Mass Email: Creating and Sending

Tawnya -

When you create a Mass Email in Handshake, you have the opportunity to send a test version of the email, to your email address, prior to sending the email to your final audience.  Sending a test email, is one of the last steps in the process of creating a Mass Email. So first, you’ll need to go through the steps of creating a Mass Email. (If you’ve already created an email and just need to send the test email, skip down to Step 9 below)

Note: At this time we do not provide a way to resend a mass email you've sent, but our product team is aware of this need. As workaround in the meantime, you can copy and paste content from a previous email.

1.  Click Mass Emails on the left-hand navigation bar.
2. Click the New Mass Email tab in the upper right hand corner.

3. Your first step in creating the email will be determining the email’s recipients.  Handshake defaults to the list of all students at your school (listed on the right side of the screen). Use a saved search or the filters on the left side of the screen to narrow the population of students who receive the email.  Once you have chosen the filters, you will see that the recipient list size has decreased. 
Note:  If you use the filters to narrow down your audience, and you’d like the option to send another email to students who match that profile in the future, we recommend saving your search.  When you use a saved search, you’ll create a list of all students in the Handshake system at that time who meet your criteria.

4. Click the Setup button at the bottom of the screen (or click the Next button - either will take you to the next step of the process).

5. Fill in the information requested regarding the Campaign name, the subject of the email, etc. and then click the Write button (or the Next button). NOTE: If you do not fill in a SEND DATE then the email will be sent immediately after you complete the New Email process.
6. Compose your email in the space provided, using the WYSIWYG (What You See Is What You Get) editor.  You can use the editor to hyperlink text to websites or emails and to include images. When your email reads and looks the way you want it to, click the Template button at the bottom of your screen (or click the Next button.)  Note: While shorter emails are typically more effective than longer ones, Handshake does not limit the amount of text you can include in an email.   

7.         Next, you’ll choose a Template (from those created by your school) to determine what the email will look like.  If your school doesn’t have any Templates available, or if the Templates you have to choose from don’t work for your email, you can use the Manage tab on the left side of the screen to create a new Template.  Note: Most schools have strict policies about the look of the template and the copy it contains.  We recommend checking with your Career Services director or Handshake owner before creating a new Template.
8. Finally, click the Review button at the bottom of the screen (or click the Next button). You will then see a screen that enables you to review your email and make any changes necessary. At this point you can click on any of the buttons at the bottom of the screen to return to that step to make changes. When you are satisfied with the email, first click the Save Changes button (if you’ve made unsaved changes).  Then click the Finalize button at the bottom of the screen.
9. You’ll then see a high-level review of your email including the number of recipients, the subject of the email and the source, and when the email will be sent. Click the Send Test Email button at the bottom of the screen and a test email will be sent to you at the email address you provided to Handshake.

10. Check your email inbox; you should receive the test e-mail within a minute or so.  If you’d like someone else to review your email, simply forward the test email to their email address.
11. If you’re satisfied with the email, you can now click the Send button to send the email to all recipients as scheduled.  If you want to make changes, click the Go Back button to return to the email editor where you can use the buttons at the bottom of the screen to return to any step.

12.Please note, if your email's recipients total 100 or more, after you click the Send button, a pop up will appear prompting you to confirm the number of recipients by typing in the number into the text box. You can then click Send to send the email.



Note:  If you’ve left an email before sending it, you can come back to send a test email or the final email by clicking Mass Emails on the left hand navigation bar and locating your email in the list of emails your school has created. 

Email Status: Once an email has been created it will show as one of four statuses (drafting, finalized, scheduled, sent):

  • Drafting - Email has been started but not reviewed and finalized.
  • Finalized - Email has been created and reviewed, but has not been scheduled or sent.
  • Scheduled - Email has been finalized and will be sent on the date indicated in the status.
  • Sent - Email was sent on date indicated in the status.
Was this article helpful?
8 out of 20 found this helpful
Have more questions? Submit a request