The Process of Sending a Message

  1. Once your message is written, formatted, and approved, do the following:
    1. Forward a copy of your approvals to
    2. Send the approved message, exactly as it should appear when sent, to
      Again, the message body and Subject field should be specified exactly as you want them to appear in the actual mailing.
  2. An automated reply to your message will be generated and returned to you. This automated response will contain a unique identifier that serves as a tracking number for your message. The response will also request that you provide the following information:
    1. Date: When should the message be sent?
    2. From: Who should it be from? Use the email address or group/department alias (e.g. which will be displayed as the sender of the message. Using a group/department alias can make it easier for recipients to identify the sender, and we recommend it for that reason. Refer to the Guidelines for more information on using an alias.
    3. Reply-to: What is the email address to which undeliverable mail and replies to your broadcast mailing should be sent? (It can be the same as the From field). The address you select should be influenced by the number of responses you expect the email to generate and how those incoming messages will be monitored.
    4. Recipients: Who will be getting this message? Note: If you are supplying the mailing list, you should forward it to
    5. Approval: Who has approved this Broadcast Message?
    6. Your phone number: Provide a daytime phone number at which we can reach you if questions arise. If you are on Lync, you can note that as well.
  3. Once your reply containing this information is received, your email message will be processed and a sample of the message — exactly as it will be distributed to the specified target audience — will be sent to you for your approval.
  4. You can modify the message text at any time before you give your final approval. To do so, begin a Forward of the message back to broadcastmail-sample and edit the text in the new message that the Forward creates. The body of the message should contain only the revised message text and the subject field should contain the unique identifier that was returned to you when you initially submitted your message for distribution. For example, if the subject line of the confirmation message was Broadcast Mail Request id=20060124.07:00:57, then the subject line of your revised message would read 20060124.07:00:57. Only the identification number should appear in the subject field; no other text should be included. When you send the message, a confirmation message indicating that the “email message body has been successfully updated” will be returned to you. Following that, a test message will be sent to you for your approval.
  5. If you agree that the message is ready to be sent, confirm this via an email message sent to When this step is complete, your message will be queued for release on the date that you specified.

Get Help

The IT Help Center is the primary contact for all Broadcast Message requests sent to IS&T. You can contact the IT Help Center by submitting a Help request from this page, sending email to, or calling 617-353-HELP.