All Building Communication via Email

Department:

Circulation

Purpose:

This outlines the way to consistently send email to faculty and staff who work in the building.

Overview:

Managers will use a number of possible methods to disseminate information to all occupants of the building through email. Possible solutions are to piggyback from the list that Detra Becker, Administrative Assistant to the
Dean of Library Services, has used to send such an email, maintain their own list, or generating the list manually for each email sent. All methods must incorporate checking the list for accuracy of current occupants of the building as this list changes routinely.

Required Knowledge/Skills:

Gmail, basic computer skills

Safety Issues/Precautions:

None

Equipment/Supplies:

Gmail account, current list of staff in building (including Parkhurst staff), computer with internet access.

Procedure:

1. Open your Gmail account by logging in with your Valpo username and password.

2. Ensure you send the email from the MoeCirc account so that all managers will have access to the sent email in the sent folder.

3. Before composing the email, you have a few options on how to proceed.

a. You can copy and paste the recipients from the most recently received email from Detra Becker, Administrative Assistant to the Dean that went out to the whole building.

b. Create your own contact list through Gmail that you can verify with the all building contact list that has been provided and updated by Detra Becker. Instructions to do this can be found through this link: https://support.google.com/mail/answer/30970?hl=en

c. Manually enter each email from the all building contact list mentioned above for every email.

4. Once one of those methods are completed and you have your contacts entered with ensured accuracy, you may begin composing and sending your all building email.