Postmaster Guidelines and Procedures

	Massmail

Documentation:	http://www.itc.virginia.edu/desktop/email/massmail.process.html
Preliminary:	Verify that the request has been approved by the appropriate Vice President or designee Verify that the recipient list can be generated from whois (such as all students or all faculty). Otherwise, the requestor must provide the IDs to postmaster, and we send them to Networks with the request (see below).
Step 1:	Save a copy of the incoming request to the following two locations: massmail/requests/id.yymmdd massmail/requests/id.yymmdd.msg
Step 2:	Edit the file: massmail/requests/id.yymmdd.msg Make the following changes: insert the file massmail/networks at the top complete the blanks in the networks portion of the message sign your name clean up the rest of the message Save the file and exit the editor
Step 3:	Compose email to: networks@virginia.edu Copy: postmaster@virginia.edu Insert the following file into the body of the message: massmail/requests/id.yymmdd.msg send the message If the requestor has provided the IDs, send these in a separate message to networks@virginia.edu.
Step 4:	Save message that arrives in postmaster's mailbox in: massmail/requests/id.yyddmm
Step 5:	Send a note to the requestor letting him or her know that the request has been received and that we will send a notification when distribution begins.
Step 6:	Enter a reminder to check that the message has been distributed on the itc-postmaster account on Oracle Calendar/CTime. Open your Oracle Calendar/CTime Click on: File, Agenda, Open as Designate, and choose itc-postmaster Find the day when the message is to be distributed Click on Daily Note (the stick pin icon) On People/Resources tab, in Title, put something similar to: Verify mst3k.060215 delivery Check that itc-postmaster is invited (add if it is not) Check date is correct (correct if it is not) Click on Reminders tab Click on Remind Me Click in check box next to Email to select it Click in check box next to Pop to deselect it Click on OK button On the appropriate day, postmaster should receive an email message to remind them to verify the distribution of the email message. If notice is not received from Networks of the distribution in the a.m., please leave the reminder message in the postmaster's mailbox so that the p.m. postmaster can query Network Systems as to a projected time to distribute the message.