Recipient List

If you Use the Graduate Coordinator Portal to Set Up a Bulk Email (KB document will open in new window) or Use an Existing Query to Set Up a Bulk Email (KB document will open in new window) remember to do the following, as shown in the screenshot below:

• (1) Rename the mailing to something memorable
• (2) Make sure you selected "Copy results into mailing as static recipient list"

If you Upload an Excel Doc to Set Up a Bulk Email (KB document will open in new window) remember to do the following:

• (1) Make sure you have included the recipients emails in a column labeled "Email"
• (2) Make sure all of the recipients included in your Excel spreadsheet should receive the mailing (no way to edit later)

Mailing Set Up

When looking at your mailing, select the Edit button in the top right hand corner to check some of your key mailing settings as shown in the screenshot below:

• (1) Make sure (again) that the name of the mailing is memorable. A good system is [Entry Term(s)] - [Program(s)] - [Subject]
• (2) Make sure the User name listed is your own (this should be the default)
• (3) Make sure you have included an Opt Out list if you are preparing a commercial/marketing email. For more information on this, please check the Unsubscribe Links and Commercial Emails KB document (opens in new window).

Composing Your Email

When in the Edit Message window, review the following, as also shown in the screenshot below:

• (1) Make sure the Sender email address is correct (it will default to admissions@grad.wisc.edu). If sending from yourself, it should be changed to your Slate-assigned email address (NetID@gradmail.wisc.edu).
• (2) Make sure the Recipient email address is correctly pulling the email merge field from the list of exports from the right.
• (3) Make sure the Subject is appropriate and free of spam words (e.g., false urgency or "act now" language)
• (4) Make sure the Merge Fields in the body of the message are the correct fields.

Preparing to Send Your Mailing

Before selecting the Send Mailing button, review the following in the final Send Mailing window, as shown in the screenshot below.

• (1) Make sure to review the Pre-Flight Checks listed. If there is an error there that makes you unsure of your mailing, reach out to admissionstaff@grad.wisc.edu with questions.
• (2) Make sure that your Estimated Recipients is as expected. If there are too few or too many, you may have made an error when compiling your list.
• (3) Make sure the Recipient Lists describe the lists you have either exported from the Grad Coord Portal Email Batch, exported from some other Slate query, or uploaded from an Excel sheet.
• (4) Make sure the Deduping option is set to "Send only one message/recipient" so no one in you email list receives the same message multiple times. However, if you expect that one of your applicants should be sent the message twice (perhaps they applied to two of your different programs) you can change this setting to "Do not dedupe messages."

Clean Up

Once your email has been sent, do the following to clean up your mailings in Slate so you are set up to prepare a new mailing next time.

• If you Use the Graduate Coordinator Portal to Set Up a Bulk Email (KB document will open in new window) you may want to clear out your email batch list you have created by going to the Grad Coord Portal, selecting the Email Batch Apps tab at the top, selecting all of the listed applicants, and then selecting the "Remove Selected from Email Batch." Now your Email Batch is cleared out and set up for creating a new mailing.
• Once your email is completed, you should archive it so it does not clutter up your Deliver mailings listed. You can do this by going to Deliver, selecting the "Completed" mailings link on the right side of the screen, selecting the mailing you finished, selecting the "Edit" button, and then selecting the "Archive" button in the bottom right (see screenshot below).