Sending Community Emails

Before you consider sending a community-based email...

  • Ask another colleague to read/proof the email
  • Seek approval, if necessary of your manager, director, or supervisor
  • Send the message to yourself to test formatting and clarity

How to Send a Community Email:

  • Compose the intended email.
  • Send a test message to yourself to check for formatting.  This is a crucial step, as what you see on your screen before you hit send may not be the same as what shows up when a user opens the message.
  • Avoid using graphics, images, colors, special characters, etc. unless you are using an approved HTML format.  The Communications Office has more information/templates.
  • If you need to send an attached file, consider posting the document elsewhere (on SharePoint, a faculty/group website, or on our Intranet site) and linking to it in the body of the message.  This is increasingly important given the new email quotas.
  • Make the subject line succinct and very clear.  What is the message about?  If it is an event, for example:  CS Colloquia: Java Programming by Professor X on Tues, 9/2 at 3:00 in MD 119.
  • Once the email is tested and ready to send, type in the appropriate email list addresses and be sure to use the BCC option.  Doing so ensures that if anyone responds, they will not accidentally respond to everyone on a given list.
  • Send the email from an account where you would like any replies to be sent.  Do not expect users to send responses to an email you specify in the message.

List Approval

If you have not done so already, you must request approval from the list manager to use any SEAS-based email list.

If you attempt to send a message without approval, the message will be put in "waiting" state until granted approval.