How do I send mail to groups of people?
On this page:
- Sending mail to multiple addresses
- Links in messages
- Distribution lists
- Relevant email policies
Sending mail to multiple addresses
On most email systems, you can put several addresses on the "To:" line. On some systems, you need to separate the addresses by commas or spaces; Microsoft Outlook, for example, requires a semicolon. Some systems require you to put each address on a separate line. However, if you are sending email to a large number of people, it's a good idea to place all but one of the addresses on the blind carbon copy ("Bcc:") line of the message. If the addresses are on the "Bcc:" line rather than the "To:" and "Cc:" lines, a reply to the message will go only to the original sender, not the entire list of recipients. When replies go to all the original recipients, each reply is also considered a mass mailing.
Links in messages
It is always best to refrain from including embedded links in messages going to wide audiences, especially for tasks that require authentication. The best practice is to instruct recipients to access the task via One.IU. If including a link is necessary, the message should be digitally signed. Official email messages should also use official IU branding.
Several methods exist for setting up a distribution list. Your choice depends on the list's size and purpose. If you wish to send messages regularly to the same group, you can create a personal distribution list. If you have a very large list, or if you'd like people other than yourself to be able to send mail to the list, you may need to use a mailing list service, such as IU List.
Personal distribution lists
Create personal distribution lists using your email client's address book. For instance, you could create a list named "Family" containing the following addresses:
email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org
Then, to send a message to all four members of your family, you would address the message to:
Check the help for your email software for more information about creating and using a mailing list. Such personal distribution lists are by far the easiest to manage. You can set them up and make any changes yourself, and the commands you enter will take effect right away.
IU List mailing lists
You can subscribe individuals to an IU List mailing list if you have each person's email address, or individuals can subscribe themselves.
Relevant email policies
This is document amav in the Knowledge Base.
Last modified on 2016-10-24 15:23:32.
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