skip navigation

Brown Home Brown Home Brown Academics

Frequently Asked Questions

» Last modified: 01/17/09

Below are some common questions about Morning Mail. If you have a question that is not answered here, please let us know, so that we may add it to this list.

The Basics
What is Morning Mail?
How is this different from the official bulk email messages sent out?
How often does Morning Mail get sent?
Policies and Guidelines
What are the submission guidelines?
New: What is the difference between an event and an announcement?
Who can submit items to Morning Mail?
What are the publication deadlines?
What groups are available?
Who approves messages?
Can I remove myself from the Morning Mail digest?
Could my announcement be edited by Morning Mail staff?
Using Morning Mail
How do I submit a new item?
How do I copy an existing item?
How do I edit an unpublished item?
How do I cancel an unpublished item?
My announcement becomes effective next week. Can I post an announcement in advance of when I want it sent?
Can I send a message on behalf of my department and have it come from an address other than my own?
My item was approved. Why don't I see it in my Morning Mail?
What's the deadline for a next-day submission?
I can't log-in to submit an announcement. What might be the problem?
I would like my item to appear every day for a week. Can I do this?
I submitted an item but learned that the announcement has been delayed. What can I do to make sure this isn't mailed out to everyone?
My item was rejected. What can I do differently to make sure it's acceptable?
I have a flyer I'd like to distribute. Can I send attachments through Morning Mail?
How do I insert an active URL or email address in my message?
What are some recommendations for successfully communicating a message?
I'm not getting Morning Mail digests anymore. What can I do?

The Basics

What is Morning Mail?
Morning Mail is an electronic news digest sent to faculty, staff and students each morning (if there are items awaiting publication). Published announcements are also available for online browsing. Morning Mail complements other print and electronic communication methods to Brown faculty, staff, and students, such as department communiqués, official bulk email messages, and the Brown online event calendar.
How is this different from the official bulk email messages sent out?
Official bulk email messages involve major University announcements or emergencies, sent as the need arises, with one specific message [more about bulk email]. Morning Mail is intended to communicate news that is relevant to the educational process or ongoing University business. Messages must relate to Brown University programs, operations or facilities. Unlike official bulk email, it is sent on a regular basis at preset times and may contain several messages from different senders.
How often does Morning Mail get sent?
Daily, if there are items awaiting publication.

» Return to the top


Policies and Guidelines

Policies regarding the use of Morning Mail to publicize events have changed. Please read the following guidelines carefully. Failure to adhere to these guidelines will cause your message to be rejected.

  • Announcements about events must contain the date, time and place of the event.
  • Submissions that do not include the complete name of the sponsoring group or department in the FROM or MESSAGE field will be rejected.
  • No announcement promoting an event will be approved for Morning Mail unless the event also has been posted to the online calendar of events. (Submit Your Event to the Events Calendar)
What are the submission guidelines?
Morning Mail is intended to communicate news that is relevant to the educational process or ongoing University business.

In general, messages should pertain specifically to Brown academic or administrative issues and the welfare of the Brown community. Please see the notice above for use of Morning Mail to publicize events.

Profane or derogatory language is prohibited, including replacing all or some of the letters of the intended text with symbols (such as #&!).

Any event where alcohol may be served may only be advertised to those over 21; therefore, the submission must be addressed to only those groups that are over 21.

Not permitted are solicitations for human research subjects; political announcements; or sales or solicitations for donations to a personal cause. If your announcement is intended to publicize an event, please note what characterizes an event. Announcements of sudden or last-minute events or changes to events will be handled case by case.
»Examples of acceptable and unacceptable submissions
What is the difference between an event and an announcement?
An annoucement is a notice about policy or news at the University that may or may not be linked to a timeframe. An event has a specific, short-duration place and time associated with it. For example: An all-day blood drive on the Campus Green is considered an announcement. Auditions to be held tomorrow at 4:00pm is an event because it takes place at a specific time.
What are the publication deadlines?
Items submitted before 3:00 p.m. on weekdays will usually be distributed to the appropriate list(s) early the next morning, unless a different distribution date is indicated. All items are reviewed for approval by the Office of Public Affairs and University Relations.

Any edits or changes must be completed by 4p.m. on the business day before publication.
Who can submit items to Morning Mail?
Brown University faculty, staff and recognized student groups may submit items for Morning Mail. Student groups must be recognized (i.e. on mygroups.brown.edu) and the name of the group must be identified either as the sender or in the text. Please remember that if you have a program within your group, the name of the group must still be noted as subgroups aren't listed in myGroups. Click on the "submit items" link at the top of this page to prompt a log-in with your Brown ID (campus username) and password. If you have not activated your campus account, do so at myAccount. If you've forgotten your password, please contact the Help Desk at 863-HELP.
What are the publication deadlines?
Items submitted before 3:00 p.m. on weekdays will usually be distributed to the appropriate list(s) early the next morning, unless a different distribution date is indicated. All items are reviewed for approval by the Office of Public Affairs and University Relations.

Any edits or changes must be completed by 4p.m. on the business day before publication.
What groups are available?
You may select all populations or a specific group, which include: students (first-year, second-year, third-year, fourth-year undergraduates; graduate students by concentration; all medical students); all faculty or subgroup (on-campus faculty only, medical faculty); and staff (administrative/exempt; clerical/non-exempt, union). While it is possible to reach all groups, it is recommended that you target your posting to those most affected or interested in your message.
Who approves messages?
Messages are approved by a staff member of Public Affairs and University Relations.
Can I remove myself from the Morning Mail digest?
No. Morning Mail is an official Brown communication and its announcements may affect your day-to-day activities and responsibilities. Since it should be read as any other official document, you are not permitted to opt out of receiving Morning Mail.
Could my announcement be edited by Morning Mail staff?
The submitter is solely responsible for the content of a message. Morning Mail staff review messages and approve or reject them, in their entirety, based on the submission guidelines. The staff assume no editorial responsibilities.

» Return to the top


Using Morning Mail

How do I submit a new item?
Step 1: Click on the "submit items" link above and log in with your username and password.
Step 2: Select which groups should receive the posting. Specifying ALL of any group will automatically select all subgroups.
Step 3: Complete all appropriate fields.
Your Name and Your Email Address: These fields are automatically filled, based on your log-in information. These are not published and are used only if questions arise about your submission.
From Name: This information will appear in the From line of your news item in Morning Mail. You may enter your name as the sender, or the department, organization, or person for whom you are writing, as the sender.
From Email Address: This is the accompanying address for the From Name. It should be an actual email address, though it can be a group, department or alternate email address.
Subject Line: Enter up to 50 characters summarizing your item. Be specific: Don't just say "Deadline" or "Announcement." Try to include a noun and a verb. The subject line should explain your item enough to give readers an idea about the content of the message.
Message Text: Enter up to 500 characters (approximately 5 lines of text). You may type directly into the field or copy and paste it from another source, but note that special formatting (bold, italics, specified fonts, bullets, etc.), HTML or attachments are not allowed. You should therefore be brief and to the point. This message text will be included in Morning Mail. If your message requires more space, use the "Extended Info" field.
Extended Info: This is an optional field. Either enter a URL directing the reader to more information on your web site or enter an extended message. This text will be readable from the Morning Mail web site but is not included in the sent digest.
Publication Date: Your submission will be published in the next issue unless you specify a different publication date.
Step 4: Preview your posting and make any changes before submitting your news item. Note that what is displayed approximates what the reader will see, as formatting depends on the email client being used and its configuration. In other words, you will not be able to control how the message looks, only the content.
Step 5: Submit the item for publication. Once submitted, you can still view, copy, edit or cancel it (if unpublished).
How do I copy an existing item?
Step 1: Click on the "Manage Your Recently Submitted Items" link above and log in with your username and password.
Step 2:Locate the item you wish to copy and click on "Copy" in its Action field. Note: The Copy function, similar to a "Save As", creates a duplicate of an existing ticket.
Step 3: The item is displayed on the submission page, containing the same content of your original message. Make anynecessary changes (such as selecting a different group and/or publication date, or altering the message text).
Step 4: Preview your posting and make any further changes.
Step 5: Submit the item for publication. Once submitted, you can still view, copy, edit or cancel it (if unpublished).
How do I edit an unpublished item?
Step 1: Click on the "Manage Your Recently Submitted Items" link above and log in with your username and password.
Step 2: Locate the item you wish to edit and click on "Edit" in its Action field. Note: The Edit option is available only if the item has not already been published. It is used to alter an existing item. To create a duplicate item that is similar but different, use the Copy function.
Step 3: The original item is displayed on the submission page. Make any necessary changes.
Step 4: Preview your posting and make any further changes.
Step 5: Re-submit the item for publication. Once re-submitted, you can still view, copy, edit or cancel it (if unpublished).
How do I cancel an unpublished item?
Step 1: Click on the "Manage Your Recently Submitted Items" link above and log in with your username and password.
Step 2: Locate the item you wish to cancel and click on "Cancel" in its Action field. Note: The Cancel option is available only if the item has not already been published.
My announcement becomes effective next week. Can I post an announcement in advance of when I want it sent?
Yes, you can post an announcement and set it to be delivered in the future.
Can I send a message on behalf of my department and have it come from an address other than my own?
Yes, you can enter a name and address on behalf of someone else or the department in the corresponding "From" fields. The address must be an active Brown email address. The entered name will appear in the Morning Mail digest item. Note that upon submission of an item, a confirmation is mailed to the submitter and to the address in the "From" field (if these differ).
My item was approved. Why don't I see it in my Morning Mail?
Items only appear in the e-mail of the group selected by the submitter. If you addressed your item to undergraduate students, only undergraduate students will see it in their e-mail. If you want to confirm that your item was published, check the morning mail website where all published items are listed daily.
What's the deadline for a next-day submission?
Items should be in by 3:00 p.m. during business days. Any edits or changes must be completed by 4p.m. on the business day before publication.
I can't log-in to submit an announcement. What might be the problem?
You must have an active ID to login. If yours has not been activated, visit myAccount to do so. If you have not changed your password recently, you may also want to try resetting it (also at myAccount). If your problem persists, contact the Help Desk.
I would like my item to appear every day for a week. Can I do this?
You are limited to sending a specific announcement once within a seven-day period unless a significant detail has been changed (i.e., room
change, time change, deadline altered, etc.)
I submitted an item but learned that the announcement has been delayed. What can I do to make sure this isn't mailed out to everyone?
Click on the "Manage Your Recently Submitted Items" link, login, then locate the item you wish to cancel in the queue. If it has not been published, either cancel it or edit the necessary details and re-submit a corrected version.
My item was rejected. What can I do differently to make sure it's acceptable?
Review the guidelines for Morning Mail to make sure you have stayed within them. The item should relate to Brown University programs, operations or facilities. Sales or solicitations for donations are not permitted. Events should be posted to the online event calendar. If you have further questions about content, contact the office of Public Affairs and University Relations at 3-2476.
I have a flyer I'd like to distribute. Can I send attachments through Morning Mail?
Attachments are not allowed. You can instead post the flyer to your web site and include its URL as part of your announcement.
How do I insert an active URL or email address in my message?
Simply enter the complete URL, including the http://, or for an email address (Name@brown.edu) to make them clickable links in the messages.
What are some recommendations for successfully communicating a message?
Be succinct, placing the most pertinent facts first. Write for the reader, answering the question "how will this affect me". Assume the reader knows little or nothing about the item being announced, especially taking care when using acronyms. It's best to first spell out the entire name, followed by the acronym in parentheses, for example, "...today at the Olney-Margolies Athletic Center (OMAC)."
I'm not getting Morning Mail digests anymore. What can I do?
    If you no longer seem to be receiving Morning Mail digests, please contact the Help Desk for troubleshooting assistance at (401) 863-4357 or help@brown.edu.

» Return to the top