Email Archive Tool - OWL
What is the Email Archive Tool
The Email Archive tool in OWL allows instructors to create an e-mail address that acts as a mailing list for all members of a particular OWL worksite.
What is the purpose of the Email Archive Tool
Email Archive offers an easy way to contact members of an OWL worksite with email without having to visit that worksite in OWL. It also provides a list of all email messages sent to that mailing list address, which can be a useful reference, especially for new members looking for older messages.
How to use the Email Archive Tool
Within your OWL worksite, enable the 'Email Archive' tool using the 'Site Info' page and clicking on the 'Edit Tools' link. As you enable the tool, you will be prompted to create an email address for your OWL site. The Email Archive tool is added to the left side of your OWL worksite.
Please note that the email address is for that specific OWL site only. Making the email address specific to your OWL worksite will make it easier to remember the address. You can change options and permission settings by editing the tool.
Where to find Support
This tool is centrally supported
Support
For help, you can contact the WTS Helpdesk
Documentation
Additional information on OWL Email Archive can be found on the OWL Help - Email Archive page.
Tool Evaluation
Functionality
| Rating | Rationale |
|---|---|
 |
ScaleThe Email Archive Tool supports large class sizes, however the volume of archived email may be daunting to sort through |
|
Ease of UseThe Email Archive Tool has a user-friendly interface that is easy to navigate. Users can view archived email and search on the main page of the tool. Providing content to the tool requires sending an email. Users must be aware of the reply address when responding to email sent to the email archive mailing list. |
 |
Tech Support/Help AvailabilityWestern technical support/help documentation is readily available. Contact the Helpdesk for support |
|
HypermedialityImages are supported by the Email Archive Tool, however they must be downloaded as attachments. They are not included in the body of the message |
Accessibility
| Rating | Rationale |
|---|---|
|
AODA FriendlyThe Email Archive Tool meets accessibility guidelines (AODA and the W3C WCAG 2.0 standards) |
|
User-focused participationThe Email Archive Tool has some limited capacity to address the needs of diverse users, their various literacies, and capabilities |
|
Required EquipmentProper use of the Email Archive Tool does not require specialized equipment |
Technical
| Rating | Rationale |
|---|---|
|
OWL IntegrationThe Email Archive Tool is a native OWL tool |
|
Operating SystemsUsers can effectively utilize the tool with any standard, up-to-date operating system (i.e. Windows 10, Apple OSX, etc.) |
|
Web BrowserUsers can effectively utilize the tool with any standard, up-to-date web browser (i.e. Google Chrome, Safari, Firefox, Internet Explorer 10 etc.) |
|
Additional Tech RequirementsUsers can effectively utilize the tool without any browser extensions or downloaded software |
Mobile Design
| Rating | Rationale |
|---|---|
|
Mobile Operating SystemsThe Email Archive Tool is accessible in OWL on all mobile devices through a browser. There is no native app for OWL, however you can access OWL through the WesternU app on both android and iOS devices. |
|
Mobile FunctionalityBasic features of the main tool are functional on the mobile app however the formatting is not optimized for the mobile experience. |
|
Offline AccessThe archive is not accessible through OWL while offline, however email messages sent to the archive address can be accessed offline through a mail client |
Usage and Account Set Up
| Rating | Rationale |
|---|---|
|
Sign Up/Sign InUse of the Email Archive Tool does not require the creation of an external account or additional login beyond a Western ID and access to OWL |
|
Cost of UseAll aspects of the Email Archive Tool can be used free of charge to Western account holders |
|
Archiving, Saving, and Exporting DataUsers will have copies of all messages in their email, which can be accessed through a mail client. These can be saved, archived or exported into different formats though a mail client |
|
Data Privacy and OwnershipUsers maintain ownership and copyright of their intellectual property/data. Data is shareable in the same way an email is shareable. |
Social Presence
| Rating | Rationale |
|---|---|
|
CollaborationThe Email Archive Tool has the capacity to support a community of learning through asynchronous but not synchronous opportunities for communication, interactivity, and transfer of meaning between users |
|
User AccountabilityUsers are identified on all correspondence. There is no concern with regard to user accountability. |
|
DiffusionThe Email Archive Tool operates in the background to coordinate email mailing lists. As such it is likely that students are familiar with a course-specific email address and the receipt of mailing list style emails from instructors. |
Instructor Presence
| Rating | Rationale |
|---|---|
|
FacilitationThe Email Archive Tool has easy-to-use features that would significantly improve an instructor’s ability to communicate via email with an entire class. |
 |
CustomizationThe Email Archive Tool cannot be customized |
|
Learning AnalyticsThe Email Archive Tool does not support the collection of learning analytics |
Cognitive Presence
| Rating | Rationale |
|---|---|
 |
Enhancement of Cognitive Task(s)As a communication tool, the Email Archive Tool is not intended to engage students in the cognitive task(s) of learning |
|
Higher Order ThinkingAs a communication tool, the Email Archive Tool is not intended to engage students in higher order thinking skills |
|
Feedback on LearningAs a communication tool, the Email Archive Tool is not intended to provide opportunities for formative feedback on learning |
Security and Privacy
This tool has been formally reviewed by Western’s Technology Risk Assessment Committee
Security and Privacy Flags
Information Collection
- Application collects information that could identify the user specifically (email address, class schedule, etc..)
EULA
- Application's Terms of Conditions or End User License Agreement poses a risk of binding the institution to an agreement thereby requiring legal counsel to review the application. However, this is mitigated as it has undergone legal review during the Technology Risk Assessment process.
Last Updated: January 22, 2020
Rubric
The eLearning Toolkit Evaluations are made available under the terms of the CC BY-NC-SA 4.0 licence
Feedback
Leave feedback to comment or request that the tool be re-reviewed
Topic at a Glance
The Email Archive tool creates a mailing list for an OWL worksite that can be used by an external mail client. The created mailing lists are for the particular OWL site in which they are created in.
