Sending Messages
This article details how faculty and staff can send messages to students in TitanNet.
There are multiple ways to initiate sending a message such as via your Assigned Students list, the Student Profile, Appointment Queue, Advanced Search and Reporting results.
Sending a message to multiple students blind copies all students. Recipients will not be able to tell that the message was also sent to other students.
1. Open the message window.
1.1. If you're on the Student Profile, click Message Student.
1.2. If you are in the Appointment Queue, click Actions, then select Send Message.
- Click Actions.
- Select Send Message from the Actions menu.
1.3. If you are viewing students in a report or list, click Actions, then select Send a Message to Student.
- Click Actions.
- Select Send a Message to Student from the Actions menu.
2. You can write a message by: applying a template, manually drafting a message, or enhancing with AI.
- Click Apply a Template to select a pre-drafted template.
OR - Enter a subject and body text for the message.
OR - Click Enhance with AI to open the AI helper.
Apply a template to a message
1. To apply a pre-existing template, open the Templates menu, select your preferred template, then click Update.
2. If you didn't find your preferred template in the menu, click Browse and Preview Templates to view your saved templates and all public templates.
2.1. Click My Templates or Public Templates to view a list of available templates. Click Add Template if you wish to create a new template.
- Templates that you created are listed under the My Templates tab.
- Templates from across campus that have been made available for others are listed under the Public Templates tab.
- To create a new template, click the Add Template button.
2.1.1. If using a saved or public template, click the hamburger menu (three horizontal lines) next to the template, then select Copy.
2.2. The Add Template window will open where you can modify the template to your needs. Click Save Template when you're done.
- Enter a template name. Note that if you make the template public, this name will be visible to all TitanNet faculty/staff users.
- Place a check next to Template is Active to activate the template.
- You can add a template description to provide context about what the message contains.
- Place a check next to Make template public if you would like to add this template to the Public Templates table.
- Select a template type.
- Enter a subject.
- Enter the message text. You can use the Enhance with AI feature to help you draft a message.
- You can add any relevant attachments. Attachments must be under 10MB.
- Click Save Template when edits are completed.
2.3. Return to the Send a Message screen. Your new template should now appear in the Templates menu under My Templates. Select the template, then click Update.
- Select your template from the drop-down menu.
- Click Update to apply the template.
3. Review the message content and add information into the template. When all additions and edits have been made, click Save Template.
If your template has customizable fields, remember to enter information!
- Review the message subject and content, including attachments (if any). Remember to fill in the blanks in the template! In the example above, the date needs to be provided.
- If you want to copy others on the message, enter their email address(es) in the Send Additional Email Notifications To field.
- Click Send Message when you're ready to send the message.
- Click Preview Message to open the preview window. You will be able to see how the message looks in mobile, tablet, and desktop.
- Click Send Sample to send a sample message to yourself.
Draft a message manually
1. Enter the subject and content of your message. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment. Attachments must be under 10MB.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message when you're ready to send the message.
- Click Preview Message to open the preview window. You will be able to see how the message looks in mobile, tablet, and desktop.
- Click Send Sample to send a sample message to yourself.
Use AI to enhance a message
1. Enter a prompt, then select your desired tone and message length. Click Enhance.
- Enter a draft into the Message field OR enter text into the Prompt field.
- Select a tone from the drop-down menu.
- Select a message length.
- Click Enhance.
2. Review the generated message. You can provide additional prompts and regenerate the message. Click Use Enhanced to proceed and make edits.
- Review the enhanced message.
- If you would like to add more to the message, enter an additional prompt. Then, click Regenerate.
- Click Use Enhanced to use the generated message. You'll be able to make edits in the next step.
3. Make edits, if necessary. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Make any desired adjustments to the message.
- (OPTIONAL) You can add any relevant files as an attachment. Attachments must be under 10MB.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message when you're ready to send the message.
- Click Preview Message to open the preview window. You will be able to see how the message looks in mobile, tablet, and desktop.
- Click Send Sample to send a sample message to yourself.
Need More Help?
Contact the Helpdesk at [email protected] or 657-278-7777 for additional assistance.
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