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Email

Communicate with the class quickly and easily by emailing from within VU Collaborate.

Emailing Students Using the Classlist

The classlist provides a complete list of who is enrolled in a VU Collaborate unit delivery space. You can use the classlist tool to change enrollments, check students' online status, and send emails or instant messages. This guide will outline how to use the class list to send emails to students in a space.

 

Step One: Accessing the Classlist


1. Navigate to your desired delivery space on VU Collaborate.

2. At the top of the space, you will find the toolbar. Click Space Admin.

screen 1 access space admin

3. Under the Learner Management section, click on Classlist.

2. learner management section

 

Step Two: Email All Students


1. If you want to e-mail all students enrolled within the Space, click the Email Classlist button at the top of the page.

screen 2 email whole classlist

2. It will take you to an Email Classlist screen, where you can verify the number of students enrolled. To proceed to the email drafting screen, click Send Email.

screen 3 confirm number of users

3. A new e-mail window will appear. All selected users will be added to the BCC field to protect anonymity. You can also manually add users.

If you manually add student emails in the To or CC fields, keep in mind that you can only send up to 200 receivers per email.

4. Enter a title into the Subject field and type your message into the Body field. Finally, click Send to send the email.

screen 5 composing emaill

 

Step Three: Email selected students


You can also send an email to selected students from the Classlist tool; there are three ways to do this.

3.1. Send email to Individual Students

1. Select the tick-box next to the students you wish to email, and click Email.

screen 4 select specific users

2. A new e-mail window will appear. All selected users will be added to the BCC field to protect anonymity. You can also manually add users.

If you manually added student emails in the To or CC fields, keep in mind that you can only send up to 200 receivers per email.

3. Enter a title into the Subject field and type your message into the Body field. Finally, click Send to send the email.

screen 5 composing emaill

 

3.2. Send emails to Filter Students by Group

Students can be filtered based on the groups or sections that have been created in the Communication > Groups tab. To create and enrol students into VU Collaborate groups, please refer to these guides: Grouping Students.

1. To filter students using groups or sections, go to the View By: from the Classlist and click the drop-down arrow next to User. You can choose to filter using either Groups or Sections, then click Apply

screen 6 filtering students from view by screen 6.1 filter by group and apply

2. You will then see the Groups options. To choose the group you wish to email, click on the drop-down arrow, select your class group, and click Apply.

screen 6.3 filter on specific group 
     

3. Once you have the group you want available, click on the checkbox at the top of the list of names to select every student in that group. Next, click on the Email icon to send an email. See step 3.1 for details on sending the email.

screen 6.4 select all students in the group

VU Collaborate will show 20 results per page by default. You can increase this to a maximum of 200 in the bottom right-hand corner of the Classlist page.


expand the classlist

 

3.3. Send emails to students using Advanced Search

1. In the Student classlist, click Show Search Options to enable advanced options for searching.

3. show search options

2. The advanced search options include:

  1. Search For...: You can enter a student's name or ID in this box. You can search only via first, last or ID,
  2. Search Type: Provides search options such as user name starts with..., exact name, and contains these letters in student names.
  3. Role: If you have assigned roles to any students, you can search by these assigned roles. This is most useful when searching for staff via their roles.
  4. Flagged: Search between flagged and unflagged users.
  5. Status: Exclude online or offline users from your search.
  6. Last Accessed. Use this section to refine your search to particular dates that users have logged in. 

After selecting your search options, click on the magnifying glass icon to apply changes.

screen 7.1 advanced search options screen 7.2 advanced search options 2

3. See step 3.1 for details on sending the email.

 

Step Four (Optional): Insert Images and Attach Files to your email


When composing an email through VU Collaborate, you can also upload and attach files and media such as images, video and audio recording. 

1. To insert images in your email, select the landscape picture icon from the menu bar.

screen 8 insert image

 2. Select the image location. It can be from your local computer, URL or space files. 

Select File type

 3. Drag and drop your image file across or click on the Upload button. 

screen 8.2 add a file image

 4. Select Add

 5. When prompted, insert alternate text (naming the image) or select This image is decorative. Finally, select OK to apply changes.

 screen 8.3 image alternative text

6. Scroll down to the bottom of the screen to view additional options:

  • Attachments: You can also upload attachments from your devices or record a video and audio.
  • Priority: select email priority status from Low to High.

screen 8.4 other options and attachments

7. Once you have composed your email and inserted any attachments, click Send. 

 


Further Support

Visit the VU Collaborate Help site at https://vucollaboratehelp.vu.edu.au for up to date information and resources on blended learning or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.

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