monday of each summer session. Each edition will be archived for easy reference.

Emergency Email Communications

UMD has the ability to send emergency email communications out to all faculty, staff, and students quickly, using a local product called Blastmail. This system is technically complex to use, so only a handful of IT professionals on campus can send messages using Blastmail.

Enterprise Mass Email Using Lyris

The University of Minnesota has a mass email distribution system, Lyris, which may be used by UMD campus units. This system requires some extra training and special permission to use. This system enables the use of images embedded into the message, including customized headers for units, and allows for including attachments. Professional Email Guidelines are available. Units will generally need approval from the appropriate vice chancellor before using Lyris. For more information, contact Debbie Wing (dwing, 8784).

As stated above, mass mailings to students will only be allowed for time-sensitive and critical content. For details see Policy and Criteria for Mass Email to UMD Students. The Bulldog Update will be mailed to all students every Monday during the academic terms, and on the first Monday of each summer session. Each edition will be archived for easy reference.

Custom Email Lists

When the above solutions do not suffice to meet the need to contact a group via email, ITSS can provide a custom email list. Approvals are required, and this is a billable service. Request this service via our request form. Student groups must follow Student Group Communications guidelines on mass mailing and label requests provided by Kirby Student Center.

Rev: 09.22.11 lld

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Last modified on 09/25/12 09:26 AM
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