Sending Information to the Campus Email Lists

Distribution Steps for Informational Messages

There are two types of email distributions:

• Informational messages
• Broadcast messages

Informational email messages inform the community of: 

• Upcoming events
• Non-emergency information regarding the campus operations

Broadcast messages:

• Are sent by the senior administration
• Carry the signature of a VP or the President
• Are emergency information that must be handled immediately

To send an informational message:

• Compose your message
• Address it to the appropriate email list(s)
• Send your message for approval

Approval will be requested by the approver(s) of the email list(s) you used:

• If approved, your message will be delivered
• If not approved, your message will not be delivered
• If your message is not approved to be distributed, it will be returned to you with a notification that it was not approved for distribution
• Please allow at least four business days for approval of all informational messages

Five E-mail Lists are Available:

• All Students
  mcccstudents@mccc.edu
• All Employees
  mcccemployees@mccc.edu
• Full-time Faculty
  mcccfaculty@mccc.edu
• Adjunct Faculty
  mcccadjunct@mccc.edu
• Staff Who Teach as Adjuncts
  staffadjuncts@mccc.edu

Tips & Tricks for Composing Informational Email Messages

When composing an email message to be sent to a large group of people, it is important to anticipate the information the recipient will need to take action on the message contents.

Please note that when you compose and submit a message to be delivered as an Informational Email (approved by one of the approvers for the requested list), your email address will be listed as the “From” address and all replies will return to your Inbox.

Thinking ahead and including these key components will reduce the number of replies that are generated from distributing a message to any large group of people.

Key Components

• A subject line that clearly and concisely describes the message content

• • Include the topic or the name and date of the event you’re writing about
  • Title Case the Subject Line

• In the body of the message, use clear and straightforward language. 

• • Keep the sentences short and to-the-point. 
  • Use active tense, ensuring the subject is close to the verb in each sentence.
  • Using brevity, describe all of the information necessary to convey your message.

• If there are event details, use bullets to indicate them, like this:

• • Name of Event
  • October 15, 2022
  • 2:00 p.m. to 3:30 p.m. 
  • Student Center, room 212 (spell out complete names of buildings)

• If there is a link to more information, insert a hyperlink into your message.
• If appropriate, indicate the sponsoring office and who they can contact for more information, complete with email address, phone number, and website.
• If you are asking the recipient to take action, be sure you have tested the action they should take before sending the message.