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- E-mail Direct messages are official University communications, and therefore, individuals may not opt out of receiving them.
- Authorization & Approval
- How to Send an E-mail Direct Message
- Benefits of E-mail Direct
- Drawbacks of Bulk E-mail
- Tips & Reminders
- Help & Additional Information
NYU E-mail Direct is a bulk e-mail service through which preauthorized NYU faculty, staff, and administrators can request to send an e-mail message to a well-defined segment or segments of the University community or to the entire University community. When properly used, mass e-mail is a powerful tool for conducting business swiftly, without generating large amounts of paper.
Before using E-mail Direct, please read the Appropriate Use of E-mail at New York University Policy.
Authorization & Approval
E-mail Direct typically requires authorization by a dean. If you are an NYU administrator or faculty or staff member, you can request access by contacting your school's dean. If you're not sure whether you meet eligibility requirements, send a message with your name, title, and reason for desiring access to email@example.com.
For approval of specific messages, ITS suggests that for mailings to students in a school, a Dean can designate a person to approve mailings; for mailings to more than one school, see the Restrictions section, below.
- During the final two weeks of the Fall and Spring semesters, only emergency University-wide mailings are permitted to students.
- Reminder mailings about previously sent messages are not permitted.
- You should not send notification of lectures or events to the entire University unless they are truly University-wide events. Events may be posted on the NYU Calendar, or targeted to specific groups.
- After approval, cross-University mailings may be sent, but there is a limit per sending group. Schools are allowed two per semester plus one in the summer (five total for the year). Administrative units are allowed two per semester (four total for the year). Should your school or division need to send out additional cross-University messages above and beyond these limits, we will consider your request on a case-by-case basis. Please put a request in e-mail and send it to firstname.lastname@example.org and these requests will be reviewed by the Office of the Provost.
- While we do permit non-NYU addresses to be added to a recipient list, Email Direct is not a service that should be used to to market an initiative or program to a community who are not associated with NYU. An important distinction of the Email Direct service is that it does not allow an individual to unsubscribe from a list as messages are considered official university communications.
Should you wish to promote your intiative to a non-NYU community, please use our NYU Lists service.
How to Send an E-mail Direct Message
Please follow the instructions on the E-Mail Direct Message submission page.
Benefits of E-mail Direct
Using E-mail Direct ensures that e-mail lists are kept confidential (a requirement at NYU), that systems are properly scheduled for orderly delivery, that bounced e-mail and other anomalies are handled in a structured environment, and that mailings are coordinated across the University. Because addresses are pulled from an up-to-date database rather than being retrieved from the user, the recipient list remains both accurate and typo-free.
Drawbacks of Bulk E-mail
At times, we all object to uninvited communications such as paper bulk mailings, and phone calls selling services. Unsolicited e-mail is frequently sent by commercial entities and may represent "spam" to recipients. Because the Internet grew out of a research and academic tradition where commercial transactions did not exist, some people using e-mail are highly sensitive about keeping the channel uncluttered and effective for desired communications. As a general rule, send messages that are of specific interest only to your targeted group. Don't send "general announcements" as they are likely to create a negative response. Limit the size and number of your mailings.
Tips & Reminders
When sending messages through NYU E-mail Direct or on your own, keep the following points in mind:
- It is not possible to send an attachment using E-mail Direct. Doing so increases network and disk usage unnecessarily. The preferred method for distributing files is to place it on your website and provide a link to it in the E-mail Direct text message itself.
- Limit the size and number of mailings. Infrequent use of e-mail to distribute information is generally acceptable. However, people generally do not like to receive unsolicited e-mail, even though that e-mail may be official University business. By saturating your audience with direct mailings, you may create a negative response to your activity or announcement.
- Plan in advance to deal with responses to your e-mail and, if you send it yourself, to receive rejected (bounced) messages for erroneous or obsolete addresses. For a large list, this can be a significant burden. If you are mailing to an audience whose addresses have been extracted for you from an NYU database, you should report rejected mail to AskITS@nyu.edu so that the incorrect addresses can be corrected in the University's e-mail directory. If E-mail Direct sends your e-mail, we will receive and correct bounces and other anomalies.
- Have ITS create an e-mail alias (e.g., email@example.com) to be used for the "From" address on your e-mail. This will allow recipients of your mail to send a reply to an organizational address rather than to the individual who sent out the mail.
- When your information can be made public, instead of sending a long message, make a web page and send its URL. This limits the size of the e-mail, allows you to format the information more to your liking, and gives the recipient a feeling of greater control.
- Remember that not all members of the University community have e-mail. Also, not everyone who does have e-mail reads it regularly. Sometimes, people get accounts and never use them!
- Keep in mind that in the aggregate, e-mail is not a free service. Schools pay the costs of maintaining NYU-NET and computer systems and support, all of which are necessary for smooth functioning of e-mail and related services.
Help & Additional Information
If you still have a question after reading this page and the Appropriate Use of E-mail at New York University Policy, submit it via e-mail to firstname.lastname@example.org.
Page last reviewed: May 14, 2012