Using the Bulk Email Request System

Introduction

The bulk email request system is a good way to reach a broad audience through the general interest TAMU-OPT LISTSERVs. For more information about the guidelines of using this system as well as a list of other bulk email mechanisms available to you please visit the documentation entitled Bulk Email Requirements.

Quick Information

The bulk email system can be found at https://bulkmail.tamu.edu/.

NOTE: Please make sure you read the requirements before filling out the bulk email request. This may help to prevent any delays or rejection of your bulk email request.

1. Start by going to https://bulkmail.tamu.edu/ and clicking on the Get Started button.
2. Log in to the "Central Authentication System" using your NetID and your NetID password. 
3. The first step is to enter the General Information of the bulk email. Enter the information requested for each field displayed on the page after you log in to the bulk email system. The following is an explanation of these fields. 
   1. Requester Information:
      1. This section will be automatically filled in with your official name, your department, email address, and phone number. Both the email address and phone number will match those listed in A&M’s public directory. If no phone number is listed, “none” will appear next to the Phone field and an alternate phone number will need to be provided. Though your information is listed here, this does not necessarily mean your information will be displayed as the sender of the bulkmail nor the individual that will get the replies when someone replies to the bulkmail.
      2. You will also need to select your or your organization's affiliation with the University (departmental, individual, or student organization/government). Undergraduates requesting bulk emails are required to provide their supervisor's contact information.
   2. From Information:
      1. The information provided for this field will show up in the "From" field of the bulkmail that is delivered to the requested recipients. You should enter a name and email address of an individual, department or organization that the recipients will recognize and not treat as junk mail. This is not necessarily the email that will be used when someone replies to the bulkmail.
   3. Follow-up Emails:
      1. This section will be automatically filled in with your official name, your department, email address, and phone number. Both the email address and phone number will match those listed in A&M’s public directory. If no phone number is listed, “none” will appear next to the Phone field and an alternate phone number will need to be provided. Though your information is listed here, this does not necessarily mean your information will be displayed as the sender of the bulkmail nor the individual that will get the replies when someone replies to the bulkmail.
   4. From Information:
      1. The information provided for this field will show up in the "From" field of the bulkmail that is delivered to the requested recipients. You should enter a name and email address of an individual, department or organization that the recipients will recognize and not treat as junk mail. This is not necessarily the email that will be used when someone replies to the bulkmail.
   5. Follow-up Emails:
      1. This is the name and email to which recipient replies to the bulk email will be delivered. Enter the name and email for the section only if it is different from the previous "From" section. 
         NOTE: If an email address is not entered, responses will automatically be sent to the “From” address. Additionally, some email clients do not utilize the “Reply-to” feature so some replies may still go to the “From” address.
   6. Preferred Distribution Time frame:
      1. This is the actual date and time or time frame during which you would like the bulk email to be sent out. Processing and distributing the bulk email request can take a minimum of three business days, please plan accordingly. NOTE: Bulk emails are not sent on weekends, holidays, or dates significant to the university (ie. silver taps).
   7. Explanation of Purpose:
      1. A brief explanation of why you are wanting to send the bulk email request.
   8. Signature Block:
      1. This will be added to the end of the email and should include who the email is from including any contact information you would like sent to the recipients. An example signature is provided.
4. After you complete the information request on the "General Information" page, click the Next button. This will take you to the Add Message page.
   1. Subject of Email:
      1. The subject of the bulk email that will be sent out. This should be no longer than 60 characters.
   2. Message Format:
      1. You can choose Plain Text or HTML. Please note that HTML formatting of a message is the responsibility of the sender.
   3. Message Provision:
      1. You can submit the message as an attached file or by typing in the text. Acceptable file formats are .txt, .doc, and .docx, with a 300K file size limit.
5. After entering the message information, click the Next button.
6. This will bring you to the Choose a Distribution List page. You can either upload your list of recipients, choose any of the precompiled lists or if none of the options gives you the exact audience you need you can submit a special request distribution list. Click Next to continue. 
7. For all of the distribution lists there will be additional clarifications to make. This clarification will vary depending on the type of list chosen. For example, choosing the “Student Distribution List” will require you to choose the campus (Galveston, College Station, and/or Qatar), whether you would like to send to a specific college and/or major, and then selecting that college or major.
8. You are almost done! At this point, you will be able to review the bulkmail request information. To edit the information, click Edit Request. To confirm it, click Confirm.