Frequently asked questions about Campus Mails

There are several advantages of Campus Mail compared to other newsletter systems. The following applies to Campus Mail:

  • Connection of own data sources and automatic updating
  • Sending via your own infrastructure
  • Very easy to use, even for inexperienced users
  • Hosting in Germany
  • No use of foreign cloud providers (Amazon AWS, Google Cloud, Microsoft, ...)

Data protection is a major problemwith many other providers. International providers are often offered as cloud solutions where the legal situation is not clear. 

In addition, the software from other providers is usually only possible after intensive study / training and the risk of employees "letting off steam artistically" always resonates and annoys the corporate design officer.

Operation is also very intuitive and user-friendly for occasional users of the system, so that even employees who do not use the system regularly can quickly find their way around.

Yes,  Campus Mails is multi-client capable? This means that individual departments, faculties, the STUV or the Asta can send mass emails.

Distribution lists are recipient lists that are fed by importing data from third-party systems. In Campus Mails, access to the lists and thus also to the recipients can be set very precisely. For example, a user of the STUV can only use distribution lists intended for the STUV, for reasons of data protection WITHOUT seeing which recipients are included in the respective list.

Distribution lists are lists of recipients. There are 2 types of distribution lists:

  1. Fed from another data source 
  2. Filled by interested parties themselves via a snippet stored on your website (newsletter registration form)

The following is an example of distribution lists that are fed from another data source (LDAP, Active Directory or CRM systems):

  • All first semester students
  • All students of the Faculty of Business
  • All students of the Faculty of Engineering
  • All employees
  • All lecturers
  • All professors and lecturers
  • All persons who have their office in building "E"

Access to distribution lists can be customised. This means that not every user can access all distribution lists. For example, the STUV can only send to defined distribution lists.

Recipients can switch off their own unsubscription from distribution lists. This means that, for example, students who you need to write to and who need to receive your e-mail will definitely receive your message.

Yes, Campus Mails can also be used to send large file attachments. The system makes it possible to distribute attachments of 100MB or more without burdening your own infrastructure. Instead of sending the files directly, they are uploaded to the Campus Mails server and the recipients automatically receive a link to download the attachments. This significantly reduces the load on your email server and makes it easier to send large files to thousands of recipients.

The emails are sent via your own mail server if you use Campus Mails. This approach improves sender reputation and minimises the risk of emails being marked as spam. It also allows you to control the load on your e-mail infrastructure by adjusting the number of e-mails per time interval. Campus Mails therefore integrates seamlessly into your existing IT infrastructure and utilises existing resources efficiently.

Yes, a customised email layout is possible with Campus Mails. The system allows the creation of customised templates that correspond to your corporate design and can be adapted for different occasions or projects. These templates are not only CD-compliant, but also minimalist and easy to use to minimise the time editors spend creating newsletters. This allows you to ensure that every email sent out meets your exact design specifications.

There are 4 ways to store recipients in Campus Mails so that they can be contacted by mass e-mail.

  1. Connection of data sources
  2. Distribution group "Newsletter"
  3. Upload a CSV file
  4. Copy & Paste 

By connecting data sources to Campus Mails, your recipients are regularly updated and offered for selection. LDAP, Active Directory or CRM systems are usually connected here and distribution groups are created in Campus Mails according to defined criteria.

Campus Mails provides distribution groups for sending newsletters . These can also be selected as recipients.

A CSV file with names and e-mail addresses can also be uploaded. 

Individual e-mail addresses or several at once can be easily inserted into Campus Mails using copy & paste. The e-mail addresses are checked directly.

Depending on the distribution groups, there are different methods of updating.

With connected data sources such as LDAP, Active Directory or CRM systems, the recipients are regularly updated at defined times. This means that the recipient data in the respective distribution groups is always up to date.

In the "Newsletter" distribution group, recipients can subscribe and unsubscribe themselves. The list of newsletter recipients is also updated automatically.

When using Campus Mails as a Software-as-a-Service (SaaS) solution, the only requirement is that you provide an SMTP mailbox to deliver emails for Campus Mails. This must be accessible externally and must not have 2-factor authentication (2FA) activated. For greater security, the firewall should be set to the Campus Mails IP address.

An SMTP mailbox is also required for the on-premises use of Campus Mails. Alternatively, you can set up your server so that the application can send via "localhost". Further e-mail routing is then in your hands.

Jennifer Blum

Jennifer Blum

Contact person for campus mails

Contact us

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Jennifer Blum

Jennifer Blum

Project Manager, Product Lead

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