Email Instructor

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Instructor View - Email Instructor Tool
Instructor View - Email Instructor Tool

The Email Instructor tool allows students to compose and send an email to you and/or your TAs without leaving CLEW. Emails you receive through the Email Instructor tool will be sent to your UWin email account. When you receive the email in your Inbox, the subject will begin with the course number and be followed by whatever the student entered as the subject. This way you will be able to recognize email coming from course sites.

Wiki Bulb Icon.gif Note: the attachment size is limited to 10 MB, according to University policy.


On the Compose page, you can select recipient(s) from the pre-configured recipient view. If you want to send a copy to non-site-participant, enter the recipent's email address in the "Other recipient(s)" text field. If you want to attach file(s), click "Attach a file" to browse for a file on your computer. Enter a subject and a message. If the WYSIWYG editor is configured, you should be able to type messages using HTML formatting options. Finally check "Send me a copy" if desired.

Note: File attachments will not be archived in Email Archive. Only the attachment details (file name and size) will be recorded.

How to select recipient(s)

Email includes four different interfaces for recipient selection.

Beginning at the top of the "Compose" screen, the From: field will show the email address of the current user. Whether this becomes the "reply-to" address for any response is something controlled within the Options page (again, see Options, Saving Defaults).

The To: section of the interface is where recipient selection occurs through checkboxes, with selections applied to roles, groups, sections, individual recipients, or any combination thereof.

The recipient lists are first arranged by role, and the respective site participants for each role can be listed by clicking on the "Select <role name>" action link, which expands the list and changes to a "Collapse" action link for collapsing the list once again. Recipients are ordered alphabetically by surname. (Email will handle every role defined in the site in this way.)

At the bottom of the To: section is a field for adding any optional email addresses, and it is labeled Other Recipient(s). This field will typically be for non-site participant addresses. Email Subject and Message Body

The Subject: line displays the site title by default. This can be overwritten if desired. Two message body editors are available for use, plain text and WYSIWYG (HTML).

How to attach file(s)

Directly beneath the recipient selection view is an action link which enables users to Attach a file to the email message. Clicking on this link prompts the user to browse for a file on the desktop. After selecting the file, the Open and then the Attach buttons must be clicked to complete the action. Note that attachments are files added from the users computer only, and thus are not handled as resources or other Sakai attachments. Email Retention

Below the composition pane is the option, “Send me a copy”, which allows the sender to retain a copy of their own outgoing message. Sending Email and the Confirmation Page

The Send Mail button is the trigger; clicking on it distributes the message according to the recipient selections made. Once clicked, a Message sent to confirmation page is immediately returned listing the intended recipients.


email options

On the Options page, you can set Email defaults for the site: recipient view, send me a copy, Add to Email Archive, reply-to, and message format.

The Options page presents a screen for setting the default behavior of Email for the entire site. It is not necessary to change anything here in order to use Email effectively, however, the page offers flexibility over setting recipient selection views, message body editors, and more.

Clicking on the "Update Defaults" button will store all of the above settings as the default Email behaviors for the entire site. Clicking on the "Cancel" button returns one to the Compose screen without saving any changed default settings.

FAQ- Email

How do I send a message to students?

 How to send an email to a student via "Roles"

There are a couple different methods of going about e-mailing a classmate.

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Articles that also relate to the Category:Email Instructor:

This article is based on the equivalent Sakai help article created by Indiana University found at:
Additional sources of content include Brock University's Sakai / Isaak Wiki and the University of Florida Sakai / e-Learning Documentation with thanks and appreciation for the collaboration.

All respective sources used are under a free-for-reuse license and additional permission has been obtained.

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Other articles about Sakai tools and how instructors can use them:

Core Tools: Announcements | Assignments | Email | Forums | Gradebook | Quizzes & Tests II | Resources | Site Editor | Syllabus

More Tools: Polls | Chat | Drop Box | Home | Discussions | News | Feedback | Sections | Lessons | Site Stats | Web Content | Wiki

Related articles: How to add tools to CLEW | Using the Text Editor | Manage Groups | Permissions and Roles | Contact the CTL for help

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