Sending E-mail to the LETU Campus Community

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Purpose

This article describes the guidelines, recommendations, and procedure for sending e-mails to the LETU campus community. This permission is granted to select individuals on behalf of their department or division and must be requested from IT. Please take special note of steps marked as CRITICAL.

Guidelines

  • To avoid overload of E-mail inboxes in the LETU campus community, mass communication with the campus over e-mail should be limited to only those instances when e-mail is the appropriate method. Alternative methods of communication are described in Methods for LETU-Wide Communication.
  • Mass e-mail communication must be approved by the appropriate cabinet member and sent by an approved designee.
  • E-mails must contain the following elements
    • A valid, generic FROM: address (Usually letu@letu.edu)
    • CRITICAL: The TO: must be blank.
    • CRITICAL: All recipient groups must be listed in the BCC: field
    • A descriptive subject line
    • Well-formatted and spell-checked content
    • REQUIRED BY LETU POLICY: A valid personal e-mail signature that conforms to LETU signature guidelines

Distribution Lists

A limited selection of distribution lists are made available to facilitate emailing the major groups within LETU's community. The membership in these groups is automatically updated approximately once a day. These groups are as follows:

Email Address Contains Notes
dl-fs@letu.edu All full-time/part-time staff, faculty, and adjuncts Does not include any temp/occasional accounts
dl-fs-plus@letu.edu This distribution list combines the membership of the following lists:
  • dl-fs@letu.edu
  • dl-letuoccasional@letu.edu
  • dl-volunteers@letu.edu
This list has a little further reach than the dl-fs@letu.edu list, and will pick up people who are working short-term or volunteering for LETU.
dl-students@letu.edu All students with a LETU email address. This includes dual-enrollment students. Does not include prospective students. These accounts do not have LETU email addresses.
dl-letuassociates@letu.edu
  • AERO Envoy employees
  • Board members
  • Consultants
  • Contractors
  • Dual enrollment teachers
  • Dual enrollment teaching assistants
  • Emeritus
  • Transitional employees
LETU Associates is a broad classification of accounts that have some relationship with LETU, but do not technically fall into the faculty, staff, or student categories.
dl-tempoccasional@letu.edu All Temp/Occasional employees Temp/occasional employees include accounts like Belcher Center ushers, summer camp workers, or other temporary accounts.
dl-volunteers@letu.edu All volunteers  

Recommendations

  • Attachments are not recommended. Instead, host any documents on an LETU website or SharePoint and provide links within the body of the e-mail.
  • Since all e-mails must pass through the M365 antispam filter based on their own merits, we recommend:
    • Avoiding use of ALL CAPS
    • Avoiding overuse of exclamation points or sensational language.

Procedure

  1. Compose your e-mail in the desktop Outlook application. Be sure to include a valid e-mail signature.
  2. Compose an appropriate Subject line.
  3. Spell-check your e-mail and double-check formatting.
  4. Enter letu@letu.edu in the FROM: field.
  5. CRITICAL: Enter the recipients in the BCC: field. (Instructions for viewing the BCC: field.) If you wish to test how the e-mail looks before you actually send it out, put your own e-mail address in the BCC: field at this step. A select 
  6. Set the REPLY-TO: e-mail Address in the Message Options under Options > Direct Replies To > Have replies sent to
  7. Send your e-mail.
  8. Victory dance.

Example:

(NOTE: allfacultystaff@letu.edu is not a real e-mail address, so don't try to send to it unless you're starting a collection of rejection messages.)

 

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Details

Article ID: 121922
Created
Fri 12/4/20 10:04 AM
Modified
Thu 9/28/23 3:11 PM