Email Tools

Internal email and listservs

CEHD's internal listservs are used to send messages college wide and are moderated by the Dean's Office. Review the internal email and listservs page for more information.

Salesforce

While Salesforce Marketing Cloud is a robust customer relationship management system, CEHD is currently only using it as a mass email tool.

Requesting access

To request access to Salesforce, contact Kevin Moe, CEHD communications consultant, (moex0022@umn.edu). 

Training

• Access University IT's Salesforce Self-Help Guide for helpful information on sending mass emails and more.

• Online training is available for new Salesforce users. (You must be logged into your UMN Google Account to access the training.)

Support

• 1:1 support: Need help with a Salesforce issue? Slack other college and unit communicators.

• University support: University level Salesforce issues (e.g., outages, etc. ) can be monitored and reported by joining the Salesforce Marketing Cloud (et-users@umn.edu) Google Group.

• How to use U email templates video

Student lists

Nathan Kopka, CEHD director of collegiate analysis and data reporting, has created dynamic data extensions for all undergraduate and graduate students in each department. These data extensions update every night and can be filtered into more specific data extensions by major, track, etc. Filtered data extensions do not update automatically and are recommended to be refreshed with each use. 

• Salesforce Marketing Cloud Student Data Extensions document

Contact Nathan (kopka003@umn.edu) with questions.

Alumni and donor lists

• Salesforce is the only email client that can be used to email alumni in your unit.

• Contact Sara Pennebecker, CEHD alumni relations officer, (penne048@umn.edu) to request an alumni data extension and consult on messaging strategy.

• Alumni lists must be pulled by the University of Minnesota Foundation and can take up to 7-10 days to be loaded into your unit's account.

• All emails to donors and alumni must use the University's "External - DMS footer." Further instructions can be found here.

• The Foundation closely monitors all sends to alumni data extensions and reserves the right to remove our access to Salesforce if improper use.

• To request an alumni and/or donor email or list, complete the Alumni/Donor email request form.

• Video replay: Requesting and Using Alumni Lists Workshop (8/14/23)

• How to Document: Department Communication with CEHD Alumni (1/10/24)

• Video replay: Communicating with CEHD Alumni and Donors (4/4/24)

• Presentation Slides: Communicating with CEHD Alumni and Donors (4/4/24)

Gmail Layouts and Multi-Send

If you are sending an internal email, Gmail Layouts and Multi-Send might work for you. 

• University Relations recommendations on Google Layouts and Multi-Send

• University Relations Blog post: Gmail Layouts and Multi-Send recommendations