Sending a Mass Email
Note: All mass emails submitted through the online form will be sent via GroupWise email and posted in the Campus Announcements channel in the MC Square campus portal. MC Square will be accessible to all Messiah College educators and employees on July 1, 2005 and students at the beginning of the Fall 2005 semester.
Messiah College offers mass email services to recognized student clubs, or student organizations, and employees through The College Press, a department of College Services. In order to ensure accuracy, appropriateness, minimize redundancy, meet production deadlines and maximize communication effectiveness:
- At least 2 business days of advance notice prior to the distribution of any news item is required.
- All news items must be submitted via the "Mass Email" website. All articles are subject to edit for grammar, spelling, consistency and editorial policy. News items will be edited in the Associated Press style. Please refer to the most recent Associated Press style book if you have questions or concerns about editorial choices.
- News items submitted/dictated over the telephone will not be accepted.
- News items submitted via hard copy will not be accepted.
- News items intended for mass email should not exceed one page in length. Some of the documents (depending on length) will be converted into Adobe Acrobat (PDF) format prior distribution.
- The following information must be included with the news item:
- Initiator's Name:
Initiator's Extension:
Initiator's Title:
Supervisor's/Advisor's or Admin. Supervisor/Advisor's Name:
Supervisor's/Advisor's Extension:
Mass Email Requested Distribution Group (below):
Requested Mass Email Distribution Date:
- News Item:
- At this point, mass emails can only be processed for news items intended for the following groups. The news item must apply to the majority of the group in order for it to be processed.
- All Full-Time and Part-Time students (Grantham/ Philadelphia Campus/Students Abroad)
- All Grantham student residents, commuters, and off-campus students
- The COE
- Ranked Faculty Meeting
- All Employees
- All Operations
- All Finance
- All Provost
- All Planning
- All Advancement
- All Staff
- All Administrators
- All Curricular
- All Cocurricular
- All Employees less COE
- All Account Directors
*We will accept combinations of the above groups (i.e., all planning and advancement)
- Mass emails are intended for Messiah College news items that arise in the normal course of college business and activities. Personal announcements including the following will not be accepted:
- prayer requests
- personal solicitations for monetary contributions
- personal items for sale
- announcements from outside organizations (i.e., a program or announcement from an individual's church or civic organization)
- individual requests for volunteer opportunities
- No more than five mass email news items for students and five for employees will be processed and distributed per day. The news items will be prioritized by event date and submission date and time.
- Mass email news items will be sent only one time. The Intercom, Community News or Channel 6 should be used for items that need to be communicated more than once and in accordance with their respective editorial policies.
- Mass email news items must be initiated by a current Messiah College employee or current student belonging to a Messiah College club or organization.
- Exceptions: Exceptions to this policy will be made for unexpected circumstances with the approval of a member of the senior administration.
Changing Views
The Messiah College Mass Email system has become an important part of the communication process here at Messiah. What once took days of planning and delivery can now reach the entire campus in minutes.
Now, as a progression of this process, we are introducing HTML into our mass emails. If you’re viewing your email as simple plain text, you’re missing out on what the rest of us are seeing––color and graphics that can make your emails more expressive and get your message across in a much more inviting way.
Below are instructions on how to set your GroupWise viewing settings to HTML View. It only takes a minute to make the change, so why not do it now?
Instructions:
In
GroupWise:
Select TOOLS from the menu. From the dropdown menu, select OPTIONS. In the dialog box that opens, select ENVIRONMENT. In the next dialog box that opens, select VIEWS. Under views, go to the bottom of the dialog box where the Default Compose View and Default Read View are shown. Under Default Read View, check the HTML View box. (The compose view is optional. You don’t have to change it, but you can create more interesting emails if you do.) Click OK.
