Mass Mailing: Broadcasting e-mail to the University
OIT's Support and Operations Center (SOC) is responsible for University-wide and large group email distributions. The SOC will receive all requests, facilitate approval for the mailing and post the mailing.
Mass E-mail Procedure
Request a mailing by completing the Princeton University Mass Mailing Request form.
- You will need to provide the following information on the form to ensure prompt fulfillment of your request:
- Requested audience for the mailing – See below for available pre-defined lists and a description of the populations they serve. If your intended audience does not fit any of the existing lists, we will assist you with developing a custom list.
- Replies-to – Replies can be configured when sending to distribution lists; however, please also consider including contact information clearly in the text of the message.
- Subject line – Exact text to be included in the subject line of the e-mail.
- Date mailing is to be sent – Please specify the date the mailing is to be sent.
- Content of the mailing - Content should typically be supplied in a Microsoft Word (.doc, .docx) document, as copying content from PDF files will not properly retain document formatting. Please ensure that the content is properly formatted and ready for approval prior to sending to the SOC for distribution. NOTE - The maximum file size of the Microsoft Word document may not exceed 1MB. Pictures, jpeg files, and pdf files may not contain metadata, which may make it difficult or impossible for people with accessibility issues to read the message.
- Opt-out – This option is available for custom list mailings. If you would like to include an opt-out message, please include the text at the end of your message content. Please note that an opt-out message is required for alumni mailings.
- Attachments – An attachment may be in addition to, or a copy of, the content of the mailing. You may wish to include both the content and a pdf attachment with the mailing to ensure all recipients will be able to view the message in any mail client. Consideration should be given to the size of the attachment as discussed in e-mail best practices (below).
- Errors-to – For custom lists only, you may specify a single e-mail address you would like to receive any “non-delivery reports or bounces” for your message.
Note: CCs and BCCs are not supported.
- When you submit the request, you will receive an e-mail notification containing your request number. Depending on the intended audience of the e-mail, the request will need to be approved by the appropriate University office before the request is processed by the SOC.
- Once the message is approved, SOC staff will prepare the text for electronic distribution and send it out. Messages will be sent out with the reply-to address provided in order to allow for replies to be sent directly back to the requester rather than SOC staff. You will be notified by e-mail when the message has been sent.
- For more information about sending out a mass e-mail, please call 8-4357, or send an e-mail to pu-email@Princeton.edu.
Mass E-mail Best Practices
To increase the likelihood that your mailing will reach the intended audience - and not be classified as SPAM - please consider the following recommendations:
- Avoid messages with a significant amount of content. Instead, consider placing content on a webpage and direct recipients to the page for more detailed information.
- Avoid using large attachments, especially when recipients with external e-mail addresses are included in the message. Attachments and graphics - up to 500KB in size - may be used for small distribution lists.
- Minimize the use of high resolution graphics to reduce the size of your message.
- Message should clearly identify Princeton University and/or your organization as the sender.
- Message should clearly state why the recipient is receiving the message.
- Include contact information that your audience can use to reach out to you.
- Include an opt-out message for communications sent to custom lists.
These lists are pre-defined and based upon information entered in PeopleSoft Campus Community:
- All regular and visiting faculty and staff members on both campuses, both active and on leave (excludes those on long-term disability leave and those who have terminated or retired)
- All main campus administrative and support staff (excludes PPL)
- All Plasma Physics Lab staff (including researcher and engineers)
- All Staff - All main campus administrative and support staff + all PPL employees
- All HR (non-DOF) administrative and professional staff (main campus and PPL)
- Office heads in both academic and administrative departments
- Secondary office heads in both academic and administrative departments
- Office heads in academic departments only
- Secondary office heads in academic departments only
- All faculty and academic professionals appointed through the Office of the Dean of the Faculty
- Academic department chairs who receive mailings only during their term as chair or acting chair
- Academic program directors who receive mailings only during their term as program director or acting program director
- All regular, non-visiting, members of the faculty (including the president and academic officers, and certain select administrators entitled to receive faculty mailings)
- All visiting members of the faculty
- Professional regular, non-visiting, researchers on the main campus
- Professional visiting researchers on the main campus
- Professional regular, non-visiting, specialists/technical staff on the main campus
- Professional visiting specialists and technical staff on the main campus
- All professional regular, non-visiting, librarians
- All professional visiting librarians
- Voting faculty – faculty eligible to vote who receive meeting materials or ballots
- Non-voting faculty – part-time faculty who do not receive faculty meeting materials or ballots
- Special non-voting faculty mailings – non-faculty who receive meeting materials but not ballots
- DOF fellows staff (visiting fellows, postdoctoral research fellows, and visiting research collaborators)
- Postdoctoral research associates and postdoctoral research fellows
- All Undergraduate Students - Includes all currently enrolled undergraduate students.
- All Graduate Students - Includes all currently enrolled graduate students.