The Email Distribution Processes (omail)

This allows authorised members to compose an email at their personal email address and send it to the MyU3A server for distribution within their own U3A.

When composing the email the distribution code is placed at the start of the Subject line of the email in upper case characters followed by a space. This is then followed by the actual subject line of the email. In composing the email any number and type of attachments may be included.

Emails are addressed to the MyU3A Server as follows: u3axx@myu3a.net where xx is the MyU3A 2-character code for your U3A.
When the server receives the email it checks the email address of the sender to determine whos sent the email, and then checks that person is authorised to distribute to that distribution list.
If the person is not authorised for the distribution requested, an email advises the sender the email has been refused.
If the sender is cleared, a separately addressed email is sent to each person on the distribution list (obtained automatically from the MyU3A database for that U3A).
When all emails have been distributed, an email is sent back to the sender with attachments in csv format advising those members who have been emailed and those who do not have an email address. The latter attachment contains postal address information (for producing envelopes) and contact phone numbers.

Authority to send emails

The office Manager, Class Co-ordinator or your local support team can authorise members to send emails for distribution in the Member app by updating the Member Profile and ticking the appropriate check boxes:

Code	Meaning
NL	Newsletter
ALL	All current and last year members.
TUT	All tutors
VOL	Volunteers

Distribution Identifiers

This is the code (in upper case) placed right at the front of the Subject of the email to be distributed followed by a space and then by the Subject of the email.

Use
NL	Looks up the Member Profile for each member. If the current member or a member who was current last year has elected to receive a newsletter by email, the email is sent. If the member has elected to receive the Newletter by post, the address information is added to the post list.
ALL	An email is sent to all current and last year's members with an email address.
TUT	An email is sent to all tutors with an email address.
VOL	An email is sent to all volunteers with an email address who are serving your U3A during the current academic year. This includes office volunteers, tutors, leaders and volunteers serving your U3A in other capacities.
xxxx-yy	The Class code for emails to be distributed to a particular Class.
CC	Distribute the email to all members of the Committee or sub-committee. Identify the committee by substituting CC with the 2-character code for the Committee (set in the Committee app).

	User Guide
	Initial Setup of your MyU3A database
	MyU3A Setup
	Transfer of Information between MyU3A and a local workstation
	Membership and Renewals
	Courses, Classes and enrolment
	Business Objects and Processes
	Information Apps
	U3A Configuration Apps
	Activity Tracking
	Special Purpose Apps
	General Upload

For further assistance, contact support

Created: 10th May 2011 Modified:19th July, 2019