Email & Newsletters

Email and newsletter campaigns can be effective communications tools. The resources on this page will help you access these tools and will help your communications be recognizable as part of the Augusta University brand.

Emails sent only to augusta.edu email addresses are "internal communications." Emails sent to other than augusta.edu email addresses are "external communications."

Augusta University AP Style Guide Accessibility Guidelines

For internal communications

The following organizations have access to an internal email platform called Salesforce Marketing Cloud. If you are in one of these organizations, first contact the Marketing Cloud license holder to see if they can help you with your communication, e.g., whether they could include your information in a newsletter they already send out, send your communication for you, etc. 

Reporting Area

Contact Person
Alumni Kelly Schulte
College of Allied Health Sciences Sherita Williams
College of Education Aaron Smith
College of Nursing Nina Siso
College of Science and Mathematics Sidhartha Wakade
Division of Instruction and Innovation Haley Crain
Georgia Cancer Center Chris Curry
Hull College of Business Delaney Freistuhler
Human Resources Penny Benton
Information Technology - University Staci Thompson
Medical College of Georgia Leslie Bedenbaugh
Office of Academic & Faculty Affairs Haley Crain
Pamplin College Morgan Hayes
Research Glenda Hathorn
School of Computer and Cyber Sciences Felicia Baskett
Student Affairs/Student Life Kayleigh Brown
The Dental College of Georgia Stacey Hudson
Emails Coming to computer
 

Email General Guidelines

Marketing Cloud is intended for large-distribution official communications to faculty, staff and/or students. One of the most common complaints about internal communications is, “I receive too many emails.” So, all of us who send email communications must be respectful of our colleagues’ time and workload. That means all senders must:

  • Be careful to send only official communications
  • Use clear subject lines, especially if action is required or an important deadline is approaching.
  • Target audiences as specifically as possible
  • Make sure the reason for the message is clear to the recipients.
  • Event emails should be grouped into one email in beginning of the week rather than multiples throughout the week. *See Event promotion section for more information.

Ideally, organizations will combine information from various units into a single, periodic newsletter to send to its constituent audiences.

Event promotion

Each week there are dozens of scheduled events across the university and each one is very important to the unit or individual planning it. However, if we allowed each unit to send a blast email about their specific event to faculty, staff and/or students, all of our inboxes would soon be chaos.

Instead, for event promotion to internal audiences:

  • The university events calendar is the primary vehicle for events notification. Instructions for submitting events to the calendar. Including it on the calendar allows it to be pulled for various event feeds on the website. Be sure to assign your events the appropriate category or categories. 

Marketing Cloud Training Resources

Communications and Marketing has set every account up with the tools necessary to send out emails. 

For additional help/assistance, submit a request and you will be contacted in the order your request is received.

For a refresher, please view the Marketing Cloud Percipio training course.

Marketing Cloud Support

Submit a work request.

Email Marketing Cloud Administrator:

Marketing Cloud Alternatives

If you are not in one of those organizations or if they are not able to help you, consider using Outlook or Mailchimp.

Outlook


For internal communications with fewer than 500 recipients.

Communications and Marketing has created several branded templates for use with Outlook. Note: These templates are available only for Windows operating systems. Microsoft has not yet made templates available for Mac systems.

To create a recipients list, create a Contact Group in Outlook, manually entering the email addresses you would like to send to OR submit a request to IT to ask them to create an Outlook Exchange list for you.

Download Email Templates

Mailchimp


For large-distribution external communications or internal communications with more than 500 recipients.

  • Creating an account is quick and easy.
  • You will need to provide or obtain your own list of external contacts to send your mailing to. Human Resources or Information Technology may be able to assist you with pulling email lists.
  • MailChimp is free for up to 2,000 email addresses or 12,000 emails sent per month. Please note that MailChimp email and chat support is not available for free accounts after the first 30 days. They do offer non-profit pricing for monthly accounts of various sizes or for pay-as-you-go credits that you buy per email you send per address. For most users, the free account will meet your needs.
  • MailChimp offers an incredible amount of online tutorials, videos, and other learning resources. In general, Communications can advise you on using the university templates and point you to guidelines for getting started, but the MailChimp resources should be your primary guide for how it works. Communications and Marketing will direct you to MailChimp resources whenever possible so that you can help yourself with this service.
  • MailChimp can only be sent to external email addresses. Please be advised to not add any internal email addresses to your lists. Adding internal email addresses can increase the pricing of your departmental MailChimp account.