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Getting Your Word Out

Updated April 10, 2004

On this page

Emailing a Group of Faculty or Staff
Emailing a Group of Students
Options for Creating Brochures, Posters, Printed Materials
Creating a Web Page
Managing a Site on Webuser

Emailing a Group of Faculty or Staff

When you need to quickly communicate relevant information to a broad group of people, you will need to know how to email a group of coworkers or colleagues.

You can easily e-mail a group of Faculty and/or Staff using Outlook. The Global Address List for all Exchange users in the School contains both individuals and distribution lists for divisions within the school - for example All Business School, All Faculty and Secretaries, Admissions, etc. These lists can be browsed and selected by opening a new message then clicking on the "To" button. Lists appear in bold with a Multi-person icon, and are mixed in with individual names. To see only the lists, click on the down arrow in the "Show Names from the" field and choose "Distribution Lists" under "Business School." Once you learn the exact name of the list, you can simply type the list name in the "To" field and it will validate.

To create your own distribution lists in Outlook, go to File - New - Distribution List. Click on the Add button to add names from the Global Address List or your contacts. Click on New and fill out the form to add other addresses.

Guidelines: Use caution with Global Emails - they can be over used. Be sure to check your spelling and your tone. It is a breach of your University agreement to use this service to spam, promote personal for-profit Business, etc. - use this service within the University Guidelines.

Emailing a Group of Students

You should know how to email a group of students in instances when you need to quickly and easily communicate relevant information

You can easily e-mail a group of students. There are three different methods:

Using iMpact:  From the Business School web site, you will need to log into iMpact if you have not already. In iMpact, click on the Directories and Contacts link in the top menu bar of the web site.  Select the Student Directory from the Impact section on the side menu bar.  You can e-mail a whole class, a section, or a specific course or individual. Select the intended group from the drop down arrow, then click the Send Message button. Enter your text in the form. Note you can add additional e-mail addresses, and check the box to send a copy to yourself. Attachments are not possible using this messaging service. Please note this service should be limited to Business School and professionally-related activities only.

Using Outlook with the Outlook Download program:  A method to message groups of students is possible using Outlook. You must first install the "Outlook Download" program (available from iMpact's Software section) then download the students' e-mail and contact information into your Outlook/Exchange account. You can download a whole class, a section, or a specific course or individual. You can create distribution lists from these contacts in Outlook for reuse.

Using Wolverine Access or CTools (for Faculty):  A third method is for faculty to use their roster within Wolverine Access or CTools.  

Related Topic: See E-Mailing Your Class (in the eCourseMaterials for Faculty and Secretaries module) for detailed instructions using Wolverine Access and CTools to e-mail students.

Guidelines: Use caution with Global Emails - they can be over used. Students are particularly sensitive to this due to the large volume of email they receive. Be sure to check your spelling and your image. It is a breach of your University agreement to use this service to spam, promote personal for-profit Business, etc. - use this service within the University Guidelines.

Options for Creating Brochures, Posters, Printed Materials

If you have a message to promote, you should know what services are available within the Business School.

The Office of Communications guides all public correspondence. Please work with them if your project is of this nature.

You have several approaches to creating printed materials: either do it yourself and arrange for printing, or do it with partial or full assistance.

If you create a document yourself, you can arrange for color printing with our MultiMedia department. They offer a full color poster printer and color printer/copier, as well as design and development services.

If you prefer partial or full assistance, check with our MultiMedia department.

You can also arrange with an external service. The University's Department of Marketing and Communications provides design and printing coordination services. You can also contact local printers around town.

Creating a Web Page

It can be useful to have a web presence.

Faculty and staff can create a web page and host it on the Business School Webuser web server. When appropriate, these pages can have the iMpact banner and menu integrate with the iMpact site. You may put up a personal (not for-profit) website in your space as well.

Microsoft Front Page is used for creating and editing web pages is included with Office 2000/XP installation.

You must have rights to Webuser. Please request this from the Helpdesk. For assistance in learning to use Front Page and using the Webuser server, please contact the Computing Services Trainer - current contact information is listed on the Who to Call for Assistance page.

For more details, see the Web Services page in the Technology site.

Managing a Site on Webuser

If you need to maintain a web presence, you need to actively manage your pages.

From your office computer you can navigate to your folder(s) and files on R:\Web\Webuser. From home or a remote location you can FTP to the Webuser server at allfiles.bus.umich.edu. Navigate to R:\Web\Webuser to locate your folders and files. See the Network - File Access page in the Technology site for more details.

Files on Webuser have the web address http://webuser.bus.umich.edu/your uniqname (or path to your folder location).

To edit a page, open it using FrontPage's File - Open command, since double-clicking on the .htm files will launch them in your web browser and not in the editor.

• If you are responsible for a site, keep it fresh and up to date.
• If more than one person can edit the site, be sure you coordinate so that you don't overwrite each other's work.
• Remember your URL is comprised of your folder path and file name. Use names that are short, easy to remember and descriptive for your audience - and that you can easily figure out in the future!
• Save your changes in order for them to be visible on the web.
• When editing, be sure to test your page using this full Internet address to ensure you see what others will see. Use the Browser's "Refresh" or "Reload" toolbar button to see changes made since the last save.

For details, see Web Services - Using Webuser in the Technology site.