Emerson IT Help Desk

Sending to Mass Mail Lists

Some community members may need to send email to large populations at Emerson or even the entire campus. There are three major populations at Emerson: Students, Staff, and Faculty. Each have their own approval process, described below.

For those sending solicitations, newsletters, or mail for which you need metrics or that you want to offer an unsubscribe link, please use Constant Contact or Mailchimp. The mass mailing lists described below should be reserved for important internal communications only.

To send to the entire campus, please send to staff_email@emerson.edu, student_email@emerson.edufaculty_email@emerson.edu, and temporary_email@emerson.edu

Before You Click Send

Sending to thousands of recipients can be intimidating, and there can be negative consequences to sending to the wrong group, accidentally causing a massive reply-all chain, or sending bad information. Before clicking send:

  1. The campus receives a lot of mass email—first, ask yourself, is this appropriate as a mass email? Could this be a blog or newsletter post? A Facebook post? A Tweet? If it has to be an email, can it be targeted to a relevant population rather than the whole campus or a large group?
  2. Always put the mass mailing groups in the BCC field—this way, if someone replies-all, the group will not be in their reply. In the to: field, put the email address you want recipients replying to.
  3. Thoroughly review the email for spelling/grammar errors, bad formatting, graphics that won't load, hyperlinks that don't work, etc. Send a test to a colleague first and see how it appears in multiple mail clients and devices.
  4. Ensure that the details of the email are correct. Sending follow-ups or corrections can muddy your message and cause confusion.
  5. Follow accessibility guidelines—do not use a graphic as the entire email. If you do have graphics, set alt-text. Avoid difficult to read font. If possible, test your email on a screen reader.
  6. Repeatedly check that the recipients in to To, CC, and BCC fields are correct

Gaining Access to Send

Note: The following lists are updated nightly based on enrollment/status in Banner and/or Workday. If a community member is not in a list they feel they should be, please direct them to HR (for Staff), the Registrar (for Students), or Academic Affairs (for Faculty) to review their Banner/Workday status.

Staff

To request access to send to Staff lists, please contact hrservicecenter@emerson.edu and describe why you need access and for how long. If granted, you will have access to send to:

Students

To request access to send to Student lists, please contact deanofcampuslife@emerson.edu and describe why you need access and for how long. If granted, you will have access to send to:

Faculty

To request access to send to Faculty lists, please contact anne_doyle@emerson.edu and describe why you need access and for how long. If granted, you will have access to send to: 

Other Groups

The campus uses many more mailing lists than those above, including department-specific lists or student organization lists. For more information or any other questions, please submit a ticket at it.emerson.edu/help or call us at 617-824-8080.

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