From CLEW Wiki
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.
- A copy of the student’s email is sent to the student who is sending the email.
- The Email Instructor tool ensures that students are emailing using their UWin ID email address. The Email Instructor tool does not allow the student to submit using another email address such as yahoo, hotmail, gmail, or sympatico.
- If you were given a “Sample Student” account, do not send an email while logged in as “CLEW/Joe/Jill Student”. Email Instructor will not work from this account and will result in an error message.
- As an instructor, you may use the Email Instructor tool to send an email to your TA(s) without leaving CLEW. At this time, there is no way to send an email to individual students through CLEW, except in the Discussions tool using Private Messages.
- In project sites, the Instructor refers to the Site Organizer. There is no TA on a project site.
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.
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.
- The first set of options has to do with how “copies” of messages are handled. The two possibilities represented here - "Send Copy to Self" and "Add to Email Archive" are also available on the Compose screen, but if they are set here they will become set by default for all site participants using Email within this site.
- The second set of options determines how replies are to be handled. By default, replies are directed to the sender's email address. There is also an option for no replies to be allowed in which case the reply-to address simply becomes 'firstname.lastname@example.org'. Settings selected here will become the default settings for all site participants using Email within this site.
- The third and fourth set of options has to do with displaying messages. This will decide whether Invalid email addresses are shown on the recipient lists, as well as whether or not empty recipient groups will show up.
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.
How do I send a message to students?
There are a couple different methods of going about e-mailing a classmate.
- The first method is under "roles." You begin by clicking Roles when you are choosing who you are going to send the email to. After you select this, you select the role Student. Check the box next to the student you wish to email, and then proceed with the regular emailing instructions.
- The second method is through groups. You begin by clicking "groups" when you are choosing who you are going to send the email to. After this, you select which Student group you would like to send the email to. Check the box next to the student you wish to email, and then proceed with the regular emailing instructions.
- The third method is through sections. You begin by clicking "section" when you are choosing who you are going to send the email to. After this, you select which Student Section you would like to send the email to. Check the box next to the student you wish to email, and then proceed with the regular emailing instructions.
- The fourth method involves adding another recipient. You begin by clicking Add Other Recipient when you are choosing who you are going to send the email to. After this,type in the email of who you would like to message, and then proceed with the regular emailing instructions.