Sending Mass Email at EIU: Start Here

So you want to send an email ...

Use this quick guide to choose the right path and avoid delays, delivery issues, or account lockouts.

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Emailing All Employees or All Students

If your message is going to:

  • allemployees@eiu.edu
  • allstudents@eiu.edu
  • any other "sendall" EIU email list address

You must go through Marketing & Communications.

These messages require approval and are sent through a controlled process to ensure delivery and system stability.

Marcom Request

Emailing a Large Internal Group (100+)

If you are sending to:

  • Department lists
  • Student groups
  • Event invitations

Do not send through Outlook.

Large sends from individual accounts are often blocked or flagged.

Instead:

  • Contact Marketing & Communications
  • We’ll help you send it using an approved method (including no-cost options)

Marcom Request

Emailing Prospective Students

If your message is going to:

  • Prospective students
  • Applicants
  • Students in the enrollment funnel

These emails must be sent through Enrollment Management using the PRM.

This ensures:

  • Proper targeting
  • Consistent communication
  • Accurate tracking

Enrollment Management

Sending External or Ongoing Communications

If your message is:

  • Going to parents, alumni, or external audiences
  • Part of a recurring email or marketing campaign

You have two options depending on your needs and budget:

  • Option 1: Campaign Monitor (Recommended for ongoing use)
    • Best for departments that want to manage their own emails
    • Full control over timing and content
    • Branded templates
    • Built-in analytics
    • Subscription cost applies

Marketing & Communications can help with:

      • Account setup
      • Branded templates
      • Email analytics
  • Option 2: Work with Marketing & Communications
    • Best for one-time or occasional sends
    • No cost to your department
    • Sent on your behalf through an approved platform
    • Requires additional lead time and coordination

Contact Marcom

Need Help Deciding?

If you’re unsure whether your message should be an email or where it should go, submit a Marcom request and we’ll help you choose the best option.

Marcom Request

EIU Campus Mass Email Guidelines & Policies

Before You Send: Does This Need to Be an Email?Email can be a powerful tool when used well. It can also be one of the easiest ways to overwhelm your audience and have your message ignored.

Before submitting a request or sending a message, take a moment to ask:

  • Does this apply to most of the audience I’m emailing?
  • Is this information essential or time-sensitive?
  • Is email the best way to reach this group, or just the most convenient? If the answer to any of these is "not really," it’s worth considering another approach.

Not Everything Needs to Be an Email!Students, faculty, and staff receive a high volume of messages every day. When everything is treated as urgent, it becomes harder for truly important information to stand out.

In many cases, your message may be more effective through:

  • The EIU Event Calendar
    Events are sent in the EIU Daily Digest email as well as the weekly campus events email
  • University Newsletter
    Newsletter content is also included in the EIU Daily Digest email
  • Departmental newsletters
  • Social media
  • Digital signage, posters, or table tents
  • Direct outreach to a targeted group

For student communications in particular, EIU is continuing to expand tools like Navigate 360 to deliver more relevant, timely messages through the right channels.

Choosing the right platform increases the chances your message is actually seen and acted on.

Use Email When It Matters MostMass email should be reserved for messages that are:

  • Relevant to a broad audience
  • Important to university operations, deadlines, or safety
  • Necessary for employees or students to take action

If your message fits those criteria, we’ll help make sure it is delivered effectively. If not, we’re still happy to help you find a better way to share it.

Please Note