Sending Mass Emails

Details

This article details the steps that must be taken to send an email to a large group of users (500+) or to send a commercial email. For most communications, it is recommended that users engage the Sympa mailing list service to reach a targeted audience instead of the mass email process.

Guidelines

• The CAN-SPAM Act means that any University email of a commercial nature must comply with the law.
• Non-commercial projects should take advantage of best practices.

Mass Email Request

• Request - The Content Owner submits a request by completing the Mass Email Checklist.
• Assignment - The mass email is added to the University master schedule and assigned to an HTML lead.
  • The content owner provides the copy in a Word document and selected images using the request form.
• Editing - The Editor works with the Content Owner to revise the content.
  • Once approved, the content is sent to the HTML lead for design/development.
• Build - The HTML Lead works with the approved content and requests an email template to create the mass email.
  • Once created, the HTML lead will test the integrity of the email and fix any bugs that may occur.
• Review - The HTML Lead sends out a test email to the Content Owner and Editors for review.
  • The Content Owner will provide feedback to the HTML Lead, who will make any required changes.   
• Final review (if required) - After all feedback has been implemented from the review stage:
  • The HTML Lead will send a test for the last review to emails designated for this step at the Editor's discretion.
  • Examples of communications requiring this step are admission/enrollment/recruitment emails, Intercom, UT Dallas Magazine, and messages from the Office of the President.

University Web Services requires one week's notice to schedule mass emails. Production time is 3-5 business days, depending on customization. Content is due three days before the send date (available send dates may vary)