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With Quickmail you can send e-mails to all persons in a course room, to various user rights groups, other groups, and selected persons. Since students do not have access to the Quickmail module, e-mails that have already been sent are not visible to students in the course room itself. Therefore, we recommend using Announcements rather than Quickmail. Announcements are automatically sent as notification emails to all course participants and are always visible in the course room. They can also be addressed to single groups.

Quickmail can be used to send selective bulk e-mails. It enables the use of   

  • (multiple) attachments
  • drafts
  • signatures
  • Filter according to roles
  • Filter according to groups
  • Scheduled email sending



    1. Send emails
    2. Drafts
    3. Scheduled emails
    4. View history
    5. Create a signature

      Quickmail is displayed as a block on the right side of your course room. It is automatically added to a new course room upon creation.

      The screenshot shows the Quickmail box. Its content is the title, "Quickmail", and five links to actions: "Compose Course Email", "View Drafts", "View Scheduled", "View Sent Emails", and "My Signatures".


      1. Send E-Mails

      Sending emails is possible in a few steps:

      1. In the course room, click on "Compose Course Email" in the Quickmail block on the right-hand side.
      2. Select the desired recipients in the search window.

        The screenshot show the recipients section in the "Compose Course Email" function. It has two sections, "To" and "Exclude". In "To" two recipient groups are listed, "Gruppe A (Group)" and "Gruppe B (Group). A dropdown menu called "Who should receive this email?" allows to add more recipients. The "Exclude" section shows the group "L2PStudent" and offers another dropdown menu called "Who should NOT receive this email?" for excluding recipients.

        You have the following options for the selection:
        • Text input: Enter the name (first and/or the last name) of the person or group in the search window "Who should receive this email?". If the person or group is contained in the course room, a hit list containing the name you are looking for will be displayed as soon as you enter the first few letters.

          Select the searched person or group by mouse click. They will be moved to the area above the search window and displayed with a black box in white letters. If you clicked the wrong way, you can delete a selected hit from the selection by clicking the cross icon in front of the name.

          If you want to add several recipients, repeat this process until all persons and/or groups are displayed above the search window. Alternatively, when the hit list is displayed, press and hold the CTRL key to select multiple people and/or groups from the list as well  (e.g., if you want to select multiple groups).
        • Dropdown list: By clicking on the arrow symbolScreenshot: Arrow symbol

          on the right side of the search window "Who should receive this email?" you can display all persons and groups contained in the course room as a list. Select the person or group you are looking for by clicking on it and it will be displayed above the search window with a black box in white letters. By pressing and holding the CTRL key you can select several persons and/or groups. These will appear above the search window after they are selected.

          Note: Since the drop-down list can become very long for course rooms with many participants, it may be advisable to use the text input option in such cases.

           If you have selected one or more groups as recipients and would like to exclude certain members of these groups from receiving emails, you can do this in the search window "Who should Not receive this email? The procedure for selecting people is the same as the procedure for selecting recipients described above.
      3. The next step is to give your email a subject.
      4. Then write the text of the email. To do this, you have a wide range of options for formatting your mail text using the editor (toolbar) or inserting audio and video files. Optionally, you can add file attachments via "Attached files".
      5. Optionally, you can add file attachments via "Attached files".

        The screenshot show the message details for "Subject", "Body", and "Attached files". The subject is a text input filed with "Group exercise info" as content in this example. The body offers a text editor with multiple lines and all the functions to format the text. In this example it contains some text addressing the students. "Attached files" offers an upload functionality containing the symbols to create a document, create a folder, download selected files, and delete a file entry. The list itself contains one file, "Group Exercise March 15.pdf". Along with a link to this file it shows "Last modified" as a date, the size, and the type, "PDF document" in this case. The view on this list can be changed using icons for symbols only, list, and folder structure. "Maximum size for new files: 250MB", is stated above the list.
      6. If you have created one or more signatures in advance, you have the option to select a signature here.
      7.  If you want your e-mail to be sent at a later time, specify the day and time under "Send at" and activate the checkbox. You can also have a copy of the sent email sent to you.
      8. Click on "Send Email" to send the e-mail or, in the case of scheduled sending, to prepare it for sending. Unless you have enabled scheduled sending, the email will be sent without a time delay. Note: In the case of occasional high server load, it is possible that the e-mail dispatch is triggered only after a delay of several minutes. If you do not yet have a precise time to send the email and would like to edit it again at a later time, you can also save it as a draft. To do this, click on "Save draft".

        The screenshot shows the scheduling section for the Quickmail dialogue. It also offers the selection of signatures you created in advance with a dropdown field. The "Send at" filed contains a series of dropdown menus to enter date and time for scheduling automatic sending. It also offers a calender dialogue by clicking a calender icon. The checkbox "Enable" is used to assign the message to scheduled sending. Below the field "Receive a send report?" can be set to either "Yes" or "Now". Three buttons are displayed, "Send Email", "Save Draft", and "Cancel".

      2. Drafts

      If you have created a draft (see above), you can send it at a later time. To do this, proceed as follows:

      1. In the course room, click "View Drafts" in the Quickmail block on the right-hand side.
      2. Click on "Edit" to return to the draft email view and use it to send the email.
      3. You can also "Duplicate" or "Delete" the draft at any time. To do so, click on the corresponding button.

        The screenshot show the list of drafted messages. Below the name of the course room a table lists all drafted messages, in the screenshot one message is listed. The entry shows the course name, the subject, a short preview, the date of creation, and the "Last Updated" date. Three buttons complete the line, "Edit", "Duplicate", and "Delete".

      3. Scheduled emails

      If you have prepared emails for scheduled sending (see step 8 in section 1. Send emails) and their sending time is in the future, you can display them under "View Scheduled".

      1. Click on "View Scheduled" in the Quickmail block on the right side of the course room.
      2. By clicking on "View" you can view the content of the email. Editing is no longer possible at this point. If you still wish to do so, click on "Duplicate" in this case. A copy of your email will then be placed in the "View Drafts" folder for editing. You should now "Unqueue" the previous email because it will still be listed in the "View Scheduled" at the originally scheduled time of sending.
      3. You can unqueue the scheduled email at any time or release it for immediate sending by clicking "Send now" at any time.

        The screenshot show the list of scheduled messages. Below the name of the course room a table lists all scheduled messages, in the screenshot one message is listed. The entry shows the course name, the subject, a short preview, the date of creation, and the date and time it is scheduled for. Three buttons complete the line, "View", "Send Now", and "Unqueue".

      4. View history

      In history, managers can view all their own emails sent through via the course room. Quickmals in the same course room sent by other managers are not visible.

      1. Click on "View Sent Emails".
      2. You will then see the e-mails you have sent yourself.
      3. If necessary, select another person whose email history you wish to view from the drop-down menu above the table.

      5. Create a signature

      You can create a signature for your e-mails in Quickmail as follows:

      1. In the course room, click on "Signatures" in the Quickmail block.
      2. Give a title to the signature.
      3. Create your signature in the signature field.
      4. You can choose the signature as default.
      5. By clicking on "Save changes" your signature will be saved.


        For more information:

        last changed on 11/28/2023

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