Why use the email archive? Trunk E-Mail Archive Tool Students adding and dropping a course are automatically added and removed from a Trunk course site Roster. Using the Trunk e-mail archive tool will allow instructors to e- mail the currently registered accounts listed in a course site Roster and maintain an archived copy of that e-mail on the course site. This feature is useful for many tasks, including: 1. Communicating with several sections of a course 2. Communicating with different classes within the same subject 3. Communicating to entire departments Activating your Email Archive Tool The Email Archive tool is not a default course site tool. To activate this feature, click Site Editor underneath the Site Management panel. On the Site Editor screen, click Edit Tools. Next, checkmark the Email Archive box from the list of Trunk tools. Click Continue then add an email address for the course site. This e-mail address should follow the naming convention used in the course name. For instance the e-mail address for the course site ENG- 0001-06 - EXPOSITORY WRITING - Fa11 should have as its e-mail address: ENG00016F11@trunk.tufts.edu
It is important to add the semester and year to the e- mail address so that one semester s address can be distinguished from another semester s address. Click Continue and then Finish to list the e-mail archive tool in the site tool list. Configuring the Email Archive tool for your site On the site homepage, click Email Archive, which is located under the Communication panel. By default, instructors and TA s can now send an e-mail from your personal e-mail client
to the site s e-mail address and a copy of the e-mail will be delivered to each individual site participant s e-mail address. A copy of that e-mail will also be stored on the course site under the e-mail archive tool. If you would like to allow other course site participants permission to send e-mails to this address click Permissions. Here you can add (or remove) read, send and delete permissions based on class role. By default, only members of the course site can send e-mail to this address (if they have permission). Also, by default, a REPLY to an e-mail sent to this address will be directed to the original sender and not the whole class (annd no copy will be placed in the archive). You can change these default setting under Options.
Using the Email Archive tool for multiple course sites Instructors can now follow the same steps outlined above to create e-mail addresses for any of their course sites. There are 3 options for e-mailing multiple course sites. Option #1 Regular E-mail: Open your e-mail client and simply add the site s e-mail address in the To address box. Option #2 Outlook (Exchange) E-mail Groups:
In the Outlook e-mail client you can organize multiple e-mail addresses into Groups and then simply e-mail the Group. In Outlook, Click on the Contacts icon at the bottom left of the outlook display This displays your Contacts list. Select the Groups radio button Click New / Group (Make sure you click on the dropdown arrow to the right of New and not on the word New ) Type in an appropriate Group Name and copy/paste the multiple site s e-mail addresses in the box marked Members.
Click Add to Group Then click Save and Close. The multiple e-mail addresses and now grouped into one. To send an e-mail to the group, click New as you would to send a new e-mail and then To This displays your Address Book. Click Contacts and then select the name of the Group. Next, click on the To button under Message Recipients and then OK. A new e- mail is now set-up to be sent to the Group.
Option #3 Create a Tufts University E-List: (Note: The Tufts e-list page is extremely slow) To create an Tufts University e-list: A. Go to elist.tufts.edu B. Login using your UTLN and E-Mail password C. Click Create List Enter an appropriate name for the e-list (Required). The name cannot have any spaces or non-alphanumeric characters (except dashes and underscores). Next, select the Announcement radio button Add a subject to the subject like (Required). Select a Topic (Required) Add a Description (Required)
Next, click Submit Creation Request This will create your e-list. To add members to the e-list click Admin then Manage Subscribers.
This will prompt you to add You can add addresses individually by clicking add or by clicking Multiple Add. When you click Multiple Add you will be able to add multiple e-mail addresses into a single box. After entering multiple e-mail addresses click Add Subscribers. Your newly submitted mailing list will not appear on the Tufts E-list homepage until it has been validated by the listmaster (the Tufts administrator). You will be sent an email notification when the list is activated Once you have added all the desired courses to your e-list, you can now reach multiple groups (multiple classes, multiple sections, etc.) through one e-mail address. The email will be yourlistname@elist.tufts.edu.