VS-Mail - Teacher Guide

How to use VS-Mail messaging. This article is intended for Teachers. (Read time: 2 minutes)

Last updated: 27/07/2022


VS-Mail is part of the Communications Package. If you do not have access to the 'Mail' tab, then your school may not be opted in. Check with your Administrator if this is the case. 

Sending a message in VS-Mail

  • Click Mail from the top menu.

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  • Select ‘Compose new’ on the left menu.

  • You will then be brought to the Compose message screen.                             


Selecting the recipient 

If you are a teacher, the recipients you have access to depends entirely on your permissions that the principal sets up. 

  • When sending a message to an individual or a group, the ‘To’ search bar is a powerful feature. Simply start typing the name of the person or group, and you can select the name from the dropdown menu that appears. Provided that you have the permissions enabled, you can send a message to the following:
  • A staff member
  • A group of staff (e.g. All Current Teachers or Irish Teachers) 
  • An individual student
  • A student group or teaching group (e.g. U16’s Rugby, base class 1C or art class 1ArtB) 
  • A contact (parent/guardian of a student)
  • The contacts of a student group
  • Teachers of a particular student 

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Tip: when sending a message to a group, it is best practice to use the BCC field so that recipients won't see each other's email addresses or details. We have created a new reminder that displays below the recipient fields to remind you of this when sending a message. 


Formatting the message 

  • The main body of the message can be formatted and edited using the toolbar above the message field. In this example below, a principal has used bold, italics and the link option to personalise her message. 


  • You can also attach files to your message, in the same way as you would with an email. 

  • Make sure to also include a subject for your message. 
  • When sending messages, users can also use the Cc or Bcc features. Use Cc when you want to copy others publicly, and Bcc when you want to do it privately.


The document type which can be attached to the mail can be in the following formats:
  • PDF
  • DOCX
  • JPEG
  • PNG
  • XLS
  • XLSX
  • PPT
  • PPTX
  • TXT
  • ZIP
  • CSV
The maximum size of an attachment is 25MB. If the file is greater than 25MB an error is displayed explaining to the user that the file type is too large . 25MB is the total size allowed for any one mail.


Allow replies to message 

  • When composing a message, you will have the option to allow replies to that particular message. Note at the end of the video above, the option is deselected which means none of the teachers will be given the option to hit ‘reply’ to the principal's message.
  • Note that a parent or student does not have this option to control replies. 


Managing messages

Starred and important messages 

  • Messages and replies in your inbox will appear as a message thread so you can easily read through your conversations. 
  • Click the star icon on important message threads in order to save it to your starred folder.


Deleting messages 

  • Click the trash bin button to move messages into your bin folder. 
  • You can also select multiple messages by checking the blue box on the left in your inbox or sent mail folders and then hitting the bin button.           

  • To permanently delete the mails in your bin folder, select the Empty bin button.        


Mail Read Receipts (New Feature)

You can go to your sent mail and click on 'Mail Details' in order to see whether the recipient has read the message or not. This allows your school to keep track of which users are engaging with VS-Mail and ensures that important messages don't get missed. 

To view this feature, go to 'Sent Mail' > Select the mail (either individual our group mail) > Click 'Mail Details' on the right > Under 'Mail Receipts' in the 'Status' column, you will be able to read wether the mail is read or unread. 

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If you still have questions, please visit our knowledge base at support.vsware.ie. You can contact our support team via email at support@vsware.ie, via the chat bubble when you are logged into your VSware account or via phone on 01-5549628. Support hours are Mon - Fri, 08:30 - 18:00.