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Class Email Distribution Lists by Term through SIS

Email Distribution for Current Term

To email students registered/pre-registered for a course in a term other than the current one.

STEP 1:  RUN A PROGRAM ON TTUMIS

• Log into your TTUMIS account.
• From the TTUMIS Main Menu, at the ?> prompt type:
  
  ?>SIS [Enter]
  ?>REPORTS [Enter]
  ?>RPTTERMDIS [Enter]     **DO NOT TYPE RPTCLASSDIS**

• At the ? prompt enter the term needed in the format:  2002M or 2002F or 2003S
  For example:

• Reenter the term for validation at the ? prompt.
• Enter the course ID in fixed format at the ? prompt.

Note:    To get a group of section ids only enter the department and course.  For example to get a email list of all students pre-registered for all MATH1910, you would type MATH1910 at the ?> prompt.

• Enter a short filename at the ?> prompt. 
  For example: math1910
• Type Submit
• Your job will be submitted to the batch menu.  A file will be placed on your TTUMIS account named 'filename'.dis  
  Please give the job time to run in case there are other jobs ahead of it in the queue (as much as half a day).  From the Main menu, use the UTIL menu and DIR to see a listing of files on your account.

STEP 2:  TRANSFER THE DATA FROM TTUMIS TO YOUR PC AND CREATE A SPREADSHEET

    Follow the detailed instuctions here for using WS_FTP

    In brief: 

• Open the program WS_FTP95LE and logon to TTUMIS
• Locate your file on TTUMIS and transfer it to a location on your hard drive where you can find it.
• Logout and close WS_FTP95LE

    Then:

• Locate the file on your hard drive, such as in My Documents.
• Right-click on it and select Rename from the popup menu. 
• Change the file extension from .DIS to .csv 
  (Be sure that you are seeing the full filename--In Windows Explorer, select Tools > Folder Options, View tab, uncheck Hide extensions for known file types.)
• Open the file with Excel.  You should see three columns of information:  email address, First Name and Last Name.
• Even though the fourth column appears to be empty, highlight thee fourth column and delete it.  Then save the file.

STEP 3:  TRANSFER THE DATA TO YOUR EMAIL PROGRAM:  Directions for Outlook

• Open Outlook
• Click on Contacts in the Outlook Shortcuts Bar to the left.

Create a folder under your existing Contacts folder into which you will import the email addresses for your class. From the menu, select      File —› New —› Folder  Type a name for your folder reflecting the class name, such as Math1431. Click on Contacts to select the location where this folder will be created. Click OK. From the menu, select File > Import and Export In the popup window, select Import from another Program or File and click Next. Select Comma Separated Values (Windows) from the list and click Next Browse to locate your file which ends with .csv and click Next

Select the destination folder under Contacts. Expand Contacts by clicking on the plus sign + and select the folder you created with your class name (for example Math 1431). Click Next

Check the import action listed. Click on Map Custom Fields

• Drag the fields or data from the left side to the correct field on the right and click OK.
• Then click Finish.
• Wait as the data is imported.
• The class email addresses will then be available for your use in a separate folder, so that you can easily find them and not have them mixed in with your regular contacts.

IF you have a Gemini Account, you may be able to use VMS Mail:

?>MAIN [Enter]      To return to the main menu
?>MAIL [Enter]
MAIL> SEND
TO:   @math1910    Use whatever you named your file above preceded by the @ sign.
Subject:  Type a subject 

Type your message and press CTRL-Z to send it.

MAIL> EXIT        To leave mail

Please note that some email addresses may be blank.  If someone has pre-registered who is not yet a current student, they will not have a TTU email address assigned.

Cancelled Classes:

To send messages to people in cancelled classes, you must use this procedure BEFORE the drop/add slips are processed.   Once the drop/add slips are processed, there are NO records of who was registered and this information can not be retrieved.

If you have additional questions: 

Please contact Elaine Wells (372-6526).

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Tennessee Technological University
July 22, 2005