After you determine that a mass mailing is your best communication method, review the tips below to compose your mass mail message:

  • Make sure you clearly identify the target audience that will be interested in your message. Sending unsolicited mail that the recipient does not want will be badly received and will not result in a positive outcome.
  • Determine if your message is of value to the institution/target audience.
  • Clearly identify your office or organization in the message.
  • Keep the message short (see sample) — no longer than one page. A one page message is about 20 lines long. Refer the audience to a web site for additional information if necessary. Note: You can update the web site to reflect changing information. Once the e-mail is sent, it's gone and you can't update it.
  • Attachments are not supported.
  • Formatting such as boldface, italic, en or em dashes (e.g., —,  ±, ≤ ) is not supported.  (eg: replacements: - -, +/-, <=, less than or equal to.)
  • If you entered and saved the message text in Microsoft Word, save the document as plain text before you copy and paste the text into the Request form.
  • Think carefully about your "Reply To" e-mail address. Some departments or student organizations have a shared or generic e-mail account that can be used instead of your personal e-mail address. If a recipient replies, do you want the message to come directly to you or to a departmental or student org email account?
  • Include a valid @uiowa.edu e-mail address in the From and Reply To fields (e.g., jane-doe@uiowa.edu, history-dept@uiowa.edu).
  • This process is not recommended for confidential mailings.

Note: See Provost's Office guidelines for mass e-mails to and from faculty.

Ready to begin the mass mail process? See Requesting a Mass Mailing for the next steps.

Article number: 
3780
Last updated: 
May 19, 2016
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