Qualtrics: Set up a University-Branded Email

To set up a University-branded email in Qualtrics, follow the instructions in order as listed:

Copy an email template from the Qualtrics Library

  1. Log into Qualtrics, and go to your Qualtrics library. 
  2. In your library, click the U of M Templates library on the left side of the screen. 
  3. Navigate into the Email Templates subfolder. 
  4. Find the email template you want to use, and click the Action menu (i.e., three dots) next to it. 

ALT TEXT: A list of email invite templates as listed in the Qualtrics library. A red arrow points to three dots button on the right hand side of the Email Template for Crookston.

  1. Select Copy message.
  2. Copy the message using the following settings: 
    1. Library: Choose the appropriate user or shared group library where you want to save the message.
    2. Destination Folder: Select the correct destination folder for your project.
    3. Message Type: Pick the correct email type (i.e., Email Invite, Reminder, or Thank You).
    4. Message Name: Enter the name you want for the copied email template in the new location.
  3. Select Save. 
  4. Go to the new location in your Qualtrics library where you saved your copied email template.
  5. Follow the instructions in the email template to edit it. Be sure to adhere to accessibility best practices and the University's mass email requirements. 

Set up a branded survey invitation with the Qualtrics mailer

  1. Log in to Qualtrics, open your survey, and navigate to the Distributions module.

  2. Open the Emails section and select Compose Email.
    The Distributions tab within the survey builder. The Emails menu is selected on the left hand menu that outlines different survey distribution methods. In the middle and top right corner of the screen are buttons to compose an email.

  3. Compose your email with the following settings:
  1. To: Select the Select Contacts dropdown menu and navigate to the folder where your contact list is located. 
  2. From Address: You may keep this as is, or you may change to any email address that and with @umn.edu, entering the corresponding From Name.
  3. From Name: Enter the name of the email sender.
  4. Reply-To Email: Enter the email that a recipient will respond to if they choose to reply to the Qualtrics email invite. This can be different from the From Address. 
  5. When: Enter the date and time you want the email to be sent.
  6. Subject: Enter the subject line of your email. 
  7. Message: Select the Load Message dropdown menu, navigate to the library folder where your email template is saved, and select your email template. It should appear in the message preview box. 

The message selection section of the Qualtrics 'Compose Email' menu. Shows that the message template selected is "Email Template: Systemwide"

  1. Accessibility: To create an accessible email message, you will need to do the following within the Qualtrics mailer: 
    1. Select the Source code icon in the message editor toolbar at the top of the message preview. 

A close up of the email message editor toolbar, with a red arrow that points toward the 'Source' icon, which is a piece of paper with carrots on the inside indicating it's a button to see HTML code.

  1. At the very top of your message, add the following code: <html lang = "en"> <title>Your Email Title</title>
    1. Change Your Email Title to an appropriate, succinct title for your email. 
    2. If the language of your email is not English, change "en" to the appropriate HTML ISO language code. 

The HTML code editor for the email message. Added to the top of the HTML code is <html lang =

  1. At the very bottom of your message, add the following code: </html>

The HTML code editor for the email message. Added to the bottom of the HTML code is </html>.

  1. Click the 'Save' icon on the upper right hand corner of the message preview.
  1. Link Type: At the bottom left of the email menu, select Show Advanced Options and select the Link Type you'd like to use for your survey distribution. 

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