LETU IT KnowledgeBase

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  • Sending E-mail to the LETU Campus Community
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Purpose

This article describes the guidelines, recommendations, and procedure for sending e-mails to the LETU campus community.

Guidelines

  • To avoid overload of E-mail inboxes in the LETU campus community, mass communication with the campus over e-mail should be limited to only those instances when e-mail is the appropriate method. Alternative methods of communication are described in Methods for LETU-Wide Communication.
  • Mass e-mail communication must be approved by the appropriate cabinet member.
  • E-mails must contain the following elements
    • A valid, generic FROM: address (Usually letu@letu.edu)
    • The TO: must be blank.
    • All recipient groups must be listed in the BCC: field
    • A descriptive subject line
    • Well-formatted and spell-checked content
    • A valid personal e-mail signature that conforms to LETU signature guidelines

Recommendations

  • Attachments are not recommended. Instead, host any documents on an LETU website and provide links within the body of the e-mail.
  • Since all e-mails must pass through the O365 antispam filter based on their own merits, we recommend:
    • Avoiding use of ALL CAPS
    • Avoiding overuse of exclamation points or sensational language.

Procedure

  1. Compose your e-mail in the desktop Outlook application. Be sure to include a valid e-mail signature.
  2. Compose an appropriate Subject line.
  3. Spell-check your e-mail and double-check formatting.
  4. Enter the proper e-mail address in the FROM: field.
  5. Enter the recipients in the BCC: field. (https://support.office.com/en-us/article/show-hide-and-view-the-blind-carbon-copy-bcc-field-04304e27-63a2-4276-8884-5077fba0e229) If you wish to test how the e-mail looks before you actually send it out, put your own e-mail address in the BCC: field at this step.
  6. Set the REPLY-TO: e-mail Address in the Message Options under Options > Direct Replies To > Have replies sent to
  7. Send your e-mail.
  8. Victory dance.

Example:

(NOTE: allfacultystaff@letu.edu is not a real e-mail address, so don't try to send to it unless you're starting a collection of rejection messages.)


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