Now that we have the capability of posting email messages to all faculty and staff simultaneously through Exchange/Outlook, we would like to suggest some guidelines to make sure that this capability is used to greatest effect to convey those messages that are truly of community-wide interest and importance.

The following guidelines are adapted from those in use at Middlebury.  They have had this capability for some time, and these general guidelines are fairly well respected by all (or the sender usually gets swift feedback from colleagues).

* Messages should relate directly to Institute events and activities. Announcements of non-Institute events, fund-raisers, activities, etc. should be handled through other channels. MIIS@work is happy to publish such announcements, and we will continue to use the MIIS Faculty and MIIS Staff emails to publish the latest blog headlines.  This gives the reader the opportunity to choose items of interest, and reduces the number of separate email messages people receive in their already-crowded boxes.

* E-mail blasts should be avoided for Institute events already listed on-line or in publications, unless there is significant supplemental information or last-minute changes in location or time.


3 Comments so far

  1. Brenda Rowe on December 18, 2008 12:10 pm

    How do we send messages to faculty and staff through outlook. No training was provided when we were given outlook. I am still doing them through first class as this is the first I’ve heard of the capability to do this through outlook. Please provide instructions.


  2. Greg Harris on December 18, 2008 4:37 pm

    If you select “To:” within a new email, the Directory should come up. Make sure ‘MIIS’ is selected in the Address Book column. Then type MIIS in the Search field and you should see MIIS Faculty and MIIS Staff come up, listed in bold.

  3. Jen Hambleton on January 9, 2009 12:01 pm

    Also, if you’ve ever used the “Mail Merge” function in Microsoft Word, you should know that you can also do the same thing in Outlook. We maintain a list of the policy students with their email addresses in an Excel spreadsheet, based on info. from Records each semester, and I’ve used this to send appropriate emails out to all of our students.

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