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,, and

To send to the entire Boston campus, please send to,,,, and

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 to all, the group will not be in their reply. In the to: field, put the email address you want recipients replying to.
  3. Emerson uses Gmail, and Gmail enforces limits to how many recipients you can send to in a 24 hour period. If you are emailing a large list of individual recipients rather than using a group, you must abide by these policies. If you violate these limits, your email account will be locked for 24 hours, and Google may permanently suspend the account if these limits are violated multiple times. Note that a single group address (such as only counts as one recipient.
  4. 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.
  5. Ensure that the details of the email are correct. Sending follow-ups or corrections can muddy your message and cause confusion.
  6. 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.
  7. Repeatedly check that the recipients in to To, CC, and BCC fields are correct. 

Uh oh - I accidentally sent to a mass distribution list. What do I do?

First, to help prevent something like this from happening, we recommend setting your "Undo Send" setting in Gmail to the maximum time allowed (30 seconds).

If you have exceeded that, unfortunately email cannot be recalled once it has been delivered to user mailboxes, it can only be deleted. There are therefore two options:

  1. Send a follow-up email to the group explaining the situation, apologizing for it, and if necessary, ask them to delete the message.
  2. IT can run an automated process that deletes the message from the recipient mailboxes, but because this requires deleting messages in user mailboxes, it requires the approval as described in the Acceptable Use Policy (under Data Ownership and Privacy). Please also note that the deletion process is slow and will often take at least several hours, by which point many recipients will have seen the message. We also are unable to delete messages that were forwarded to personal accounts. For this reason, in most situations, we recommend the first option.

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.

How to Send as a Different Account

Often, when sending a message to the community, people opt to send from department or shared emails, such as or If you need access to send from a shared account like this, please make the request to IT (which will be approved in accordance with the Data Governance Policy). Once approved, users will be able to choose the shared email in the From field when composing a new message.


Some users have access to shared mailboxes, where they click the user icon in the top right of Gmail and select the account from the drop down (which opens the account in a separate tab). While you can send from this separate tab, and it will show to recipients as being sent from the shared mailbox, it will add "via username" (the person who sent it). If you do NOT want this behavior, make sure to send the message from within your own Emerson Gmail account, under the From field as described above.

In either case, it's the individual who needs access to send to the lists, not the shared email.


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


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


To request access to send to Faculty lists, please contact and describe why you need access and for how long.

To help avoid confusion about which faculty populations belong to which groups, please see our Faculty Lists Matrix - What Includes What? document.

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.

  Have any questions?

Please submit a ticket at or call us at 617-824-8080.

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