Purpose
This article explains who can send messages to the Everybody distribution group, the requirements for sending an Everybody email, and the approval process used when messages are submitted for distribution.
The Everybody distribution group delivers messages to all HACC employee accounts.
Who Can Send to Everybody?
All HACC employees can use the Everybody distribution group. Messages sent to Everybody are delivered to employee accounts across the college.
Student Employee, Vendor/Contractor, and TEMP/CHS accounts do not automatically have permission to send messages to the Everybody group. Access for these account types must be requested through the SAR process.
Best Practices for Sending an Everybody Email
Before sending an Everybody email:
- Place the Everybody distribution group in the Bcc field to help prevent Reply All storms.
- Do not include attachments.
- Use links to documents instead of attaching files whenever possible.
- Ensure the content is appropriate for a college-wide audience and aligns with the intended use of the Everybody distribution group.
Approval Process
Messages from approved senders are delivered immediately.
If the sender is not part of the approved senders group, the message is routed to the System Administration (SA) team for review and approval before delivery.
During the review process, the System Administrator team verifies that:
- The Everybody group is included in the Bcc field.
- The message does not contain attachments.
- The message is appropriate for a college-wide audience and aligns with the intended use of the Everybody distribution group.
If concerns are identified, the message will be denied, and the sender will receive an explanation of why it was not approved. Once the issue has been corrected, the message may be resubmitted for review.
Why Are Attachments Not Allowed?
Everybody emails generate an individual email message for each recipient. Because of the volume of messages created, attachments can significantly increase storage and processing demands on the Exchange environment. For this reason, links to documents are encouraged instead of attachments.
Need Help?
If you have questions about sending an Everybody email, permissions, or the approval process, submit a request through the HACC Support Portal or contact the IT Support Center at support@hacc.edu.
Users who require permission to send Everybody emails from Student Employee, Vendor/Contractor, or TEMP/CHS accounts should follow the appropriate SAR process to request access.