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Mass Email FAQ

  1. What are the sizes of the most commonly mailed to groups?
  2. How late in the process can changes be made to either the message, the date of the mailing, or the audience?
  3. Can attachments be sent via mass email?
  4. Can I send a message with bold, colors, underlines, or other HTML formatting?
  5. Who approves the sending of the message?
  6. What requirements are there for sending a message?

1. What are the sizes of the most commonly mailed to groups?

The following totals are the approximate sizes of the most commonly mailed to groups on campus, with the cost of a standard mailing.

Target Group
Approximate Group Size
Approximate Cost
All Students
42,000
$1,410
Graduate Students
12,000
$510
All Undergrads
30,000
$1,050
Seniors
9,500
$435
Juniors
7,500
$375
Sophomores
6,500
$345
Freshmen
6,500
$345
All faculty and staff
14,000
$570

2. How late in the process can changes be made to either the message, the date of the mailing, or the audience?

Changes can be made to the message, the date and the audience up until 24 hours before the date/time the message is scheduled to be sent or before noon on Friday for any job scheduled after 4PM on Friday and before noon on Monday.

3. Can attachments be sent via mass email?

Yes, attachments can be sent with mass emails for a flat fee of $50, which includes our other advanced features.

4. Can I send a message with bold, colors, underlines, or other HTML formatting?

Yes, HTML formatting is allowed for a flat fee of $50, which includes our other advanced features.

5. Who approves the sending of the message?

The message is approved by either the Registrar's Office or the Office of Budget, Planning, and Analysis, depending on the target audience of the message. The Registrar approves messages to students and the Office of Budget, Planning, and Analysis approves messages to faculty and staff. DoIT does not control sending or approve any of the messages. DoIT simply facilitates all of the processes that go into sending the message, then sends the message on bahalf of the person or group that requests the mass mailing.

6. What requirements are there for sending a message?

The full list of requirements can be found here. The basic requirements are that the sender must be affiliated with the UW-Madison, the content must be relvent to the university, and the message cannot be sent for personal gain.