Email & Newsletters

Email and newsletter campaigns can be effective communications tools. The resources on this page will help you access these tools and will help your communications be recognizable as part of the Augusta University brand.

Emails sent only to augusta.edu email addresses are “internal communications.” Emails sent to other than augusta.edu email addresses are “external communications.”

For internal communications

The following organizations have access to an internal email platform called Poppulo. If you are in one of these organizations, first contact the Poppulo administrator to see if they can help you with your communication, e.g., whether they could include your information in a newsletter they already send out, send your communication for you, etc. Note: Poppulo emails can only be sent to augusta.edu addresses.

Reporting Area

Contact Person

AU Health Kelly Busbee
College of Allied Health Sciences Trinity Massey
College of Education Stacey McGowen-Hudson
College of Nursing William McCranie
College of Science and Mathematics Jean Grover
Division of Instruction and Innovation Aisling Reigle
Georgia Cancer Center Sylwia Duleba
Hull College of Business Payton Prather
Human Resources Lacey Anderson
Information Technology Carole Campbell
Institutional Effectiveness Susan Lawton
Medical College of Georgia Leslie Bedenbaugh
Office of Academic & Faculty Affairs Carolyn Cannon
Pamplin College Tina Zimmerman
Research Sarah Long
School of Computer and Cyber Sciences Haley Bourne
Student Affairs/Student Life David Munoz
The Dental College of Georgia Debbie Lewis
The Graduate School Chadwick Heard

Poppulo General Guidelines

Poppulo is an internal-only email system — Emails may be sent only to augusta.edu email addresses.

Poppulo is intended for large-distribution official communications to faculty, staff and/or students.

Poppulo emails generally do not allow recipients to unsubscribe.

One of the most common complaints about internal communications is, “I receive too many emails.” So, all of us who send email communications must be respectful of our colleagues’ time and workload.

That means all senders must:

  • Be careful to send only official communications
  • Take pains to target audiences as specifically as possible

Ideally, organizations will combine information from various units into a single, periodic newsletter to send to its constituent audiences.

Event promotion

Each week there are dozens of scheduled events across the university and health system, and each one is very important to the unit or individual planning it.

If we allowed each unit to send a blast email about their specific event to our thousands of faculty, staff and/or students, all of our inboxes would soon be chaos.

Instead, for event promotion to internal audiences:

  • The university events calendar is the primary vehicle for events notification.
  • Request your Poppulo administrator to include your event in a unit newsletter.
  • You can also submit a request to include your event in the events section of the weekly Jagwire newsletter, which goes out Thursdays. (Select News & Announcements — twice — after you fill out your contact info and, in the “Tell us about your announcement news” section, note that you’d like the event included in the Jagwire newsletter and provide the calendar link.
    • Please note not all such requests can be honored
    • For best chances, send in the request at least a week in advance of the newsletter date

For event promotion to external audiences, here are links to some local community calendars:

 

Poppulo Alternatives

If you are not in one of those organizations or if they are not able to help you, consider using Outlook or Mailchimp.

Outlook
For internal communications with fewer than 500 recipients

Consider sending through your Augusta University Outlook account. DCM has created several branded templates for use with Outlook. Note: These templates are available only for Windows operating systems. Microsoft has not yet made them available for Mac systems.

To create a recipients list, create a Contact Group in Outlook, manually entering the email addresses you would like to send to OR submit a request to IT to ask them to create an Outlook Exchange list for you.

Download Outlook Templates


MailChimp
For large-distribution external communications or internal communications with more than 500 recipients

We recommend creating an account in the email platform, Mailchimp. MailChimp is an external email marketing service that allows you to create and deploy custom emails.Creating an account is quick and easy.

DCM has created a variety of branded newsletter templates. Academic and administrative units who wish to send HTML emails (templated emails rather than plain text) communicating official information to internal and external audiences should use the university’s email templates to help properly identify their messages as coming from Augusta University. These Mailchimp templates include a number of required elements while also providing a strong brand identity. If you would like to use these templates, please submit a Newsletter Template Request and the template(s) will be added to your Mailchimp account. Mailchimp also has built in generic templates that can be used.

DCM is not able to create custom templates for individual offices or organizations.

You will need to provide or obtain your own list of internal and external contacts to send your mailing to. Human Resources or Information Technology may be able to assist you with pulling email lists.

MailChimp is free for up to 2,000 email addresses or 12,000 emails sent per month. They also offer non-profit pricing for monthly accounts of various sizes or for pay-as-you-go credits that you buy per email you send per address. For most users, the free account will meet your needs.

MailChimp offers an incredible amount of online tutorials, videos, and other learning resources. In general, DCM can advise you on using the university templates and point you to guidelines for getting started, but the MailChimp resources should be your primary guide for how it works. DCM will direct you to MailChimp resources whenever possible so that you can help yourself with this service.

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