Send from options
When you first log into Poppulo, the only default option is sending from your own personal email account. You can use this for test sends, but we don’t recommend you use it for sending your newsletters.
You will need to contact the Internal Communications Team to add other send from options to your account.
Send from options
For most mailings, we recommend using a shared mailbox address (e.g. staffbriefing@imperial.ac.uk).
Because these addresses aren’t tied to an individual person, it is easy to transfer access if you move roles.
This kind of address also makes sense for newsletters which have lots of content in them and aren’t ‘from’ one person.
If you have a shared mailbox address set up already, please email the Internal Communications Team. We will check with ICT that you have sending rights, and then we’ll add it to your Poppulo account.
If you would like to set up a shared mailbox, please contact your Departmental IT Representative who can submit the request for you.
If you don’t currently have a shared mailbox and you don’t want to have to check a separate mailbox, another option is to set up an alias for your personal email account.
This looks like a shared mailbox (e.g. strategy-enquiries@imperial.ac.uk) but it is linked to your personal email account.
You can send Poppulo mailings from an alias, and any replies or separate emails would just appear in your normal personal inbox.
Please do not use the alias to sign up to any services that are personal to you as this will make it more difficult to transfer to someone else if you move jobs.
If you have an alias set up already, please email the Internal Communications Team and we can add it to your Poppulo account.
If you’d like to set up an alias, please contact your Departmental IT Representative who can submit the request for you.
There are some cases where you might want to send a Poppulo email on behalf of a particular person, e.g. the dean of your faculty. If they already have a role account set up (e.g. fons-dean@imperial.ac.uk) we recommend using this – please see guidance for shared mailboxes above.
If you wish to send from someone else’s personal email address (e.g. e.nixon@imperial.ac.uk), please contact the Internal Communications Team to discuss.
Sending to distribution lists
A distribution list (DL) can be used to send emails to a group of people without having to enter each recipient's individual address e.g. we use ‘Imperial Employees’ to send Staff Briefing to all staff.
Imperial DLs sync every 24 hours, so your DL in Poppulo will always be up to date.
Sending to distribution lists
If you send your newsletter to a large group of staff such as a whole department, it is likely that a DL already exists, set up by ICT.
Once you have given us the name of your DL, we will check with ICT that you have permission to send to it. If you don’t, we may ask you to seek permission from the owner.
DLs are managed by ICT. You can request a distribution list from ICT via ASK. You will need the individual email addresses of everyone you will send your newsletter to in order to create a DL.
Find out more information about distribution lists, including how to set up and manage them.
In Poppulo, you can send your newsletter to a subsection of people within the DL by running a saved search. For instance, if you were sending a newsletter to a DL that contained the emails of all staff in the Department of Chemistry, you could select to send your newsletter only to the academic staff in that DL.