Mass Email Options
This tutorial applies to the following operating system(s):
Windows - Macintosh
After completion, you will know the various mass mailing options available at the University of Idaho.
Learn about the mass emailing options available to faculty and staff at the University of Idaho. Options include Mail Enabled Groups, Mailman lists and direct mass emailing through ITS.
Option #1 – Mailman
If you need to regularly email numerous recipients while easily moderating who can post to an address, Mailman is the best solution. It is a fully functioning listserv application. It allows posting to a single email address, web-based subscribe/unsubscribe, full moderation, archiving and a large number of granular delivery options. Mailman requires reading and reviewing the options when the list is initially created.
Option #2 – Bulkmail Server
Information Technology Services maintains a separate bulk-mail server specifically set up to provide bulk email services to specialized applications sending large amounts of email. Access is provided to this system by IP address.
Option #3 – Email Groups
For quick and simple email lists, an email group may be the best solution. This is created with a simple @uidaho.edu e-mail address. The owner of the group will control the list membership through the Account Management webpage (https://help.uidaho.edu) under ‘Manage Groups.’ It is very simple and easy to maintain but does not provide any controls for sender filtering or other services Mailman provides.
Request an email group through the Help Desk. Make sure to provide the following information in your request:
- Department Requesting the group.
- What the group will be named. The required naming convention is to use department prefix's before the name.
- Confirmation from whoever will be the owner.
- Owner's NetID.
- A brief description of why you need it.
Option #4 – UI Mass Mailing
UCM provides the option to send a single message to multiple recipients exclusively within UI. To request this service, please email email@example.com and include:
- Whom you'd like it sent to,
- the message content and
- when you would like it sent.
Option #5 – Native Outlook
Outlook is *not* a recommended method for sending email to large groups unless using distribution lists. There is a default recipient limit of 500 recipients per message. If you prefer to use Outlook and need to increase this limit please contact the ITS Help Desk.
To find out more information about each solution and for assistance with access please contact the ITS Help Desk by email at firstname.lastname@example.org.
If you are a list manager or work with an outside mass mailing vendor (or survey site) and are having difficulty sending to @uidaho.edu or @vandals.uidaho.edu email addresses, please keep in mind certain rules. We do have very active anti-spam appliance software, which will filter messages that “look” like spam. Include your full contact information in messages; include a signature with the department you work with, phone numbers, webpages and other contact information to ensure messages will not be marked as spam.