Purpose

This article describes the guidelines, recommendations, and procedure for sending e-mails to the LETU campus community. 
 

Requesting permission to Send E-Mail to the LETU Campus Community

This permission is granted to select individuals on behalf of their department or division. Each division or department may, at their option, elect to have one or more trusted individuals set up to send email notices to these very large audiences. This request should be made by a member of either the President's Cabinet or the President's Leadership Council.

Click here (or email ServiceDesk@letu.edu) to request this access (after you click select "Request LetNet Account permissions change" and select the "Email" option on the request form).

(See the bottom of this article for a list of currently approved senders).

Guidelines

• Please take special note of steps marked as CRITICAL.
• 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:

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.)

Authorized Senders

The following individuals are currently approved to use the campus-wide emailing functionality above. If you need someone on your team to be able to send to these lists, please email ServiceDesk@letu.edu or click here to request assistance.

• Alan Clipperton
• Alex Eeds
• Angela Jones
• Angela Williams
• Benjamin Caldwell
• Chris Chapman
• Christina White
• Cindy Powell
• Don Egle
• Ethan Cooper
• Ginger Oxsheer
• Jeffrey Quiett
• Kate Day
• Ken Johnson
• Kevin Snyder
• Kristy Morgan
• Landon King
• Lara Rose
• Laurie Shelton
• Lori Beaty
• Michael Schultz
• Mindy Armour
• Monti Channon
• Rebekah Browning
• Richard Dahl
• Ronda Burrows
• Samantha Graham
• Stephanie Bozant
• Steven Mason