Mailing System

New Distribution

Navigate to the 'New Distribution' form - https://www.lincolnshirescouts.org.uk/mailing.

Log-in using your Lincolnshire Scouts Microsoft 365 username and password (if you do not have permission, see the permissions section below).


Organisation:

Choose the organisation you are sending the message out on behalf of. You will only be able to send e-mails to those organisations you have permissions for. Remember, you may be sending a segmented distribution out to a single District but it may still be on behalf of County.


Segmented Distribution:

Area:

  • Not Checked = Lincolnshire County
  • Checked: Select the Districts for the distribution to be sent to (you can select multiple Districts).


If required, you can also filter by Team or Role:

  • Not Checked = All Teams or Roles
  • Checked: Select the Teams or Roles for the distribution to be sent to (you can select multiple Teams or Roles).


Notes:

  • You are not able to filter on both Team and Role.
  • Volunteers will only receive one e-mail, regardless of the number of roles held that meet the filtering criteria.


Subject:

  • This will appear as the email subject.


Message:

  • Click the 'pencil' in the top right of the field.
  • Type you message (currently please do not add images).
  • Click 'Save'.


Notes:

  • The e-mail signature (including your name, role and area) is automatically included.
  • We recommend using font: 'Arial', size 11.


Reply To:

If replies should go to another user rather than yourself, please add them here.


Attachments:

Please include any attachments. Maximum total file size 10mb.

Mailing system form

Process:

  • Once the form is saved, your Distribution Request will be forwarded to a Reviewer. This is to allow distribution frequency to be managed.
  • Once approved, the messages will be sent over the next 1-2 hours.
  • When all messages have been sent, you will receive a confirmation message. This message will include the number of e-mails sent.


Failures:

  • A distribution may fail for a number of reasons and the IT Team are on hand to try and resolve these as quickly as possible.
  • If the request is declined or information was missing, you can make the relevant updates and resubmit the request.
  • Any issues - Raise a ticket on the Service Desk.


Permissions:

To have the relevant permissions added to your account, please raise a ticket on the Service Desk. The County Lead Volunteer approves all requests to be added.