Sending Mass Emails

Purpose

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 instead of the mass email process.

Procedure

Mass Email Guidelines

• The CAN-SPAM Act means that ANY university email of a commercial nature must comply with the law.
• Non-commercial projects should also take advantage of best practices.
• Please check out the Mass Email Guidelines for information on sending a commercial email.

Mass Email Request

1. Request - The content owner submits a request by completing the Mass Email Checklist .
2. 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 to webdeveloper@utdallas.edu.
3. 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.
4. 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.
5. 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.   
6. 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.