You can use a variety of tools for sending messages to a group. We have outlined solutions, rated them for effort required, and have identified key considerations.
You can use a variety of tools for sending messages to a group. We have outlined solutions, rated them for effort required, and have identified key considerations.
Instructors often use classroom discussions to promote sharing and ideas about a subject matter. Sometimes, discussions can become rote and tedious, or engage only one or a few students and the instructor.
Phishing is a common scam tactic to trick you into revealing sensitive data by visiting a fraudulent website, opening an infected document, or logging in to "validate your email account."
Use of Third Party BotsZoom Meetings can contain sensitive information. As a University community, the security of your data and your colleagues data is a shared goal.
Challenge
When using pre-assigned breakout rooms, specific guidelines must be followed to ensure students are routed to their designated Zoom breakout rooms.
Uploading a large video file is cumbersome, and navigating a video recording of a 50-minute (or longer) class is challenging for students. By chunking your lecture, you can create smaller files. This is easy to do in Zoom and will benefit both you and your students.
Your instructor or TA may provide office hour appointments that you can sign up for within your Canvas course site using Zoom Appointment Scheduler in Canvas.
Instructors using the Zoom tool inside Canvas to schedule virtual meetings for their classes and using cloud recording to save the meetings should consider deleting the recordings at the conclusion of the class.&
The Zoom for Canvas Integration allows you to start and join Zoom meetings from within Canvas. This article is for UMN faculty and staff who would like to use Zoom together with Canvas.
Zoom Appointment Scheduler in Canvas allows instructors to create bookable appointment slots in Canvas. This feature may be helpful with scheduling common course events (e.g., office hours, exams).
This article details how those with Supervisor accounts in Clearspan Communicator and Clearspan Webex Teams (formerly Webex Engage) can set Forced Forwarding for a Call Center queue.
This article is an overview of how to sign in to the Web Application for Clearspan Communicator and Clearspan Webex Teams (formerly Webex Engage) as a Supervisor of a call center for monitoring agents and calls in que
This article details how to sign in to the Call Center web application for Clearspan Communicator and Clearspan Webex Teams (formerly Webex Engage) with a Supervisor account. It also details general use of the C
Data Extension is another name for the file that gets loaded to Salesforce Marketing Cloud (SMC) as a result of a Donor Management System (DMS) email request.
All commercial emails must include an unsubscribe (opt-out) link, a privacy policy link, and other content described below.
This required info is usually included in the footer of the email.
The Donor Management System (DMS) is a collection of custom-designed modules and integrated software services that serves over 1,800 users (staff around the UofM including the five campuses) who work in alumni relatio
As of 2020, a new email security requirement is being implemented system-wide for all outgoing mail that is sent from at @*.umn.edu email address. This requirement is part of a standard used
Gmail's Canned Responses (Templates) feature is a great resource for those who continually receive the same questions or comments via email and wish to use prepared responses to answer these
You can use the send mail as Google functionality to send messages from your UMN email address while logged into your personal Gmail account. This can be done via setup through either smtp.gmail.com or smtp.umn.edu.
Resource calendars are special calendars used for rooms or equipment. This allows individuals to publicly notify others that they will be using that resource at the scheduled time.
You can add your work location in Google Calendar, allowing Google to provide room suggestions that work best for all attendees when you or your colleagues are planning an event or meeting.
Many users inquire about the differences between Google Groups and Listservs. Although Listserv was scheduled to be retired, this has been delayed indefinitely due to some of the unique benefits it provides.
Many users inquire about the differences between Google Groups and Listservs. Although Listserv was scheduled to be retired, this has been delayed indefinitely due to some of the unique benefits it provides.
Google Groups, a tool for a team of users to quickly collaborate with one another either via email, or any of Google's various applications, is available with Google Apps for the University of Minnesota.
Google Groups, a tool for a team of users to quickly collaborate with one another either via email, or any of Google's various applications, is available with Google Apps for the University of Minnesota.
Description
Here's how to ensure video and audio connectivity in Google Hangouts using the Mac Mini and Logitech BCC950 "eye stalk" webcam in the 202 Johnston Hall conference room.
Description
Here's how to ensure video and audio connectivity in Google Hangouts using the Mac Mini and Logitech BCC950 "eye stalk" webcam in the 202 Johnston Hall conference room.
What is Proofpoint?
The Proofpoint Secure Email Center is a commercial software service that the University uses in order to comply with the Health Insurance Portability & Accountability Act (HIPAA).
Receive and Decrypt Secure Messages
You can receive and decrypt secure messages using an email application such as the Gmail webmail page or on your mobile device.
After you have set up your Proofpoint account, to send a secure message all you need to do is use your regular email application and enter one of the following words into the Subject
The first time you send or receive a secure message you will be prompted to create an account to register with Proofpoint Encryption. You must receive a message to sign up for Proofpoint.
When importing contacts into a data extension or list, you will be required to specify a unique subscriber key to identify the recipient within Salesforce Marketing Cloud.
Each University of Minnesota business unit that uses Salesforce Marketing Cloud has designated a key person.
If you already use Salesforce Marketing Cloud and you want access to another
Tracked links in your Salesforce Marketing Cloud (SMC) emails go to SMC, and are redirected to your intended URL. These SMC links will eventually expire, after which they will redirect to a specified Redirect URL.
To help you conform with legal and policy requirements and save you time, University Relations has created footers and shared them with you in Salesforce Marketing Cloud.
This guide is specifically for the analog (single-line) phone model Telematrix LP550.
General description of Telematrix LP550: black with large oval voicemail button above the keypad.
STE-SDB Single line (analog) black telephone with large red voicemail button above the keypad. This article deals with physical settings of the phone such as volume and display settings.
This article discusses the system feature codes in a STE-SDB telephone. Although some phones offer special feature buttons, most of these features reside in the telephone system, independent of phone type.
A TDD is a Telecommunications Device for the Deaf or hard of hearing, and acts as a teleprinter, or an electronic device for text communication over a telephone line that is designed for use by person with hearing or
A TDD is a Telecommunications Device for the Deaf is a teleprinter, an electronic device for text communication over a telephone line that is designed for use by person with hearing or speech difficulties.
You can request that your University of Minnesota Google campus domain be moved from one campus to another. This is usually necessary when students, staff, or faculty members transfer between&
Your No Answer Greeting is the message that users will hear if they are calling your number and you do not answer the phone. This is only one of the available greeting options in your new voicemail.
This article will provide step by step instructions for accessing your voicemail messages and deleting them one by one or deleting all messages at once.
This article discusses how to set your greeting on your voicemail. This article discusses the Busy Greeting for if you are on another call and the No Answer greeting for when you do not answer your phone.
This article discusses the process for setting an extended away greeting on your voicemial. Sometimes you are going to be out of the office for an extended period of time, such a vacation or leave of absence.
This article describes how to setup your voicemail so that you can get a .wav file of your voicemail sent to your email inbox, or if you know your pager's email code a notification to your pager, either instead o
This article discusses the system feature codes on a WEATH telephone. Although some phones offer special feature buttons, most of these features reside in the telephone system, independent of phone type.
This article shows how to answer an incoming call on the Clearspan Webex Teams (formerly Webex Engage) application that's used for Voice Over IP (VOIP) phones.
This article is an overview of the different call controls, buttons, and settings in the Clearspan Webex Teams (formerly Webex Engage) application used for Voice Over IP (VOIP) phones.
Clearspan Webex Teams (formerly Webex Engage) is the application used for accessing the Voice Over IP (VOIP) softphone system. Keep the application up to date by checking for updates and running any waiting updat
This article details how to conference two or more calls in the Clearspan Webex Teams (formerly Webex Engage) application used for Voice Over IP (VOIP) phones.
This article details how to install the Clearspan Webex Teams (formerly Webex Engage) application. Webex Teams is the application used for accessing the Voice Over IP (VOIP) softphone system.
This article describes how to make a call from the Clearspan Webex Teams (formerly Webex Engage) application for Voice Over IP (VOIP) phones. It also details how to call someone back if you have disconnected.
In the Clearspan Webex Teams (formerly Webex Engage) application for Voice Over IP (VoIP) phones, you can set yourself to Do Not Disturb if you need to temporarily silence calls and call notifications.
This article details how to sign in to the Clearspan Webex Teams (formerly Webex Engage) application. Webex Teams is the application used for accessing the Voice Over IP (VOIP) softphone system.
This article shows how to sign in to a call queue for a call center on the Clearspan Webex Teams (formerly Webex Engage) application on a Windows device.
This article details troubleshooting steps for the Clearspan Webex Teams (formerly Webex Engage) application that's used for Voice over IP (VoIP) software phones.
You can make calls to individuals within and outside of the University using Zoom Phone by entering their number or searching for them in the contact list.
Table of Contents
You can make calls to individuals within and outside of the University using Zoom Phone by entering their number or searching for them in the contact list.
Table of Contents
A Zoom Room is a device in a room that can capture video, audio, and make recordings without any prior set-up or can join and host meetings already set-up in the same organization as the host.
When entering into a contract with Zoom, the University's Office of Information Technology ensured full review of the contract terms and conditions and Zoom's privacy policy.
Zoom can be used to set up a phone conference call where all meeting participants access a meeting via a phone. This option allows for the use of in-room conference calling speaker and microphone equipment.
As a meeting host, you can split meeting participants into breakout rooms when scheduling the meeting.
Note: Pre-assigned breakout rooms are an advanced usage of Zoom.
Zoom Webinar registration gives you a list of attendees for your event and allows you to brand your event. From the perspective of the participants, the registration page is the front door of this branding.
Use this feature if you want to let someone else host a meeting or webinar that you have scheduled. This may be helpful if you are out of the office or late to your meeting or webinar.
You do not need a webcam in order to join a Zoom meeting or webinar.
However, without a webcam, you will not be able to enable video. Things you will still be able to do include:
You can join a Zoom meeting using a desktop, web browser, or mobile client. When you join a meeting with the desktop or the mobile client; you login to your Zoom account at the same time.
The Family Education Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records and personally identifying information.
Zoom can change the way you teach and interact with learners, by giving you the ability to hold online office hours with learners anywhere in the world on a one-time or recurring basis.
The host key is a 6-digit PIN tied to your Zoom account. It is not meeting-specific. You can use your host key to claim host privileges in the following circumstances:
Zoom has international dial-in numbers available for an extensive and growing list of countries throughout the world. Participants from abroad can join UMN-hosted Zoom meetings or webinars via telephone if they c
The HCC, or Health Care Component, is a group of faculty, students, or staff who work closely with private health information and are subject to a Business Associates Agreement (BAA) with Zoom to ensure Health Insuran
University of Minnesota students, staff, faculty, departmental, and sponsored accounts can livestream from Zoom meetings or webinars to Youtube Live and other streaming services.
The University of Minnesota's Zoom web conferencing includes a feature that uses automatic transcription to turn the spoken word into text, in real-time.
As the host or co-host in a meeting, you can manage your participants, including muting and unmuting participants to manage background noise and distractions.
If you are hosting a webinar and want attendees to take a survey or be taken to a specific webpage afterward, you can create a survey from within the Zoom Portal, or you can share a survey you create on another p
Participants in a meeting who want to share audio that is not vocal need to make settings in their desktop client so it is audible. It doesn't require specific settings to be made to the meeting by the host.
If you want other meeting attendees to see what you are working on, you can share your screen by selecting the Share Screen button in the Zoom menu bar.
Synchronous class sessions, in which everyone logs in to a web conferencing system at a pre-scheduled time, are one way to create engagement and foster community in your fully online courses.
Transferring ownership of Zoom meetings or webinars is useful in many cases, for instance when you leave the university or transfer to another department.
The Waiting Room feature in Zoom allows the meeting host to control when a participant joins the meeting. Waiting rooms have additional customization features available in the Zoom Portal.
The Zoom for Google Workspace add-on allows you to schedule and join meetings directly from a Google Calendar event. Using the Google Calendar add-on allows you to quickly add a Zoom meeting to any event.
The Zoom for Google Workspace add-on allows you to schedule and join meetings directly from a Google Calendar event. Using the Google Calendar add-on allows you to quickly add a Zoom meeting to any event.
The Zoom for Google Workspace add-on allows you to schedule and join meetings directly from a Google Calendar event. Using the Google Calendar add-on allows you to quickly add a Zoom meeting to any event.
The University of Minnesota's informal mass email community of practice shares best practices on email tools, training, and processes in order to help mass email professionals efficiently engage with their c
The University of Minnesota's informal mass email community of practice shares best practices on email tools, training, and processes in order to help mass email professionals efficiently engage with their c
A/B testing is a method of market testing in which you send two versions (Condition A and Condition B) of your communication to two test audiences from your subscriber list.
A guide from the Federal Trade Commission (FTC) concerning the CAN-SPAM Act, which sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have you stop ema
To mitigate cybersecurity and data privacy risks and to comply with licensing agreements, the University of Minnesota is no longer able to provide Google Workspace, which includes Gmail, for University alumni and reti
To mitigate cybersecurity and data privacy risks and to comply with licensing agreements, the University of Minnesota is no longer able to provide Google Workspace, which includes Gmail, for University alumni and reti
To mitigate cybersecurity and data privacy risks and to comply with licensing agreements, the University of Minnesota is no longer able to provide Google Workspace, which includes Gmail, for University alumni and reti
This vendor-supplied help article details the steps required to create a new data extension for storing subscriber data within Salesforce Marketing Cloud.
This vendor-supplied help article explains how to create templates using the either the Template Editor or the Content Builder in Salesforce Marketing Cloud.
To mitigate cybersecurity and data privacy risks and avoid new costs for data stored in Google Workspace, the University will no longer offer @umn.edu accounts to people after they graduate or retire.
To mitigate cybersecurity and data privacy risks and avoid new costs for data stored in Google Workspace, the University will no longer offer @umn.edu accounts to people after they graduate or retire.
To mitigate cybersecurity and data privacy risks and avoid new costs for data stored in Google Workspace, the University will no longer offer @umn.edu accounts to people after they graduate or retire.
After non-emeritus faculty, staff, and students depart the University, their UMN email and Google Workspace will be closed and the contents within will be deleted—including the accounts of people who retire or graduat
After non-emeritus faculty, staff, and students depart the University, their UMN email and Google Workspace will be closed and the contents within will be deleted—including the accounts of people who retire or graduat
After non-emeritus faculty, staff, and students depart the University, their UMN email and Google Workspace will be closed and the contents within will be deleted—including the accounts of people who retire or graduat
You can easily communicate with your family and friends through Hangouts in Gmail. You can make phone calls, have face-to-face video calls, and share photos.
Out of office or vacation replyIf you'll be away from your Gmail account, like on a vacation or without access to the Internet, you can set up a vacation responder to automatically notify people that you won'
Video from the creators of Hangout Toolbox on how to use the volume control feature to adjust the volume of othe participants in a Google Video Call (Hangout).
This vendor-supplied help article details the steps required to import new subscriber data into an existing data extension within Salesforce Marketing Cloud.
ipHouse offers discounted dialup and DSL Internet service, each in two varieties. The first provides connectivity to the Internet. The second also includes e-mail, personal Web page, and other features.
A full account of all the legal requirements and policy guidelines for mass email sent from users of Salesforce Marketing Cloud at the University of Minnesota. The document is owned by University Relations.
A full account of all the legal requirements and policy guidelines for mass email sent from users of Salesforce Marketing Cloud at the University of Minnesota. The document is owned by University Relations.
The data extension details section is where you can view statistics about the data extension and change properties of the data extension.To access data extension properties, follow these steps:
For a limited time, the University of Minnesota is offering an alumni.umn.edu email account (Gmail and contacts only) to people who had the expectation of continued access to their University of Minnesota email accoun
This site, maintained by University Relations (URelations), provides downloadable files containing offical University of Minnesota logos, wordmarks ("Driven to Discover"), seals, and other official branding elements s
Maintained by University Relations (URelations), this site contains guidelines for using the official UMN Branded Template in Salesforce Marketing Cloud, as well as the raw HTML code for use in any HTML email authorin
Maintained by University Relations (URelations), this site contains guidelines for using the official UMN Branded Template in Salesforce Marketing Cloud, as well as the raw HTML code for use in any HTML email authorin
University Relation's web page on University of Minnesota web standards, and usability and accessibility related to the Univesity of Minnesota web templates.
This site, maintained by University Relations (URelations), provides downloadable images for social networking services such as Facebook, Twitter, LinkedIn, and Google+; as well as common icons for RSS feeds and
The Office of Information Technology (OIT) analyzed the communication tools people use to do their work at the University of Minnesota. Based on that analysis, five common communication profiles emerged.
This document provides conceptual and procedural information about the reporting functionality available in the Salesforce Marketing Cloud. Reports provide you aggregated information about your subscribers, sends
The University of Minnesota Marketing Cloud Users Google Group is a systemwide resource for anyone using Salesforce Marketing Cloud (SMC) at the University of Minnesota.
This screen-capture video walkthrough by Honey VanDerVenter will illustrate how to send a mass email message from Salesforce Marketing Cloud when you need to import subscriber data from a spreadsheet document (E
This screen-capture video walkthrough by Honey VanDerVenter will illustrate how to send a mass email message from Salesforce Marketing Cloud when utilizing Donor Management System (DMS) data extensions from the Univer
This screen-capture video walkthrough by Honey VanDerVenter will illustrate how to send a mass email message from Salesforce Marketing Cloud to a UMN internal LISTSERV mailing list.
Send Preview is a rendering of an email as it will be sent to a recipient. After the initial preview, you can proceed through the rest of the recipients on the list to see the preview for each.
This vendor-supplied help article details the various tabs and functionality of the Tracking Workspace.The tracking workspace contains the follow tabs:
The University of Minnesota's official privacy statement. This page is a required link in the footer of any mass email that is sent from the University to an external audience.
Group and section-based permissions give instructors the ability to manage access to meetings and subsequent recordings for certain groups and sections within Canvas courses.
University of Minnesota instructors can create Google course groups for their classes based on data in the U of M PeopleSoft directory. The membership in these groups is synchronized twice daily.
The validate functionality checks your email message for common issues that could prevent your email from being sent. Run validate on your email and make corrections before starting any sending process.
OIT provides temporary voice, network, and WiFi services for events on campus. On-site technician support is also available during events upon request.
When using Zoom you have the potential to discuss sensitive data, including personal health information (PHI). Zoom is a secure tool, but you must use it appropriately to ensure HIPAA compliance.
Before Your Meeting or WebinarSet up Registration.For public events, set up a Zoom registration page. People with a valid email will receive an email with the link to the event.
Clearspan Webex Teams (formerly Webex Engage) is an application used for accessing the VOIP (Voice Over IP) softphone system. The other softphone system used at the University is
The Secure Email Center (powered by Proofpoint software) enables Health Sciences users to send messages that contain Protected Health Information (PHI) via encrypted email. Sharing PHI via email should be a
Salesforce Marketing Cloud (SMC) is the enterprise-supported tool for sending mass email communications to both internal and external audiences at the University. This guide shows how to use the
This self-help guide will help anyone who presents at, schedules, or supports online meetings and webinars through Zoom. To learn more about using Zoom for online office hours or smaller meetings, check out