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.

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:

• The date you wish your message to be distributed
• The audience you wish to receive your message

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

If your message is going to a specific list (Full-time UUP Faculty, or Undergrads in Chem 101) you need to provide a file of emplids with your request.

• The name and title of the sender. This can be a person or a department

• The exact email address of the sender. This must be a recognized Stony Brook University domain (stonybrook.edu or stonybrookmedicine.edu)

• The exact reply-to email address. If no reply-to address is submitted and a recipient clicks "Reply" or has an "Out of Office" message set, the message will go to the sender. This must be a recognized Stony Brook University domain (stonybrook.edu or stonybrookmedicine.edu)

• Subject of the message

• Body of the message.

• The message may not point to external websites or email addresses

• No attachments can be sent.

• 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. Please note that underline text is reserved as a designation for hyperlinks and can confuse readers.

Image of a sample HTML template

An example of a broadcast email template

This template will contain:

• The Subject line will be included in the body in a header tag.

• 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. Please note that underline text is reserved as a designation for hyperlinks and can confuse readers.

Additional Information


Files & Links

Please Contact


Campus Announcements Manager