Emailing centralised groups or all staff / all students

Before you start

When sending emails to groups, please make sure you do the following:

Make sure your email is relevant to the addressees. Does it really need to go to all students, or is it only relevant to a particular group? Here is a curated list of University social media channels
Make sure you put the email address in the Bcc field
Before you send your message, please check for accessibility

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.

Please note: it is recommended to use the 'bcc' field when emailing groups (to prevent inadvertent 'reply all' emails). see Make Bcc available when emailing

Office 365 (in the browser)

Open a new email, if you do not have a Bcc field, click on Bcc in the top right:

All staff / student emails

You can search for these groups by either the specific name e.g. AllStaffEmail or search for the term allst which will return both groups. Remember to search in the Bcc field.

Staff email groups

Click on the Bcc field to open the address book
Click on the double arrow to the left
Under Directory, select All Distribution Lists
In the Search box, type staff_ and click the search icon.
A list of staff groups (for academic departments and professional services) will be returned. Select the group you want to email by clicking on the plus icon to the right of the name, and then select Save
You will be returned to your email and the group name will show in the Bcc field. You will be able to see how many recipients are in the group

Note: If you do not have permission to send an email to this group, a message will be displayed above the To field

Before you send the email, please check whether it is accessible to as wide a group as possible. Please familiarise yourself with this guide.

Outlook desktop application

All staff / student emails

In a new email, type allst in the bcc field then select Check Names. The allstudentemail and allstaffemail groups will show.
Select the one you wish to email and it will show in the 'bcc' field

Staff email groups

Click the Bcc field to open the Address Book

In the Address Book window, set the following:

Next to Search, check the More columns radio button
In the Address Book drop-down select Global Address List
In the Search box type Staff_ and Select Go
A list of staff groups (for academic departments and professional services) will be returned. Highlight the group you want to email and click the Bcc field, then OK.
You will be returned to your email and the group name will show in the Bcc field.
You will be able to see how many recipients are in the group