Introducing Google Mail Merge

SJU now has the capability to send out adhoc targeted email messages to specific constituent pools using Google Mail Merge. This will allow you to send out messages to a large group of individuals via a curated Google Sheet. Utilization of Google Mail Merge will also ensure that your messages are correctly delivered to your targeted recipients, with no risk of your messages being blocked or going to spam.

Specific instructions on how to use Google Mail Merge can be located here.

Important: It is critical that all official University communications are only sent through approved channels. Usage of Google Mail Merge should be reserved only for informational purposes, and not for critical notifications or required actionable items. Details around approved communication channels (as well as third-party email guidelines) can be located here. Usage of any other third-party systems (MailChimp, SendGrid, etc.) may result in your messages being blocked or being sent to users spam folder.

Introducing Google Layouts

SJU also has the ability to create, edit, and share customized email layout templates with a "What You See Is What You Get" (WYSIWYG) editor, which will allow users to draft and send consistent and professionally branded emails to constituents. Using this interface, you can tailor email messages to have the exact look and feel required to communicate to your target audience, as well as share and collaborate with your teams on exact formatting.

In Gmail, under the New Message dialog box, you can click on the Layouts button here to begin:

Within the Layouts menu, click on My Layouts, and then either begin a brand new layout via "New Layout" to start editing, or select an existing Layout that has been shared to you:

Important: If drafting a new Layout, by default it will save this Layout under your "My Drive" inside drive.google.com. This object can be treated as any other Google Drive object (Docs, Sheets, PDFs, etc.), and can be moved/copied to a Shared Drive, or shared out to anyone within SJU. It is highly recommended that any team or department Layouts be saved under a Shared Drive to ensure continuity of the template.

Specific instructions on how to utilize Google Layouts functionality can be found here.

If there are any questions or concerns about Google Layouts of Google Mail Merge, please submit a ticket here and a member of IT will assess the situation and assist if possible.