myAnnouncement Composer user guide
myAnnouncement Composer is a self-service email composer available through Muse for the sharing of information relating to University business. Announcements are moderated by the internal communications team.
To help you with your email announcements, we've put together this quick user guide. Please also read the myAnnouncement Composer policy (PDF 66.6KB).
Due to GDPR regulations, colleagues will need to opt-in to the myAnnounce and Volunteers system. You can change your preferences at any time.
Under the new regulations, colleagues will continue to receive strategic or critical communications, for example messages from our leadership team, important updates and information on incidents or safety concerns, through the all staff list. From January 2019, you will also receive emails about key benefits and opportunities available to all staff, job opportunities, and key corporate events.
To ensure you still receive information about smaller events, paid-for events, competitions, promotions, discretionary paid for services and more, you need to opt in to the Announce list.
And to continue receiving emails requesting volunteers to support with University research projects (including paid opportunities) and all other volunteering opportunities, you will also need to opt-in to the Volunteers list.
Internal Communications will determine whether an email communication is appropriate for all-staff, announce or a separate marketing list. In cases where we are unsure whether consent is required for a particular message, or there is dispute, we will seek the opinion of the Data Protection Officer, who will escalate the query to the Chief Operating Officer if required.
If you need advice about your own mailing lists and consent to send messages, please contact the Data Protection office, Anne Cutler at: firstname.lastname@example.org
Timing and distribution: You should submit your message at least three working days before you would like it to be distributed. For urgent questions or queries please email email@example.com
|Important points before you start||
The General Data Protection Regulation (GDPR) came into force on 25 May 2018. This legislation, together with the existing Privacy and Electronic Communications Regulation (PECR) means that we made significant changes to how we can contact individuals by email, and by telephone.
Under the new regulations, all processing of personal data such as email addresses and telephone numbers must be based on one of six legal conditions: communications other than for core University business must be based on the consent of the recipient.
From May 2018, colleagues have been asked to opt-in to the myAnnounce and Volunteers system.
Further information on GDPR and PECR is available from the Information Commissioner’s Office
Or from the University’s Data Protection Officer, Anne Cutler. Email: firstname.lastname@example.org
Emails to students
Our guidelines are tailored towards sending messages to staff, so please direct enquiries about your student message to the student communications team.
If you want to send a staff message and send the same message to students, you will have to submit the message to myAnnouncement Composer twice, once for staff and then go back into the composer again to select students (PGT and PGR students are part of the student list not the staff list). If you are sending a copy of the same email to both students and staff, be clear to distinguish what the key message is for each audience.
Mailing List Manager – myLists
Please note, this is a different email distribution system from myAnnouncement Composer. It is most useful for internal departmental lists or groups of similar interest members.
Mailing List Manager can also be used to send emails to the lists moderated by internal communications (email@example.com, firstname.lastname@example.org, email@example.com) and it is useful as it allows you to send HTML emails. If you're sending an HTML email please test your email first as we cannot be held responsible for incorrect HTML code.
Unless you need to send HTML emails, please try to use myAnnouncement Composer rather than Mailing List Manager; it is much easier to edit and format emails this way.
Note about HTML emails: we suggest using these sparingly. If you'd like to explore this option contact Lee Johnstone L.Johnstone@sheffield.ac.uk at Print and Design Solutions. Lee will design and test your email. You can then send it directly to firstname.lastname@example.org for approval and distribution.
Reminder emails: Approval of reminder or follow-up emails will be decided on a case-by-case basis.
|Essentials for using the composer||
You’ll find myAnnouncement Composer in MUSE > View All Services when you log in with your staff username and password.
Once you submit a message using myAnnouncements composer and click submit it will await moderation by the internal communications team. We reserve the right to proofread your messages or make suggestions about style, tone or a more appropriate channel for your message before we approve them.
When we've approved your email you will get an email from email@example.com to confirm this. The system sends approved emails every 15 minutes unless you have selected a specific time and date.
You won't be able to edit your message in myAnnouncement Composer once you've submitted it.
myAnnouncement Composer only allows you to compose plain text emails.
Type your message directly into the composer. If you are copying it from a Word document it's best to paste it in to Notepad first to strip out any formatting. The composer is not compatible with the following features:
Don't use accents on words or symbols in your message including £, $, % or &, as the system does not recognise them and will insert random characters into your message when it's sent. GBP is a good alternative: 'Win an amazon voucher worth 25 GBP'
The myAnnouncements Composer does not allow you to attach documents, but there are alternatives. You can either link to a website or add a link to a shared Google doc.
When you add links in the body of the message or the web link field they won't show up as hyperlinks when you're composing the message but they will become hyperlinked when the email sends. You can't add a hyperlink to your copy, you must paste in your URL.
Watch out: If you use the web link field in the composer be careful your link isn't too long as it will cut off and won't work when people receive your message. To check, preview your message and if it's cutting the end off use a URL shortener such as Bitly.
myAnnouncement Composer has three email distribution lists as well as a tool for targeting a more specific audience for your message.
Announce@lists.shef.ac.uk: for messages relevant to the majority of colleagues.
Volunteers@lists.shef.ac.uk: for recruiting participants or volunteers for your survey or study.
Staff@lists.shef.ac.uk: for strategic or critical communications, important updates, incidents, safety concerns, key benefits and opportunities available to all staff, job opportunities, and key corporate events. We reserve the right to change all staff email to announce emails.
Please note the distinction between the all staff list and the announce list: whilst there is an option to unsubscribe from Announce list, everyone at the University stays on the all staff list. The Announce list remains an effective way to reach the majority of staff for general, important but non-critical updates.
|How to use lists and targeting on the composer||