Smith has five categories of email available for use on campus. Depending on the content and recipients of the message, select the appropriate procedure as described here:
This category of email is sent from one member of the Smith community to one or more internal and external mail recipients using a the sender’s Smith Mail account. Typically the message is addressed to a small number of individuals or to a personal distribution list with fewer than 100 names.
Distribution List Mail
This category of email is sent to members of a pre-defined group: all faculty, all staff, all students, all members of the Smith community, etc.. These emails are sent by the Office of College Relations from a special username (for example, President’s Office) via Smith Mail to the specified distribution list.
System Generated Mail
This category of email includes notifications produced as a result of an automated process. This includes notification to employees indicating online availability of paychecks, to students requesting completion of a course evaluation, or to a new student indicating assignment of a PIN. These mailings are sent via smtp.smith.edu using a server-to-server process.
Client-Generated Mail Merge
This category of email is sent from one member of the Smith community to a list of internal and external mail recipients using a mail merge process. A typical process involves developing a list in Excel and merging customized content with Word to generate personalized emails. These messages are sent via an email client with an outgoing mail server profile of smtp.smith.edu using a client-to-server process. Replies are directed to a Smith Mail user account.
Broadcast and Bulk Formatted Email
This category of email is sent by creating a message and sending it to a selected list of recipients, usually in large volumes. The message typically includes special graphics or styles that are lost in other mail delivery systems. Third party services (PCI, Word Cast, and Harris) are used to deliver broadcast email and may include features for tracking delivery and managing replies. Examples include eDigest and the alumnae and admissions newsletters.