A mass email is a message that will be sent to more than 250 unique email addresses. Before you begin your request for a Mass Email, consider if there is another, better suited channel to distribute your information such as social media, other newsletters, etc.
Before You Begin
Any e-mail sent to an encompassing population (ALL students, ALL Faculty, All Staff, etc) MUST have the approval of a VP before the Work order is created.
Please place request, including required content, at least 3 DAYS in advance. Requests that are not complete and entered 3 days before target date cannot be guaranteed to go out in time.
Have the following materials and data ready:
- Your audience.
- All Campus
- All Employees (Faculty, Staff, Non-Compensated Affiliates, and Student Employees)
- Faculty and Staff (Does not include Non-Compensated Affiliates or Student Employees)
- Faculty, Staff, and Students (Does not include Non-Compensated Affiliates.
- Staff (Does not include Non-Compensated Affiliates or Student Employees)
- If your audience is not listed above, a copy of the mailing list if you have it. If not, request it to be generated in the Work Order.
- A copy of the text to be included in the e-mail, in a .txt or .doc or .docx file.
- If the e-mail is in HTML format, include the .html file.
- Your audience.
- Certain words, characters and capitalization risk your e-mail as being flagged SPAM. Heavy use of ALL CAPITALS, exclamation points (!!!), and words such as "free" will trip filters into marking e-mail from SHSU as SPAM. Avoid heavy use of these.
- Any links in the e-mail text MUST have the complete address (starting with http://) or it will not link correctly.
- If you have an image in the content of the email: it should have an Alt text (alternative text). This is a word or phrase that can be inserted as an attribute in an HTML (Hypertext Markup Language) document to tell Web site viewers the nature or contents of an image. The alt text appears in a blank box that would normally contain the image.
- ‘Click Here’ is not good for both a webpage and email communication:
- It’s bad for usability. Using ‘click here’ for a link forces users to read around the link to find out what they should actually be clicking for. It’s a bit like labeling the up and down arrows for a lift to ‘press this to go up’ and ‘press this to go down’!
- It’s bad for readability. ‘Click here’ invariably leads to clunky and overly long winded text. Why use ‘Click here to download the file’ when ‘Download file’ will suffice?
- It’s bad for search engine optimization (SEO). Search engines like Google will use the text for links going to a page to help determine what that page is about.
- It’s bad for accessibility. Don’t forget that some users might not even be using a mouse so can’t ‘click here’ even if they wanted to. Also, screen reader users will often deal with links out of context, such as bringing up a list of all the links on the page. A list of ‘click here’ link is obviously going to make their lives somewhat difficult.
- Allow the audience know what they are linking to. Let them know if the link is to something other than a web page, such as a PDF or Word document. Ideally a link should also be a call to action for users, such as ‘Download file’ or ‘Read more’.
- The file MUST be in HTML format (a file with the extension .html for example, "october-newsletter.html"). If it was created in Word, Office Button > Save As > Other Formats. Choose "Web Page." (note: DO NOT choose "Single File Web Page" as that is an incorrect format.)
- All links MUST be absolute. For example, https://www.shsu.edu as opposed to shsu.edu. Links will not work in a mass e-mail without it.
- All images MUST be uploaded to web space already (must already be on the Internet). Additionally, when inserting the image into the HTML page, the address MUST be absolute (starting with http://).
- Image maps will NOT work in a mass e-mail.
- Attachments can be sent with a mass e-mail at your request.
- A "text-only" version of the HTML e-mail MUST be included for those who use e-mail clients that do not read HTML. Attach that to the Work order as well.
Submit a Request
Sign in to Cherwell.
Choose Browse Service Catalog from the menu on the top.
Scroll to the section that says Application and hover over the Category that says Mass E-mail.
When the box turns green, select Request New.
On the next screen, enter all the pertinent information for the mass email.
Once you are done, click the Save icon at the top of the screen.
Once the ticket is submitted, it will be sent to be approved for mailing and mailing list generation (if requested). Once it is approved and ready to send, you will receive a test email. If it is correct, you will be required to update the ticket giving word for it to be sent as-is, or make any changes.