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Houghton College >>
Student
Life >>
Student Programs Office >> Student
Orgs >> CWE
Web Calendar and
Campus-Wide Email
All
campus-wide emails must be approved by the appropriate college
vice president.
College web calendar
Any event that
expects at least 50 participants from on-campus should be listed
on the college web calendar. Any events expecting less
than 50 participants should not appear on the web calendar, and
therefore do not qualify for a campus wide email. Campus-wide
email is reserved for events that are of interest to a
significant number of people on-campus. Events must be submitted
on-line at:
http://sp.houghton.edu/calendar
Information and
Contacts
All web calendared
events and campus-wide emails must include the sponsoring
organization or office and at least one contact person.
All replies to the campus-wide email will be automatically
directed to this person's Houghton email account.
Specifics about the event must also be included:
Actual date -- not just
TONIGHT,
but
TONIGHT, Monday, Sept 1
Time of event
Location
Any admission fees or cost
At least
one-week (7-days) lead time is expected.
Shorter requests will be considered as time allows.
Campus Wide
Email Attachments
Unless
absolutely necessary, you
should NOT use/include an attachment. They are typically
large in size, and due to virus concerns, many people will not
open attachments in this type of email. You can include a
web address/hyperlink if you want to post something on the web.
Charted student organization can have web space (contact:
Student Programs Office) to downloadable
documents online.
Campus Wide Email file
size must be 75 KB or smaller.
In order to
facilitate both sending and receiving emails, the file size of
each campus wide email is limited to 75 KB per email. In order
to check the file size of an email you can email yourself and check the size column in Outlook.
There are a number of options to reduce file size:
- If you
have access to graphic design software (such as Adobe Photoshop)
you can reduce the size of graphics. Typically the image size
should be approximately 6 inches x 4 inches at a resolution
about about 125 pixels per inch. You can use the "Save for
Web and Devices" option to view the image a variety of file
sizes.
- You can also
insert an image (using Outlook). Click on the image inserted. On
top menu bar select PICTURE TOOLS. Select COMPRESS PICTURES.
Select ALL PICTURES IN DOCUMENT and the option for WEB/SCREEN.
Select OKAY and APPLY.
- Writing text
in the email (and not in the image) will have significant
file size. You can insert the image and then type into the email
the text needed.
Using an image
in an email:
- To use an image, save the image as the smallest file size as you
can, then create a new HTML email (new>format>HTML (if Rich Text
is selected, you will need to switch the email to the plain text
format, and then switch to HTML).
- With the cursor in the HTML email body, choose Insert>Picture>Browse
and select the image you would like to include.
- Typically "plain text"
emails are very small.
- Rich text (without graphics) is also relatively small. Using
"Copy/Paste" from another program with a graphic typically will
make the file size too large. Instead, create the email in HTML
format. For a graphic use: Insert >> Picture >> Browse.
- If you use Rich Text format it is suggested that you do not use a font
larger than 36 point. While larger fonts can add emphasis,
we have found that people look for as much information on the
preview screen or initial screen as they decided whether to
"read" the email or just delete it. Use size, fonts, and
color sparingly.
Student and
Student Organization requests
must be submitted to the Office of Student Life.
Chartered student organizations are permitted to submit requests
for email advertisements to be sent to the campus-wide
(typically, students only, although faculty/staff lists may be included
upon special request) distribution list. Approval should
not be assumed; the email must meet the requirements below.
Individuals are not permitted to send email to these
distribution lists.
The student
organization's advisor must send/forward approval of the email
before it will be distributed campus-wide.
Requests should be
emailed to:
kim.cockle@houghton.edu
or
greg.bish@houghton.edu
Campus Events
and Offices (Our Common Ground, Artist Series, Lecture
Series, etc) requests
must be submitted to the Office of Student Life.
.
Academic
related
requests must be submitted to the Office of the Academic Dean.
.
Community-based
requests
must be submitted to the Office of Student Life.
While these
emails are very limited, there are situations where a
community-based event significantly impacts either students and
employees, spaces typically available across campus, or the
campus in general. Emails about these events will be reviewed
and approved by the vice president for student life.
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