Summary
This article explains the process for sending a mass email, including how to choose the appropriate mailing list, follow the mass mail guidelines, and confirm the message before sending.
Body
Before sending a mass email, you must determine which list is the most appropriate audience for your announcement. Address your message to the list you have chosen (e.g. events-all@listserv.hamilton.edu). Please follow the links below for more information on notices and events.
A list of mass mail lists, who they reach, and policies for the use of each:
Notices | Events
Instructions
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Add a subject line that is informative but brief (e.g. Spanish Club Meeting Tonight).
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In the body of your message, type your announcement following the mass mail guidelines.
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You are required to sign your message with your complete name (or the full name of your organization), and (if applicable) the department you are representing. It is not sufficient to assume your return address will identify you.
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After you send your message you will receive a confirmation e-mail request from the Hamilton College LISTSERV Server.
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Carefully review the content of your message in the confirmation request. It will often be represented both as plain text and as you intended it (with colors and font changes). This is your chance to catch any errors and omissions. If any are found, DO NOT approve the confirmation request message. Simply correct the error in your original message and re-send it to the same list. When the second confirmation request arrives, you should review it and, if appropriate, approve that version. To confirm the message, click on the web link that appears toward the top of the confirmation request message. This will open a web page on which text will appear stating your message was successfully confirmed.
Occasionally the confirmation request message is slightly delayed (10-15 minutes maximum). If you get impatient and re-send your message too soon, you may receive two confirmation requests. Only reply to the first! Otherwise, you will send your message twice and use up your "two messages" quota for that event.
Sending to Multiple Lists
To send the same message to multiple lists at once, you may string them together on the "TO:" line of your message. For example, notices-faculty@listserv.hamilton.edu,notices-students@listserv.hamilton.edu. Please do not include a space after the comma. You will receive a separate confirmation request for each list in the "To" line and you must approve each confirmation request separately.
You should take care not to send your message to multiple lists if the lists overlap. For example, you should not send a message to notices-all and notices-faculty because members of the faculty are subscribed to both lists.
More information
If you are having trouble sending an email, please submit a ticket with the Help Desk so we can further assist you.