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Houghton College >>
Student
Life >>
Student Programs Office >> Student
Orgs >> CWE
Campus-Wide e-mail distribution
All
campus-wide e-mail must be approved by the appropriate
vice-president or dean.
Requests
must be submitted to the Office of Student Life.
Chartered student organizations are permitted to submit requests
for e-mail 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 e-mail must meet the requirements below.
Individuals are not permitted to send e-mail to these
distribution lists.
The student
organization's advisor must send/forward approval of the e-mail
before it will be distributed campus-wide.
Requests should be
e-mailed to:
kim.cockle@houghton.edu
or
greg.bish@houghton.edu
The event being
advertised must be on the
college web calendar.
Campus-wide e-mail is reserved for events that are of interest
to a significant number of people on-campus. In order to
maintain a low number of campus-wide e-mails, the Daily View
E-mail may be used for smaller events. Any event that
expects at least 50 participants from on-campus should be listed
on the college web calendar. Events must be submitted
on-line at:
http://sp.houghton.edu/calendar
Information and
Contacts
All campus-wide e-mails must include the sponsoring
organization or office and at least one contact person.
All replies to the campus-wide e-mail will be automatically
directed to this person's Houghton e-mail 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.
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 e-mail. You can include a
web address/hyperlink if you want to post something on the web.
Every charted student organization can have web space (contact:
Student Programs Office) to downloadable
documents online.
The e-mail file
size must be 55 KB or smaller.
You can e-mail yourself and check the size column in Outlook.
To reduce file size:
- If you are including a graphic, use a program such as Adobe Photoshop
and reduce the size of the graphic to the final size you want.
Save as "ready for web" or 72 dpi (screen resolution).
- To include 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" e-mails 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 e-mail 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 e-mail or just delete it. Use size, fonts, and
color sparingly.
-- for more advice on creating marketing e-mail visit:
Microsoft Small Business Center
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