<![CDATA[<p>What are some ways of sending email to all students in my course?</p><p><span id="bodyfont">
<p>There are several options for sending email to students; some go directly through <strong>web</strong><em>Café</em>, while others which involve outside systems. Each has its advantages and disadvantages, which are discussed below along with a brief procedure for use. The <strong>web</strong><em>Café</em>-based options (1 and 2) will reach your students who have been enrolled for one business day and who have obtained the Wharton account necessary to access <strong>web</strong><em>Café</em>. The other options (3 and 4) should reach any enrolled student who has a working email address on file with the University.<br />
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</span><strong>1)</strong></span> <strong>Alert button (paper airplane)</strong></span> </p>
<p class="square"><em><strong>Advantages:</strong></em><strong> </strong><em>You can email several course sections with one message.</em><strong> </strong><em>This method is the quickest to access of the four shown here and is easily accessible by your teaching assistants. A <strong>web</strong>Café folder URL may be optionally included in your message.</em><br />
<em><strong>Disadvantages: </strong>This option only reaches enrolled students who currently have Wharton accounts, rather than all of your students. A long list of student email addresses will be included on the <strong>To: </strong>line of your message.</em></span></p>
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<li>You can use <strong>web</strong><em>Café</em>'s alert button to send email. The alert button is shown as a "paper airplane" icon near top right of any <strong>web</strong><em>Café</em> page. Clicking it brings up a list allowing you to check off any combination of individual recipients or course sections. In large courses (more than 240 students) the check-off list will initially only show people whose last names begin with "A." In that case, use the <span style="background-color: #cccccc">A</span> through <span style="background-color: #cccccc">Z</span> buttons to page through the room membership.<br />
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To reach all students who currently have access to your course's <strong>web</strong><em>Café</em> room, a <strong>Students</strong> group is provided in the selection list, as well as groups for individual course sections. If you do not initially see these groups or <strong>Students</strong> shown with checkboxes, click <span style="background-color: #cccccc">Groups</span><em> </em>(shown at the end of the row of <span style="background-color: #cccccc">A</span> through <span style="background-color: #cccccc">Z</span> buttons).<br />
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<li>After selecting the students or sections, press <span class="uibutton"><span style="background-color: #cccccc">OK</span>. </span><strong>web</strong><em>Café</em> will then pre-address a simplified email form right in your browser window. This will have a standard subject line of "eRoom alert</span>" that you can change just by deleting and typing a new subject line.<br />
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<div align="left">The message body will include the Web address (URL) of the <strong>web</strong><em>Café</em> Classic folder you were viewing at the time you clicked <span class="uibutton">alert</span>. This is a convenient way to send an immediate message drawing attention to a particular file or item in <strong>web</strong><em>Café</em> without the need to attach it to the email message (file attachments are not possible).<br />
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<p><strong>2)</strong></span><strong> Invite button </strong><strong>(in room member list)</strong></span></p>
<p class="square"><em><strong>Advantages:</strong></em><strong> </strong><em>You can email several course sections with one message.</em><em> A separate message is sent individually to each selected recipient, so no long list of addresses is included.</em> <em>Easily accessible to teaching assistants.</em><br />
<em><strong>Disadvantages: </strong>This option only reaches enrolled students who currently have Wharton accounts, rather than all of your students. Compared to "alert", more mouse clicks required and no URL automatically included.</em></span></span></p>
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<li>On the top-level folder of your eRoom, click the <span style="background-color: #cccccc">members</span><em> </em>button to bring up the member list. On the member list, click the <span style="background-color: #cccccc">invite</span><em> </em>button shown above the list. The next screen allows you to check off individual users, sections, or all st<span class="uibutton">udents. In a large course, if you do not initially see the course section groups or the Students group, click the <span style="background-color: #cccccc">Groups</span><em> </em>button shown at the end of the row of <span style="background-color: #cccccc">A</span> through <span style="background-color: #cccccc">Z</span> buttons (those buttons are not necessary or shown in courses with fewer than 240 students.)<br />
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<li>The Invite (email form) screen will be blank; no "eRoom Alert" subject line or folder URL will be included automatically. However, it does include the full recipient list (shown on the "To:" line) to you in the event you wish to copy it to other software. You may type in additional email addresses that should be "Cc:"ed on the message.<br />
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<li>You can also use the "To:" recipient list created by the <span class="uibutton">Invite</span> feature in conjunction with your own email software. To copy the recipient list, just select the text by dragging with your mouse and then right-click and choose copy (or type Ctrl-C). Next, paste the copied recipient list into the "To:", "Cc:" or "Bcc:" (blind carbon copy) address field of an email form in your email software (Outlook, etc.). After doing that, click <span class="uibutton">cancel</span> on the Invite form to avoid sending an additional blank message to the same users.<br />
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<strong><em>IMPORTANT NOTE</em></strong><em>:</em> Outlook users should make sure that the "Allow comma as address separator" (usually under the Tools menu > Options > E-mail Options > Advanced E-mail Options button) is checked before pasting the addresses into an Outlook message address field. <br />
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<p><strong>3)</strong></span><strong> Email through Instruction Center</strong></p>
<p><em><strong>Advantages:</strong></em><strong> </strong><em>Reaches all students in your course sections who have an email address on file with the University, regardless of whether they have obtained Wharton accounts.</em> <em>A separate message is sent individually to each selected recipient, so no long list of addresses is included. It's possible to attach a file. </em><br />
<em><strong>Disadvantages: </strong></em><em>Attached files will not also be placed in </em><strong>web</strong><em>Café automatically (although you can upload them separately). Some students may not have email addresses on file with the University at the time you send your message.</em></p>
<p>If you have non-Wharton students who have not yet obtained Wharton accounts, they are unreachable through <strong>web</strong><em>Café</em>'s alert or invite features. As a workaround for this issue, faculty may use <a href="http://instruction.wharton.upenn.edu">Instruction Center</a> to send email to students currently enrolled in courses they teach, regardless of whether they have Wharton accounts. If a student taking your course has an email address on file with the University, Instruction Center can be used to send email to that student.<br />
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Instruction Center also provides student photos, seating charts, and convenient links to each of your <strong>web</strong><em>Café</em> rooms for courses within a specific semester. Instruction Center is linked within your <strong>web</strong><em>Café</em> room's Instructor Folder. Initially your TAs will not be able to use this resource unless you arrange access for them. For assistance with Instruction Center or help with providing TAs with access, write to <a href="mailto:instructioncenter@wharton.upenn.edu">instructioncenter@wharton.upenn.edu</a>.<br />
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<strong>4)</strong></span><strong> Penn class mailing lists<br />
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</strong><em><strong>Advantages:</strong></em><strong> </strong><em>Can be used directly in your email software without having to log on to </em><strong>web</strong><em>Café or Instruction Center. Email does appear to come from instructor.<br />
</em><em><strong>Disadvantages: </strong>Teaching assistants may not use this feature without special intervention on the part of the instructor. Large file attachments may not always be possible with this method.</em></p>
<p>A class mailing list is set up by the University for each course section. This service is operated outside of Wharton Computing,, and the <strong>web</strong><em>Café</em> team has no administrative access to it. You may find more information about the class mailing list service at:<br />
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<a href="http://www.upenn.edu/computing/classlist/" target="_blank">http://www.upenn.edu/computing/classlist/</a><br />
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That site has instructions on how to add non-enrolled students to the class mailing list. There is also an email address for class mailing list support that instructors may use (<a href="mailto:cladmin-wh@isc.upenn.edu">cladmin-wh@isc.upenn.edu</a>), and the computing staff in your academic department can help with issues of administrative access to these lists.</p>
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<p><strong><em>IMPORTANT NOTE</em></strong><em>:</em> Unfortunately, there is no guarantee that your email message sent through any of the above methods will reach all recipients. This is because students may go over their email storage "quota" or might mis-forward their mail to a problematic outside address.</p>
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