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Send an individual or bulk email

After reviewing an individual student’s profile or identifying a smaller group of students using Recommended for Outreach groups or filters, you can easily send a message to a group or individual through Inspire for Faculty. You are able to send personalized emails to one student or bulk emails to multiple students.

Individual email

In the left sidebar of the student profile, there is a Send Email button that will allow you to contact the student. To send an email from the student profile:

  1. Click the Send Email button beneath the student’s contact information to open the email tool. The files must be encoded as text to be sent. 
  2. Compose your email to the individual student. Use the HTML options to change the text formatting (e.g. bold, italic) or to add a hyperlink (e.g. civitaslearning.com) to your email content.
  3. If necessary, attach a file to the email by clicking Choose File next to the Attachments option. The system supports a maximum file size including header/body/attachments of 10MB.
  4. Click the checkbox next to Copy Me if you would like to receive a copy of the email for your records.
  5. Click Send Email when the message is ready. The recipient will see your institution's email address as the sender.
  6. Click the checkbox next to CC Student’s Assigned Advisor if you would like their advisor to receive a copy of the email. The advisor will be included in the CC line of the email sent to the student.

If you select Copy Me, the copy will appear in your email client and should look like this:

Note: If the message is being sent to a list of students, the copy sent to Faculty will contain the content of the email but the student name segment will remain as 'Dear [Student Firstname],' and the copy will also contain a list of the students the email outreach that was sent to. Unless the above [Student Firstname] format replaced accidentally when copy-pasting from a draft, the students' first name will automatically populate as expected when sent to the students. (see below: Bulk Emails, #7)


The student will receive the same email content without the delivery information. If a student responds to your email, his or her reply will only appear as an incoming message in your email client. It will not be received or stored within Inspire for Faculty.

You can record the details of this email interaction using the Log Outreach function. The Log Outreach options will pop up as soon as you send the email. Note that if you complete and submit the Log Outreach options before sending your email, the draft email content will be lost.

Bulk email

You can also email multiple students without going through student profiles.

To send an email from the Student List or Recommended for Outreach groups:

  1. To select all of the active students, click the checkbox above the student list. To select only some of the active students, click the checkbox to the left of each student’s name.
  2. After selecting students to include, click Email Selected Students (found next to the checkbox above the student list). This will launch the email tool.
  3. Beneath the student names, there is a checkbox to indicate whether you would like to include students who have been contacted within the last 48 hours. Click the checkbox to select or deselect this option.
  4. Compose your email, keeping in mind that the same message will be sent to all of the selected students. Use the HTML options to change the text formatting (e.g. bold, italic) or to add a hyperlink (e.g. civitaslearning.com) to your email content. Each student will see only his or her name and email address and will not see the identifying information of any other students.
  5. Click the checkbox next to Copy Me if you would like to receive a copy of the email for your records. If you select Copy Me, your copy will include the salutation “Dear Student Firstname,” but it will populate the student’s name in the email they receive.
  6. Click the checkbox next to CC Student’s Assigned Advisor if you would like their advisor to receive a copy of the email. The advisor will be included in the CC line of the email sent to the student.
  7. Click Submit when the message is ready for distribution.

If you select Copy Me, the copy will appear in your email client and should look something like this:

Bulk Email Confirmation.png

You can easily record the details of this email interaction. The Log Outreach options will pop up as soon as you send the email. The selections you make will appear on each of the included student’s profiles. You cannot record different details for individual students included in the bulk email.

Note that if you complete and submit the Log Outreach options before sending your email, the draft email content will be lost. Additionally, the third-party sendgrid sends out bulk emails in batches of 25. If you close the email wizard or navigate to other pages before receiving a confirmation, the remainder of messages will not be sent.

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