In an effort to curb the spread of phishing emails in the environment, rate limits on the amount of emails that may be sent have been implemented on college email accounts. Exceptions are in place for individuals and groups that legitimately need to send large volumes of email as part of normal daily operations. Below are some hints and tips to help minimize disruptions:
- Where feasible, use distribution lists. A distribution list only counts as one email, regardless of the number of entries in it. If you send email to a large group with a relatively stable population, but there is no defined distribution list for it, use this service request to have a distribution list created. Provide the name of two or more designated persons as owners so that updates to the list may be managed without the need to engage systems administrators or having to create tickets.
- If the list for bulk emails is highly variable and has less than between 500-1000 entries, try sending the bulk emails in chunks of about 400 or less each, spaced an hour or more apart. Individual emails and / or replies to other emails count towards the hourly total, which is currently set to 500; therefore if you send a batch of 500, you may be blocked from replying or sending other emails for at least an hour
- For larger variable lists, please request to be added to an exception policy. Systems administrators will need the name of the individuals(s) or shared mailbox that is being used to send the bulk emails.
- For frequent or routine large lists going to non-GCC email addresses, consider using an external bulk email provider such as Constant Contact, maybe even partnering with another department who may already be using such a service, to spread departmental cost while minimizing overall cost to the college.