Sending Email to Students and Guardians in SEQTA

Teachers can send emails to students and guardians from two areas of SEQTA.

An email can be sent to a class (or group) listed on a teachers timetable. This technique uses the teacher’s email client (eg Mac Mail) to send the email. A record of these emails are only stored in GMail.

An email can also be sent using the “Correspondence” area. This enables teachers to create a list of students based on classes, year groups, groups and adding students manually. A record of these emails is stored in SEQTA.

Emailing students and guardians from a class list

This option will add the email addresses directly into an email using the email client on your computer.

Note: The BCC field is used to ensure students and parents cannot see the other parent's email addresses. The BCC field may not always be visible due to the settings in the email, this setting can be changed if required.

1. Click on the Teaching workspace icon in the first panel:

2. If required, select the teacher's name in the top-right corner

3. Click on the My classes tab from the third panel:

4. Click on the attendance icon @ or the Marks book icon %

5. Click on the email option in the top-left:

Open

Open

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1. Select Students, Guardians or Both. Your email client (Mail, Outlook, Gmail) should open.

2. Type in email and link attachments as required.

3. Click Send

Emailing using the “Correspondence” area of SEQTA

1. Click on the Administration workspace icon in the first panel:

Open

1. Select the Correspondence icon in the second panel:

Open

1. Select Send Emails  in the third panel

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1. At the top left:

   1. Under Mode, select Plain message (no merge fields available) or Basic student data (basic merge fields available)

   2. Under Send To, select Guardians, Students, or Both (guardians and students)

Open

1. Underneath the Mode/Present/Send To section, select the students that the email intended for (if the email is for guardians or both, SEQTA will automatically allocate the appropriate email addresses)

   1. Students can be selected one at a time by selecting them from the drop-down list

   2. Students can be selected by group by using the ellipsis (...) next to the student selection list.

1. Type in a subject for the email.

Open

1. Type a message using the editor.  If using Basic Student Data merge fields can also be used.

Adding attachments to an email 

1. Unfortunately SEQTA doesn’t allow for attaching files to email, you will need to upload the files to a place on your Google Drive and then share the link to the document in the email.  

   1. You can get the shareable link for a document by following the below steps:

      1. From your web browser in Google Drive, find the document that you would like to share.

      2. Right Click on the file and select “Get Shareable Link”

      3. Ensure that “Link Sharing is turned on” and click on Sharing Settings

      4. Click on the arrow next to “Anyone at the Friends School with the link can view”, then click on “More”

      5. To ensure that parents can view the document you must set the sharing options to “Anyone with the link can view” and click Save.

      6. On the next screen click on “Copy Link”.  This is the link that you will use in your email text.

   2. In your email in SEQTA I would recommend using a word to link to the document, for example, “Please click here to read about the schedule for the day”, with the words “click here” being the link to your document.

   3. You can insert a link by clicking on the “INSERT” -> Hyperlink button in the Correspondence window.

Open

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1. Paste in the “shareable link” from Google Drive into the “Web Address” field. 

2. In the Link text field, type in the words that you would like to use for the link, in this example “click here”. Click OK.

1. Click the Preview button to check that any merge fields used are working as expected before sending.  

1. Click the Process button to send the correspondence.Note: A preview will be displayed as a final check prior to sending. To send, click Yes and (If needed, for larger numbers of emails) enter the 'number' into the field provided (the number is directly above the box).

1. Once the email is sent, you will get an example sent to you as a confirmation that the email has been sent (in addition to a notification in SEQTA.

Adding a “mail to” link

You can Insert -> Hyperlink to any URL (in addition to using a Google Drive URL for attachments.

One possibility is to have a link to an email address. The format for this type of link is mailto:username@friends.tas.edu.au

Correspondence Log

If you want to check what emails have been sent to students and/or their guardians, follow these steps.

1. Click on the Pastoral Care workspace icon on the first panel:

Open

1. Click on Correspondence Log in the third panel:

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1. To the left, select the student or students whose correspondence you wish to view.

1. At the top middle, select the range of dates you want to view.

1. A list of correspondence will be presented to you. If you want to view the email as it was presented, click on the magnifying glass at the bottom of the Contents box.