Before you start #When sending emails to groups, please make sure you do the following:
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What can you do #
You can only send emails to all staff or all students if you have been granted the correct permissions to the following groups:
- Group name: AllStaffEmail ; email address: Staff_AllDepartments@chi.ac.uk
- Group name: AllStudentEmail ; email address: Student_AllYears@chi.ac.uk
You can also send emails by staff email groups, these groups are automatically updated to reflect starters and leavers
Examples:
- Group Name: ITServicesDeptEmail; Email Address: Staff_ITServices@chi.ac.uk
- Group Name: FinanceDeptEmail; Email Address: Staff_Finance@chi.ac.uk
- Group Name: FacultyDeptEmail (Academic Staff); Email Address: Staff_Faculty@chi.ac.uk
- Group Name: SupportStaff; Email Address: Staff_Support@chi.ac.uk
Please ensure the audience you are sending to is the correct one for your message.
All staff are able to send an email to a group they are part of.
In addition, heads of department and staff who have been authorised by their head of department are able to email other groups.
The centralised student email groups in Outlook’s address book are by cohort according to year of entry. These groups follow the naming convention: Student Starters Year of Entry.
The student groups are no more granular than that at present. It may be that an announcement to students through Moodle may be more appropriate.
Emailing centralised staff groups
Centralised Groups have been set up in Outlook to assist with sending email to the wider University community. Membership of these groups automatically updates to reflect leavers and starters.
The centralised staff email groups in Outlook’s address book follow a naming convention: DepartmentNameDeptEmail. Group email addresses also follow a convention: staff_deptname@chi.ac.uk
Examples
Group Name: ITServicesDeptEmail
Email Address: Staff_ITServices@chi.ac.uk
Group Name: FinanceDeptEmail
Email Address: Staff_Finance@chi.ac.uk
Group Name: FacultyDeptEmail (Academic Staff)
Email Address: Staff_Faculty@chi.ac.uk
Group Name: Support Staff
Email Address: Staff_Support@chi.ac.uk
You may notice other groups in the address book that are named differently. These have been set up for a specific purpose by an individual member of staff and the group made publicly available by them. These groups are likely to have an email address containing mailadmin. They are not automatically updated to reflect leavers and starters.
Sending Emails: All staff are able to send an email to a group they are part of.
In addition, heads of department and staff who have been authorised by their head of department are able to email other groups, including top level ones that are an amalgamation of other groups.