Moodle Quickmail allows you to communicate with all or a select group of students via email. You can also communicate with your teaching assistants in the same way. You can even sent multiple attachments using the platform. Under certain conditions, you can also allow students taking your course to communicate with each other.
The Quickmail block allows you to send bulk emails depending on the kind of settings that you pre-determined. This platform has a number of features that you should learn.
How to Use Moodle Quickmail
1. Accessing the Quickmail block
To access your Quickmail block, you need to turn on the editing once you access your course homepage.
The course homepage is usually at the right side of your screen. You need to scroll down until you see the “Block” option. An “Add” drop-down menu will appear. You can select the Quickmail option then.
Once the selection is done, you will be able to see the Quickmail block on that same side but at the bottom. Move it to the position you would like it to be on the screen.
2. Setting a Signature
If you want to send emails via Moodle Quickmail with your custom signature, you need to create them.
On the Quickmail block you have accessed, you need to scroll down and select the “Signature” option. An editing pad will appear to allow you to add your title and signature details (what you would like to display). You could check the default box if you want that signature to appear on all your Quickmail emails. You can then select the “Save Changes.”
3. Creating EMail (Part 1)
On the Quickmail block, scroll down until you find the “Compose email” link and select it. A screen for composing emails will come up. You need to configure settings which will determine the recipients of your message.
4. Configuring Settings
In order for your students to use Quickmail, you must configure the settings. You need to access the “Setting” option within the Quickmail block. A configuration screen will then appear. This is where you will determine the right settings for your needs.
The system default give a “no” option to allowing students to use Quickmail. You need to use the drop-down menu to change it to yes.
Quickmail is also able to filter communication based on the different roles that individuals have within your course. These may include students or teaching assistants. You can also filter communication based on sections, which usually include lab, discussions and lecture sections. Another option would be to filter communication based on groups, which should have been created already within the Moodle course you will be handling.
If you want to ensure that everyone gets your emails, you need to ensure that you select the “no filter” option for roles. Under the section category, you will be able to see the “potential section” option. If you need to communicate with people from more than one section, you will need to hold down Control or Command (in Windows or Mac respectively) then click on the additional names available in the potential section list.
You can also choose to check the box, which is labeled “Add Course Shortname to message body.” If you check this option, your message will feature that short name as part of the email subject.
You can save the changes that you have made by configuring the settings. These changes will be reflected on your email.
5. Creating Email (Part2)
Once you configure your settings when composing an email, you will end up with a final list of potential recipients. You can keep on adding and removing these recipients until you are satisfied with the final list.
Ensure that you input the subject at the subject line. The short name of your course will be added if you allowed it when configuring your settings.
In the large text box for messages, you can enter the message that you want to send it. There is a toolbar for editing that message if you need to make changes.
An uploading button exists at the bottom of the text box. You will use that button to attach additional files that you want to pass on to your recipients. You need to ensure that your files are in .zip format for easier sending. The files you attach can be obtained from the Moodle file storage area or uploaded from another location altogether.
Attachments can only be sent one at any given time. You need to make sure that the file size does not exceed the limits, which are usually set using the IUP-email system. If you are the course instructor, you can reset the size under the “Settings” for your course.
If you already set your signature and you want to use it, then you can choose to do so.
You can also select to receive the email you have composed to your own mailbox. This will require you to select the “yes” option under the “receive a copy” section. The default is usually “no.”
You can then click on the “send email” option in order to ensure that you communicate your message via Quickmail. Moodle will direct you to the View history page from where you can see your sent email at the top of the list. If it does not show there, then you have made an error in sending the email. You may need to send the message again. Alternatively, you may have accidentally created an email draft, which will require you to access the draft section on the Quickmail block. You can send the email from there.
You can also select the “save draft” option if you do not want to send the email then. Doing so will allow you to make some changes before sending the final message. You will then receive a “changes saved” message. This will appear on your Quickmail screen right at the top.
Using Quickmail in Moodle may require some time and effort on your part before you understand how things are done. However, once that happens, sending messages to different participants in your course becomes much easier. The ability to predetermine who will receive or not receive different emails from you ensures that unauthorized people do not access course materials. The Moodle Quickmail therefore, makes sending and receiving electronic mails within the institution much easier for everyone concerned.