Using the Mailtool

The Mailtool in MyCR allows you to send email from your course, project, or portfolio site to anyone, whether they belong to your site or not. Using this tool, you may:

• Choose to send email to all participants in any given role or section or to individual site participants. You may also send email to people who are not site participants.
• Set defaults for your emails, such as allowing replt to send or allowing no reply, sending email in HTML or text only format, sending a copy to your own email address.

This tutorial will show you how to perform the various actions described above.

Accessing the Mailtool

To access the Mailtool, click Mailtool in the tools menu on the left side of your screen. MyCR displays the Mailtool home page which looks something like the screenshot below.

Sending an Email

To send an email to one or more recipients, access the Mailtool and follow these steps:

1. If the Mailtool home page is not displayed, click the Reset button to display it.

2. In the To section, specify all appropriate recipients by selecting the roles (All Instructors, All Students, etc), individuals, groups, and/or sections for which this email is intended.

Note: You can view individuals by clicking on the Select Instructors, Select Students, etc links.

3. Optionally, in the Other Recipient(s) box, enter email addresses for recipients who are no site members. Separate the entries with commas or semicolons.

4. If desired, change the entry in the Subject field. By default, the entry is your site name.

5. To attach one or more files to your email, click the Attach a file link. Each file can be no larger than 5 MB in size. Click Attach after each addition.

6. Enter the text of your email in the rich text editor. If send the message in HTML (which is the default) rather than plain text, you may use the icons and pulldown lists to format the text and link to other online content as appropriate. For information on using these options, see Working with the Rich Text Editor.

7. Check the box next to Send me a copy if you would like to receive a copy of the email to your email account.

8. Once the mail form has been completed, click the Send Mail button. You will receive a confirmation that the email has been sent.

Changing Your Default Settings

To view and change your default settings for email sent from the Mailtool, access the Mailtool and follow these steps:

1. If the Mailtool home page is not displayed, press the Reset button to display it.

2. In the Mailtool menu bar, click Options. MyCR will display the Options screen.

3. Change the defaults as desired by changing the selections. Note the following:

• The Choose selection view pulldown list allows you to change the way role and site participants names are displayed in the To: section of the screen when you compose emails. When you change the selection in the pulldown list, MyCR presents a preview of the chosen display.
• If you choose Do not allow reply, the default setting for your emails will not permit recipients to reply to your emails. Otherwise, recipients will be able to reply.
• If you choose Plain text as the message format, the icons and pulldown lists for the rich text editor will not be displayed for your use when you compose emails.

4. To change your default settings and return to the home page, click Update Defaults.