Broadcast Email Messaging

The Division of Information Technology (DoIT) is responsible for distributing broadcast email messages. Requests must be pre-approved by a relevant Vice President, Department Head, or the CIO.

Important Considerations

Bulk email transmissions risk triggering spam filters resulting in the block of Stony Brook University email by Internet service providers. Further, many users prefer not to receive bulk email unless it is personally relevant. The following conditions therefore apply to broadcast email.

Communications from instructors and academic departments or program chairs to current students in connection with instructional activity are permitted.

Any other broadcast messages (distributed to more than 100 recipients) or email messages to the entire or specific segments of the Stony Brook University community require pre-approval from relevant Vice Presidents, Department Heads, or the CIO.

The content should be relevant to the audience, and recipients must have Stony Brook email addresses. 

Once sent, a bulk message can not be retrieved or changed. If mistakes are found after distribution, we can not send out a second email to correct the first.

How to Submit a Request

Once approval has been granted, send all requests for broadcast email distribution to message@stonybrook.edu. Please include the following information with your request:

Audience

Chose an audience(s) from the list below or provide a list of emplids or email addresses (recipients must have Stony Brook email addresses)

Audiences include

  • All Faculty
  • All Faculty & Staff
  • All Faculty, Staff and Students
  • All Students
  • All Undergraduate Students
  • All Graduate Students
  • All West Campus Faculty and Staff
  • All East Campus Faculty and Staff

Email Information

  • Date and time to distribute your message
  • Department name (appears on the top right of template)
  • Sender's exact name & title
  • Sender's exact email address (a recognized Stony Brook University--stonybrook.edu or stonybrookmedicine.edu--email address)
  • Reply-to email address (a recognized Stony Brook University--stonybrook.edu or stonybrookmedicine.edu--email address; if no reply, use donotreply@stonybrook.edu)
  • Subject of the message
  • Body of the message (the body can include bold, italic and other simple formatting but underline text is reserved for hyperlinks)

Restrictions

  • The message can only link to Stony Brook websites
  • Recipients, senders, and reply-to addresses must be Stony Brook (stonybrook.edu or stonybrookmedicine.edu) email addresses
  • Emails cannot have attachments
Image of a sample HTML template

An example of a broadcast email template

Messages are sent using HTML templates. This template will contain an appropriate Stony Brook logo. A short department name can be included to the right of the logo. The Subject line will be included in the body in a header tag. The body of the message can include Bold, Italic and other simple formatting (except underline text, which is reserved for hyperlinks).

Additional Information


Files & Links

Please Contact


Campus Announcements Manager