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Procedure for Sending Large Mailings


A large mailing is defined as any email sent to 2,500 or more recipients. Messages intended to reach all members of a campuswide constituent group, e.g., all students, faculty, staff, must use the procedure for broadcast messages.

Getting Approval

  1. Make sure the message meets the first five (5) elements of the criteria for sending a broadcast mailing.
  2. Identify an appropriate departmental account from which the message will be sent.  An individual user account should be used ONLY when an appropriate departmental or unit account does not exist.
  3. Obtain permission from the campus administrator (dean, department head, etc.) responsible for the email distribution list you want to use or for the subset of constituents you are trying to reach.
  4. Obtain permission from the account owner to send the message, which may be the same person as Step 3.

 

Sending the message

  1. Identify the person who will send the message. This person must have login access to the account.
  2. Obtain the address of the email distribution list from the dean or department head. If an alias or distribution list does not exist, submit an ad hoc data request to obtain the email addresses of the target audience.
  3. Use the Oracle Web Client to create one or more distribution lists and then populate these with the addresses.  Include yourself in the distribution list(s) to verify the message is received.  It is recommended that any one distribution list not exceed more than 2,500 email addresses.
  4. Follow the minimum requirements to properly format the message.
  5. NOTE: The name of the distribution list and/or email addresses should be placed in the BCC: field NOT the TO: field to prevent recipients from replying to all recipients.
  6. It is a good idea to send a test copy of the message to your account to make sure it is properly formatted before sending the final message.
  7. Notify emailcal@calpoly.edu at least two to three hours prior to sending the message so the email support group can monitor the system and perform any tuning required.

 

Handling Auto Reply Messages


It is recommended that a mail filter be created when considering mailings which include Cal Poly students. This filter will prevent your account from being overwhelmed with auto reply messages. For assistance, refer to Creating a New Filter under OCS Web Client Documentation.  


Verify that the message was sent correctly

    1. After sending the message, if there was an error, you will receive a message back from the MAILER-DAEMON explaining the nature of the error.
    2. Within a few minutes, you should begin to receive auto reply messages based on any filters you have set.
    3. If you are a member of the mailing list, watch for receipt of your copy of the message.