What can the system do?

For a specific department, a user can email:-

• All Students
• All undergraduate Students
• All Post graduate Students
• Undergraduate/Postgraduate students based on course year(single or multiple)
• All staff members
• Everyone in the department(both student and staff)
• Everyone in all departments(both student and staff)
• Students of a specific year based on one single or multiple course(s)
• Multiple year students based on chosen course( single or multiple courses)
• Students based on Module (single or multiple modules)

Who can access the System?

The system can be accessed by Staff members. Non staff members can only access it if they are included in a particular web group, called in-massmailing-additional-member. New members of this web group can only be added by IT Services staff.

How do I mail students of a specific department?

You would need to click Mass Mails menu option and then choose relevant department from the drop down box. Initially the department field will be set to your home department. In case you want to email students of other departments, you would need to change department value.

Example – Emailing All/Undergraduate/Postgraduate Students of MATHS department:-

• Set Department as Mathematics
• Choose Student mail option
• Press Select
• Choose Student Category
• Select course Years- To make multiple Selection press shift key and then click First, Second and other course Years
• Press Next
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking on icon next to recipient’s field
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button
• System will send email to all recipients
• If you want to save this email and send later, use Draft button (Once saved as draft, this email can be retrieved by clicking My Mails menu option
• If you want to test this email, use Test button. (An email will be sent to your mail account only)
• If you want to send email to users using your resource account, choose the right resource account. You would need to set up resource account associated with your user code. This can be done by filling in this form.

How do I mail staff of a specific department?

Using Mass Mails menu option choose relevant department from the drop down box and Staff option.

Example – Emailing all staff members of IT department:-

• Set Department as IT
• Choose Staff mail option
• Press Select
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking on icon next to recipient’s field
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button
• System will send email to all recipients

How do I mail both staff and students of a specific department?

Using Mass Mails menu option choose relevant department from the drop down box and Everyone option.

Example – Emailing all staff and students of Chemistry department:-

• Set Department as Chemistry
• Choose Everyone mail option
• Press Select
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking on icon next to recipient’s field
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button (you can save this email as draft to send at a later date)
• System will send email to all recipients.

How do I mail students based on a course?

Using Mass Mails menu option choose relevant department from the drop down box and Course option.
Example – Emailing all l100 students of Economics department:-

• Set Department as Economics
• Choose Course mail option
• Press Select
• Type l100 and press Add Selected
• (Note -System displays all Economic courses based on the letters typed. If you want to add more courses type the course code and then press Add Selected. This way you can add multiple courses. In order to remove the Selected course, click Selected Course code field value and then press Remove button.)
• Choose course years (To make multiple Selection press shift key and then click First, Second and other course Years. )
• Press Next
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking the icon next to recipient’s field
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button (you can save this email as draft to send at a later date)
• System will send email to all recipients.

How do I mail students based on a module?

Using Mass Mails menu option choose relevant department from the drop down box and Module option.

Example – Emailing all ge101 module students of German Studies

• Set Department as German Studies
• Choose Module mail option
• Press Select
• Type ge101 and press Add Selected
• (Note -System displays all German Studies modules based on the letters typed. If you want to add more modules type the module code and then press Add Selected. This way you can add multiple modules. In order to remove the Selected module, click Selected Module code field value and then press Remove button.)
• Press Next
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking on icon next to recipient’s field
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button (you can save this email as draft to send at a later date)

How do I mail a specific web group?

Using Mass Mails menu option choose relevant department from the drop down box and webgroup option.

Example – Emailing Information Technology Services web groups - test-group and test-arch:-

• Set Department as Information Technology Services
• Choose Webgroup mail option
• Press Select
• Type test-group and press Add Selected
• Type test-arch and press Add Selected
• (Note -System displays all Information Technology Services web groups based on the letters typed. If you want to add more web groups type the web group code then press Add Selected. This way you can add multiple web groups. In order to remove the Selected web group, click Selected Webgroup code field value and then press Remove button.)
• Press Next
• System will display total recipients based on your selection criteria. If the list is 0, you won’t be able to send an email but you will be able to save it as a draft mail by clicking Draft button. You can view recipients separately by clicking on icon next to recipient’s field.
• By default Send date will be today’s date. You can change this date if you want to send it later.
• Enter email contents
• Press Send button (you can save this email as draft to send at a later date)

Where does recipient data come from?

Recipient data comes from the web group system (http://webgroups.warwick.ac.uk/). Based on the mailing option as chosen by the user, system retrieves the web group data to extract recipients.

Can I find which web group system uses to retrieve recipients?

System tries to set the mailing subject field with webgroup names based on user criteria. This is only assigned first time and if user changes the criteria afterwards, the system does not change the subject. You can see the subject line to find the web groups used.

How can I send mails to two different web groups that are owned by two different departments using one single email?

You would need to first merge these web groups.

Example – My home department is Information Technology Services and I need to mail these two web groups –
in-test1 (Owned by Information Technology Services department)
ao-test2 (Owned by Student Admissions and Recruitment Office department)

• Create a handmade web group it-mergedtestwebgroup (http://webgroups.warwick.ac.uk/admin/groups/create.htm)
• Add in-test1 and ao-test2 as sub groups (in group members) and save this handmade group
• Through mass mailing (https://massmailing.warwick.ac.uk/massmailing/massmail.htm ) use web group option and press Select
• Type this mergedtestwebgroup and press Add Selected button
• System will pick up recipients from above two web groups and you can view them on final page (Massmailing Mailing Criteria page)

How can I send mails to staff members of two or more departments using one single email?

You would need to first merge staff web groups.

Example – My home department as WMS. Biomedical Cell Biology and I need to mail these web groups –
mf-staff (Owned by WMS. Biomedical Cell Biology)
mt-staff (Owned by WMS. Clinical Trials Unit)
mw-staff (Owned by WMS. Mental Health &Wellbeing)

• Create a handmade web group mf-mergedwmswebgroups (http://webgroups.warwick.ac.uk/admin/groups/create.htm)
• Add the above web groups as sub groups (in group members) and save this handmade group
• Through mass mailing (https://massmailing.warwick.ac.uk/massmailing/massmail.htm ) use web group option and press Select
• Type this mergedwmswebgroups and press Add Selected button
• System will pick up recipients from above web groups and you can view them on final page (Massmailing Mailing Criteria page)

How can I send mails to all staff members?

You can only send emails to all staff members if you are a member of in-massmailing-inboxinsite web group. Currently only a few communication Office staff members are within this web group. Any new member can be added by raising an IT helpdesk call.

How can I send mails to everyone in the university?

You can only send emails to all members (staff + student) if you are a member of in-massmailing-inboxinsite web group. Currently only a few communication Office staff members are within this web group. Any new member can be added by raising an IT helpdesk calls

How can I send mails to all UG finalists/non-finalists in the university?

You can only send emails to all UG finalists /non-finalists by choosing relevant web groups(all-ug-finalists/all-ug-non-finalists) if you are a member of in-massmailing-inboxinsite web group. Currently only a few communication Office staff members are within this web group. Any new member can be added by raising an IT helpdesk call.

How can I send mails from my resource account rather than my mail ID?

Your resource account needs to be associated first with your user code within the mass mailing system. This can be achieved by filling in this form. Once we have done that, you just need to select your resource account mail ID from the drop down box (this Resource Account field is displayed on the final page - https://massmailing.warwick.ac.uk/massmailing/massmail.htm )

Can I save mail to send at a later date?

Yes. Click Draft button (https://massmailing.warwick.ac.uk/massmailing/massmail.htm - this button is visible on final page Massmailing Mailing Criteria). You can retrieve this mail by clicking My Mails option (https://massmailing.warwick.ac.uk/massmailing/mymails.htm )

Can I send mail to student/staff/courses/modules of other departments?

Yes. You would need to change the Department. This field is by default set to your home department.

Can I see my Mails?

Yes. Click My Mails- https://massmailing.warwick.ac.uk/massmailing/mymails.htm.

Can I copy an email?

Yes.
Click My Mails- https://massmailing.warwick.ac.uk/massmailing/mymails.htm. System displays Copy button. You can click that icon and system will create a new email based on old email details.

How can I see recipients that received an email?

Click My Mails- https://massmailing.warwick.ac.uk/massmailing/mymails.htm and then Recipients.

Can I send attachments?

No. If you want to distribute files to large groups of people then Files.Warwick is designed specifically for this purpose.

Is there any limit on numbers of recipients?

No. Mails are sent in batches with each batch of recipient size 500. This batch size is configurable by an IT admin member.

Is my email guaranteed to be delivered to my recipients?

No. It's always possible that one of your recipients has a full mailbox or another problem which prevents successful delivery. If Mass Mailing can't deliver to recipients because their mail box is full or the mail ID is invalid, it will email you a warning.

How can I see the status of my email (whether sent or not)?

Click the My Mails option. You can see the status of your email here. There is a mail scheduler that runs every 15 minutes to send pending emails. Once sent the status is changed to Sent.

Can I see emails sent by other users?

No; only administrators of the system can view those mails. Other staff can only see their own emails.

Can I send emails if there are no recipients?

No you can’t send this. However, you can save this email as a Draft one to retrieve it later.