Email Instructions

There are several ways to send emails via StarRez. You can send them to one student, a few students, or schedule an email to be sent to several thousand. We recommend any applicable templates be created in StarRez prior to sending out any emails.

Some best practices to take note of:

• For larger populations, over 100, you should be using the email scheduler

• Emails should be scheduled at least 30 minutes before it is set to go out

• Be sure you are using “Dear {NamePreferred|NameFirst},” to identify the student

  • This will focus on their preferred name first if they have one, if not, then their first name will be used

• Before sending out, preview your message to be sure any coding or format is showing correctly

• Emails to more than 50 students should have the bcc copy forwarded to SH-DL-Resident Communications <residentcommunications@ucdavis.edu>

Emailing small populations of students (under 100)

• Step 1

  • Click Main

  • Click Entries

  • Select the entries you wish to send the email to.

  • Click Actions

Open

Open

• Step 2

  • Click Messaging from the left side menu

  • Click Email (Legacy)

• Step 3:

  • Default options will be selected on the Messaging / Email (Legacy) / Choose Delivery, Fields & Templates page. Leave them as is.

  • Select a template from Shared Templates to use for the body of the email if you already have one created. If a template is not selected, you are able to compose an email on the following screen of the Email Wizard.

  • Click Next

• Step 4

  • If a template was used

    • The Email To, Subject, and Body of email should already be populated.

      • Click Preview Email on the right side to see how the recipient will view your email

      • If all looks well, add your BCC and be sure the 'ONLY FIRST EMAIL' box is checked to avoid being sent a copy of every email that is sent out

      • Click Finish/Next*

• If no template was used (you are just entering the content manually)

  • Select one of the blank shared templates based on the population you are sending to

• Email From: Should be left as default, unless you are with a unit who has their own email address to send from, in which case you can select it from the dropdown

• Email To: Will already be populated and will include active and alternate email addresses

• BCC: Add your address this box so you also get the email to send out to staff as a notification

• Be sure the 'ONLY FIRST EMAIL' box is checked to avoid being sent a copy of every email that is sent out

• Add a subject and write the body of your email in the blank space between the intro and signature

• Add Attachments if applicable

  • Attachments have an 8MB max file size.

• Click Preview Email on the right side to see how the recipient will view your email

• If all looks well, click Finish/Next*

Emailing large populations or scheduling an email for a future time/date

• Before you begin

  • Have your dynamic list name ready. Scheduled emails can only go out to dynamic lists, not saved lists

  • Have your template added in the template folder. Scheduled emails require a template

• Step 1

  • Click tools in the left menu and open the Email Scheduler

• Click on Email Scheduler

• Step 2

  • Click New Profile

  • Make a profile description

• Step 3

  • Select your dynamic list from the drop-down menu

  • Select your email template from the drop-down menu

  • Leave the default from address

  • Batch size: We generally use 200 for mass emails. This means the email will be sent in batches of 200. If you have Bcc'd yourself, please be aware, you will get a copy for each batch that is sent out.

  • Click NEXT

• Step 4

  • Decide whether you want the email to be scheduled to send out once or on a different frequency

  • Select the date and time

  • Hit finish and it is scheduled for the dates/s and times/s you selected.

Creating a template (for emails to large populations or regular occurrence emails)

• Step 1

  • Click Admin

  • Click Setup

  • Click Templates

  • Click Templates

• Step 2

  • Click on the shared folder you wish to save your template

  • Select New Template from the top of the menu and name it

• Step 3

  • Click on the template

  • Click Edit

  • Click the drop down and select Email

• Step 4

  • Email From: Leave as default or choose from drop down

  • Email To: Select which address(es) you wish to send the email to. Best practice is to send to Active Email and Alternate Email

  • BCC: Add your address this box so you also get the email to send out to staff as a notification

    • Be sure the 'ONLY FIRST EMAIL' box is checked to avoid being sent a copy of every email that is sent out

  • Add a subject and write the body of your email beginning with:

    • Dear {NamePreferred|NameFirst},

  • and ending with

    • Your Housing and Dining Partners, 

Once finished adding your email message, hit save changes and your template is saved for later use