Creating Messages in Teacher Access

The Message Center within Teacher Access enables you to compose and send Messages to your students or their guardians such as reminders about projects, field trips, or parent-teacher conferences. You can save a draft of a message if you wish to send it at a later time. You can clone existing messages to save time if you wish to send a similar message or reminder. You can also schedule the message to send at a later time.

Scroll past the video to access the step-by-step instructions.

Audio Transcript

Creating messages in Teacher Access allows you to create and send messages to your students or their guardians, such as a reminder of upcoming parent/teacher conferences. Let's begin the process by heading over to the Teacher Access Message Center feature in the Message Center module within the Teacher Access portal. From here, we’ll add our message. First, let’s define whether guardians or students should receive this message. For this example, we’ll choose guardians. We can then use the Student Section Filters to specify that only guardians of twelfth grade students should receive this message. The Send CC to field allows us to include additional individuals, such as activity personnel, current teachers, and students when sending our message. Let’s indicate we’d like to CC our guardians’ students. Restricted guardians won’t be receiving this message for our scenario, so we can leave the corresponding box unchecked. Since we chose to only CC students, the Send CC to Other Staff field can remain as is. Under the Message Content Details heading, the CC Display field is automatically set to hide the names of the recipients who are CC’d in this message. If we wanted to include those names, we could choose the appropriate option. We’ll allow replies for this message in case recipients have questions. If we wanted to add an attachment, we could do that here as well. If this was a high priority message, we could modify the Priority field accordingly and the message would be sent with an alert indicator. We can leave this set to Normal. Now, let’s enter the subject for this message. We’re sending a message to remind guardians of upcoming parent/teacher conferences for semester 1, so our message can be recorded here. As we enter our message, if we wanted to include the name of a specific individual, such as the full name of a certain student, we could choose the appropriate option here. The field can then be inserted, and we can continue entering our message as needed. Once finished, let’s click Next to continue. This screen displays the message count for each individual we’ve chosen to send our message to as well as who is sending the message. Under the Confirm Recipients heading, we can also verify the correct individuals will receive the message. Once we’ve verified our information is correct, we’ll send our messages to complete the process. Now that you know how to create messages in Teacher Access, you can be sure that the appropriate students or their guardians receive your messages.

Creating messages in Teacher Access allows you to create and send messages to your students or their guardians, such as a reminder of upcoming parent/teacher conferences. Let's begin the process by heading over to the Teacher Access Message Center feature in the Message Center module within the Teacher Access portal. From here, we’ll add our message. First, let’s define whether guardians or students should receive this message. For this example, we’ll choose guardians. We can then use the Student Section Filters to specify that only guardians of twelfth grade students should receive this message. The Send CC to field allows us to include additional individuals, such as activity personnel, current teachers, and students when sending our message. Let’s indicate we’d like to CC our guardians’ students. Restricted guardians won’t be receiving this message for our scenario, so we can leave the corresponding box unchecked. Since we chose to only CC students, the Send CC to Other Staff field can remain as is. Under the Message Content Details heading, the CC Display field is automatically set to hide the names of the recipients who are CC’d in this message. If we wanted to include those names, we could choose the appropriate option. We’ll allow replies for this message in case recipients have questions. If we wanted to add an attachment, we could do that here as well. If this was a high priority message, we could modify the Priority field accordingly and the message would be sent with an alert indicator. We can leave this set to Normal. Now, let’s enter the subject for this message. We’re sending a message to remind guardians of upcoming parent/teacher conferences for semester 1, so our message can be recorded here. As we enter our message, if we wanted to include the name of a specific individual, such as the full name of a certain student, we could choose the appropriate option here. The field can then be inserted, and we can continue entering our message as needed. Once finished, let’s click Next to continue. This screen displays the message count for each individual we’ve chosen to send our message to as well as who is sending the message. Under the Confirm Recipients heading, we can also verify the correct individuals will receive the message. Once we’ve verified our information is correct, we’ll send our messages to complete the process. Now that you know how to create messages in Teacher Access, you can be sure that the appropriate students or their guardians receive your messages.



  1. Select Menu > Teacher Access > Message Center.
  2. Select Teacher Access Message Center under Features.
    You see the Teacher Access Message Center screen, which displays existing Messages.
  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Click Add Message near the top right of the screen.

    You see the Add Message screen.

  5. Complete the appropriate fields.

    Required fields are identified with an asterisk. You must complete required fields before you can save your work.

    1. Under the Recipient Details heading, choose the message Recipients from the drop-down list.

      The option you select determines which fields display.

    2. Build the Student Section Filters if necessary.

      Grayed-out fields within the standard filter cannot be modified or utilized as a range.

      This table is meant to be a reference for populating the Student Section standard filter. Any fields left blank populate all values. Information entered into the fields for a filter limit the results to those that match all of the criteria in that filter. If you wish to search for records that meet one set of criteria or a different set of criteria, you can add a new filter using the option at the bottom of the existing filter. This enables you to search for records that meet one of the filters' criteria. You can add up to 21 filters if needed.
      Field NameHow the Field WorksExample
      TeachersLimits the student sections that are included in the filter based on the selected teacher.If you only wish to include student sections that are taught by a particular teacher, you would select that teacher's name.
      Section LengthLimits the student sections that are included in the filter based on the selected Section Lengths. If you only wish to include student sections that are offered for the entire year, you would select Year.
      Grade BucketLimits the student sections that are included in the filter based on the selected Grade Buckets. If you only wish to include student sections from the first quarter of a semester one course, check the boxes to the left of that grade bucket.
      DepartmentLimits the student sections that are included in the filter based on the selected Departments. If you only wish to include student sections for science, you would select the science department.
      SubjectLimits the student sections that are included in the filter based on the selected Subjects. If you only wish to include student sections that are offered for English and art as opposed to all subjects, you would select English and Art.
      CurriculumLimits the student sections that are included in the filter based on the selected Curricula. If you only wish to include student sections from a particular curriculum, you would select that curriculum.
      SectionLimits the student sections that are included in the filter based on the selected Sections. If you only wish to include student sections from a particular section, you would select that section.
      Grade Level Limits the student sections that are included in the filter based on the selected grade levels. If you only wish to include student sections that are offered to grades 11 and 12, check the boxes to the left of those grade levels.
      Student Type Limits the student sections that are included in the filter based on the selected Student Types. If you only wish to include student sections where the enrolled student has a designation of Regular, check the box to the left of that student type.
      Gender Limits the student sections that are included in the filter based on the selected genders. If you only wish to include only female students, check the box to the left of F - Female.
      Method of Instruction Limits the student sections that are included in the filter based on the selected Method of Instruction Offering codes. If you only wish to include student sections with a particular method of instruction, check the box to the left of that Method of Instruction Offering code.
      Grade MarkLimits the student sections that are included in the filter based on the selected Grade Marks. If you only wish to include student sections with students who are close to failing or currently failing, you would select the D- and F grade marks.
      Percent Limits the student sections that are included in the filter based on the Grade Bucket Percentages that fall within the specified range. If you only wish to include student sections with students who are close to failing or currently failing, you would enter a range of 0 - 63.
      Enrollment Status Limits the student sections that are included in the filter based on the student enrollment statuses. If you only wish to include student sections where a student has a previous enrollment, you can check the box to the left of Previous.
      Student Limits the student sections that are included in the filter based on the selected students. If you only wish to include student sections with a particular student, you would select that student.
    3. Check the applicable Send CC to boxes for the additional recipients you wish to carbon copy on the message if appropriate.

      If you selected Guardians for the Recipients, the Activity Personnel, Current Teachers, and Students checkboxes are available for selection.

      If you selected Students for the Recipients, the Activity Personnel, Advisor, Counselor, Current Teachers, Discipline Officer, Future Teachers, Guardians, Homeroom Teacher, and Principal checkboxes are available for selection.

      If you checked the box for Advisor, Counselor, Discipline Officer, Homeroom Teacher, or Principal, no additional fields display.

      If you checked the box for Activity Personnel, Current Teachers, Future Teachers, or Guardians, additional filtering options display. You can click the Expand icon if you wish to use criteria to further define any of the filters.

      Additionally, if you checked the box for Guardians or selected Guardians for the Recipients field, the Include Restricted Guardians field displays. Continue to the next sub-step.

      If you did not check the box for Guardians or did not select Guardians for the Recipients field, skip to sub-step e.

    4. Check the box for Include Restricted Guardians if appropriate.
    5. Enter any additional staff recipients you wish to send the message to in the Send CC to Other Staff field or click the Magnifying Glass icon to choose from the drop-down list, if appropriate.

      You can click outside of the selection box once you have made your selections.

    6. Under the Message Content Details heading, select the appropriate radio button for the CC Display field.

      You would select Hide Names of CC'd Recipients in My Messages if you do not want recipients to see the names of anyone selected in the Send CC to Other Staff field.

      You would select Include Names of CC'd Recipients in My Messages if you want recipients to be able to see the names of anyone selected in the Send CC to Other Staff field.

    7. Uncheck the box for Allow Replies if appropriate.

      This box defaults to checked, but can be unchecked if necessary. If you leave the box checked, this indicates that any users who receive the message can send replies.

    8. Click the Choose Files icon to the right of the Attachments field and select the file you wish to upload.

      You can also drag and drop files instead of using the Choose Files icon if you wish.

      If you uploaded an attachment, the Attachment Type field displays. Continue to the next sub-step.

      If you did not upload an attachment, skip to sub-step j.

    9. Verify the Attachment Type or enter the correct type if necessary.

      This field may default as read-only depending on the type of file you uploaded.

    10. Choose the Priority from the drop-down list.

      If you select High for the Priority, the message appears with an alert indicator, which displays as an exclamation point inside a triangle. Additionally, the border around the message and icon appears in a different color.

    11. Enter the Subject.

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    12. Enter the Message.

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    13. Click Preview Message to verify the message will display as expected.

      You see the Preview Message pop-up menu.

    14. Click Close near the bottom right of the drop-down menu when you are finished previewing the communication.

      You return to the Add Message screen.

  6. Choose one of the options near the top left of the screen to continue the process.
    OptionDescription
    Next You see the Review and Send Message screen, which displays the number of student and guardian messages under the Message Counts heading and the sender name under the Sender Information heading. You also see the names of the recipients under the Confirm Recipients heading. Continue to the next step.
    Save Draft Saves the message and you return to the Teacher Access Message Center screen, which displays the message you created with a status of Draft. No further steps are required.
  7. Click Send Messages near the top left of the screen to complete the process.

    You can click Discard Draft to delete the communication draft.

    You can click Save Draft and Edit to modify the communication as necessary.

    You can click Schedule Send to send the communication at a later time. Continue to the next step.

    The message is sent and you see the General tab of the Message Details screen. No further steps are required.

  8. Verify the Send Date or enter the correct date if necessary.

    This defaults to the current date, but can be modified as needed.

  9. Verify the Send Time or enter the correct time if necessary.

    This defaults to the current time, but can be modified as needed.

    For example, if you wish for the message to send at the end of the school day at 3:30 p.m., you would enter 03:30 PM.

  10. Click Save near the top left of the screen to save your work.

    You see the Teacher Access Message Center Details screen, which displays the details for the message you created.

Result(s)

You have successfully created a message in Teacher Access.