How To Send a Campus-Wide Email

Introduction

Sending an email to large segments of the campus population is restricted to authorized email accounts.  If you would like to request permission to send campus emails, please call 812-237-2910. These instructions are intended for individuals who already have access to an authorized account.

Special Concepts

Distribution List

A 'distribution list' is a specialized group which will relay a message to multiple addresses.

Role - or - Provisioning Role

A provisioning role is an account setting that identifies a person's inclusion into subsets of the campus community. See this article for a description of the provisioning roles used at ISU.

Steps to Open the Authorized Email Account

1. Sign in to your account in Outlook on the web.

2. On the Outlook on the web navigation bar, click your name. A list appears.

3. Click Open another mailbox.

4. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Select the Email Recipients                                                  

1. At the top of the page, select New message.

2. In the To field, type the name of the contact group. For example, if you're sending a message to the editors contact groups, you'd type "Editors". Outlook will present you with a list of choices from the address book. Select the appropriate one.

   1. Available groups are:

      1. Staff Roll Up Distribution Group <Staff@mail.indstate.edu>;

         Students Roll Up Distribution Group <Students@mail.indstate.edu>;

         Faculty Roll Up Distribution Group <Faculty@mail.indstate.edu>;

         Affiliates Roll Up Distribution Group <Affiliates@mail.indstate.edu>;

         Retirees Roll Up Distribution Group <Retirees@mail.indstate.edu>

   2. Additional subsets are available by searching for the provisioning role groups.  Use the search term "Role" to find those groups.  For provisioning role group definitions, please see the article listed in the "Special Concepts" section.

3. Fill out the subject and body of the email and then click Send.

Delay Sending                                                 

If you would like the email to be sent at a specific time, click the down arrow on the "Send" button and select your desired date/time (available only on Outlook through the web).  We do not recommend using the client/computer based tool to delay delivery because the computer that sets up the message must be on and logged in before the message will be sent. 

Conclusion

These instructions should help you send messages to large campus groups.

Additional Resources

For additional instructions on using a shared mailbox: Open and use a shared mailbox in Outlook on the web (microsoft.com)