Mass Email Sending

Mass Mailing is a service that the Cal Poly Pomona Help Desk can provide to those on campus (not students and applicants) who want to send an email to many users, but the users are not part of an existing, automatically- or manually-populated group.

Why use Mass Mailing service?

Mass Mailing service should be used so as to not overload the Exchange server; the Mass Mailing utility sends the emails out in a controlled manner (approximately 100 messages per minute).

Who can send Mass Mailings?

Mass mailings can be sent by faculty, staff and auxiliaries. However, if someone is sending mass mailings on behalf of someone else, such as on behalf of the President, proper approval is required.

Who should be contacted for a Mass Mailing request, and what is required for Mass Mailing?

The request should be sent via email to helpdesk@csupomona.edu with the following information requirements:

From Formal Name (e.g. Financial Aid)
From Email Address (e.g. finaid@csupomona.edu)
To Email Addresses (list provided in Excel, Word or Text file - preferably in a plain Text file)

Note: A customized list of email addresses, such as data that was pulled from the Data Warehouse.
Subject:
Body Text: (Plain Text or HTML from HTML Editor)

Note: If the email message is to include graphics, an HTML file with hyperlinks to the graphics must be provided. The graphics must exist somewhere on the Cal Poly Pomona Intranet.
Designated Date and Time to send Mass Mailing

Other information:

The requestor can ask to receive a test email message prior to approving the Mass Mailing.

NOTE: If a test message is sent to the requestor, the requestor must approve it before the Mass Mailing will be performed.

This page was last updated on October 29, 2009.