Email Guidelines
Engaging Through Email
At UT, email is still one of the most important ways to reach the campus community. The University offers multiple email tools that colleges, schools and units can utilize to reach their many audiences. Whether internal or external, all emails sent on behalf of the University should adhere to UT’s brand standards.
Guidelines for Sending Campus Email
To maximize the impact of email (and reduce inbox fatigue), University Marketing and Communications (UMAC) tries to limit sending mass, all-campus email to high-priority, business-essential messages, outlined in the All-Campus Email Guidelines. This includes communication relevant to all faculty and/or all staff, such as:
- Major University-level announcements (e.g., leadership changes, IT updates, etc.).
- Compliance/policy changes.
- Construction updates.
- Benefits and wellness information.
- Safety updates and critical announcements.
How to Send Campus Messages
Prior to sending to all faculty, all staff and/or all-employees, non-urgent, business-essential messages require prior approval from UMAC.
Step 1: Review the All-Campus Email Calendar to determine your requested day/time.
Step 2: Complete the Email Request Form at least four (4) business days ahead of your requested day/time.
Step 3: A UMAC representative will follow up about your request.
Questions? Please email internalcommunications@austin.utexas.edu.
Internal Email via Emma
Within the UT campus community, we use the Emma email platform to message internal audiences of faculty, staff and/or students. Colleges, schools and administrative units have access to Emma through ITS Campus Solutions. Access/login credentials must be obtained through ITS.
Targeted Email via Eloqua
Eloqua is most often used to send to targeted emails to external stakeholders, such as prospective/current donors, partners, alumni and parents. Access/login credentials must be obtained through ITS Campus Solutions.
Email Signature
For consistent branding, please ensure your email signature follows the guidelines. The template to follow can be found in the Brand Center.