Faculty, staff and departments often have a need to send emails to groups of recipients, whether they're all students, all faculty/staff, students in a particular major, or students in a particular course.
Departments and student organizations also may have a need to receive emails in a way that allows multiple individuals to view and respond to incoming messages.
The Office of Technology Services offers solutions to these needs.
Departments, project workgroups, student organizations and other groups of people can receive email as a group in a few different ways:
Faculty/staff groups can use email groups (distribution lists) to communicate within a group. These groups can be configured flexibly and:
Maildrops are group mailboxes in Outlook created to display a particular department or organization name.
Student organizations that want an "@towson.edu" address should use a forwarding address. The email address (such as firstname.lastname@example.org) would simply forward all incoming email to an external address (such as email@example.com).
Mailing lists on the TU Email List Service allow for email lists that include non-Towson email addresses.
SharePoint is another method of communicating within faculty/staff groups and student organizations. Sites allow for shared document libraries, shared announcements, and outgoing email alerts to members of the site. SharePoint (http://sp.towson.edu) provides users with a list of all SharePoint sites they have followed. To add a site to your list, click on the "Follow" star in the top right menu. Self-help documentation is available.
Faculty and staff can schedule conference rooms or other shared resources (PDF) through Outlook. Room resource owners have the ability to configure who can schedule meetings in the room as well as other settings.
Requests for any of the above email options should be submitted to OTS through a TechHelp service request.
OTS maintains several all-campus email lists, such as an all-students list, an all-faculty list and an all-faculty/staff list. Each of these large lists has a set of approved senders who are authorized to send email, usually from departmental mailboxes in Outlook. Anyone who wishes to send messages to these lists must either already be an approved sender or must submit their message for approval to their respective vice president. Requests to modify the list of approved senders can be sent to OTS by the office of the respective vice president.
In addition, the TU Today daily email newsletter is a preferred mechanism for most all-campus communications.
When sending email to all-campus email lists, it is best to follow these simple guidelines:
OTS recommends that faculty and staff use Blackboard for communicating with sets of students. Through Blackboard, instructors can communicate with their students using discussion boards, chat and email.
Email distribution lists are available for each class roster (course section), academic major or academic advisor.