Choosing the Best Method for Sending a Message to a Group

Sending a message to...

About this method:

All Students, Faculty and Staff

UVAnnounce
This method uses the UVAnnouncements channel in UVLink, so everyone who should see it, can see it, whether they use e-mail or not. Messages are provided in UVLink and/or sent through e-mail to individuals with a specific Banner or UVLink Role (student, employee, etc.) When used for e-mail, this method requires a great deal of system resources, since every recipient's copy of the message is delivered and stored separately in the e-mail system. This method is recommended for most communications with students, but rarely using the e-mail option. If e-mail isn't used, this method requires the very least system resources overall.

Students in a class

Class Lists via UVLink/Banner Self-Serve
These lists are customized to each class and section an instructor teaches.  Both Detail and Summary Faculty Class List options provide a link at the bottom of the page to “Email class”.  This link uses your e-mail client to send a message to every enrolled member of the class at his/her UVLink e-mail address.  In addition, within the page, a link to send e-mail to each individual student is provided.  This method is useful for sending to the entire class or to individual members of the class.  If a class is large, this class link may not produce the results desired.  See the Service Desk Knowledgebase for help with this known problem that is out of UVU’s control.  When messages are sent using this method, an individual copy of the message is stored in each student’s e-mail account, which could consume a lot of system resources if message content is large.

Small groups within Exchange/Outlook

Automatic Distribution Lists
These lists are found in the Exchange Global Address List (GAL), so everyone in Outlook can use them. Only Exchange accounts can be included in these lists. These lists are automatically maintained based on Banner data, so as people are hired or terminated, nobody has to make changes to the lists to keep them up to date. People who should be included but aren't automatically can be added manually, and people who shouldn't be included but are automatically can be removed manually. These lists are best for small to medium size groups, but not large groups, since anyone can send to them, possibly causing some to consider them spam lists or providing the possibility of very large reply-to-all loops, leading to major system problems.

Custom/Ad Hoc Distribution Lists

These lists are found in the Exchange Global Address List (GAL), so everyone in Outlook can use them. Only Exchange accounts can be included in these lists. These lists are not automatically maintained based on Banner data, so as people are hired or terminated, the list administrators have to make manual changes to the lists to keep them up to date. People who should be included must be added manually, and people who shouldn't be included must be removed manually. These lists are best for small to medium size groups, but not large groups, since anyone can send to them, possibly causing some to consider them spam lists or providing the possibility of very large reply-to-all loops, leading to major system problems.

Groups of individuals not found in automatic lists

Mach5 Mailer
This program can do Mail-Merge type operations, but doesn't have to. It is optimized for sending to large numbers of individuals, and it sends a separate message to each individual. This should be used when a large database of e-mail addresses must be sent to, but only if another method doesn't provide access to the same group. Customized messages, very fast sending, and disparate e-mail addresses in a database are what Mach5 Mailer does best.

Groups of employees based on Banner data

Special Distribution Lists – Best for groups of employees based on Banner data
These lists provide access to Exchange accounts only, and are not available only to Exchange/Outlook users. You must have permission and administrators must give you access to send to these lists. These lists are used for custom groups, usually very large. Special programming is done to create and maintain these groups automatically. The special construction of these lists makes them similar to Automatic Distribution Lists.

Combination of UVU and non-UVU membership

Regular Mailing Lists
These lists are true "ListServe" style mailing lists. Many options are available for subscription, limiting sending or reception of messages, and so forth. A web-based management utility is available for requesting new lists and maintaining existing lists. Lists can be very large or very small, depending on the needs of the list. Message size is strictly limited on all mailing lists, due to the extreme amounts of system resources they may use when sending to a large list. Senders and recipients (subscribers) to this type of list can be any Internet email address. This method requires a great deal of system resources, since every recipient's copy of the message is delivered and stored separately in the e-mail system.