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Summary

Qualtrics Mailer is a comprehensive tool that allows users to design, distribute, and manage email surveys and invitations directly from the platform. It offers features like customizable email templates, advanced mailing list management, and detailed reporting on email delivery, open rates, and response rates, enhancing the efficiency and effectiveness of survey distribution efforts. This article covers some Qualtrics Mailer settings and the cause for bounced emails.

Composing an Email in Qualtrics Mailer

From Address

The default for the From Address field was changed from noreply@boisestate.edu to noreply@qemailserver.com on February 2, 2024. This change was made so emails sent from Qualtrics are less likely to be marked as spam.

Reply-To Email

The default Qualtrics email address of noreply@qemailserver.com will appear in the Reply-To Email field. If you do not want respondents to reply to the email sent from Qualtrics, do not change this field. If you want your respondents to be able to reply to you, enter your email address in this field. Alternatively, you could include contact instructions in the body of the Qualtrics email.

Bounced Emails

When a survey is distributed via Qualtrics Mailer, the survey notification email might be rejected, indicating the respondent didn't receive the invitation to participate in a survey. Take the steps below to determine why the email bounced and how to troubleshoot this issue.

  1. Step 1: Check that the email address was entered correctly.

  2. Step 2: Click on the hamburger menu (three horizontal lines) at the top left of the screen; click Directories and then click on the list where the respondent was added. On the contacts list page, look for the Status tab entry of “Opted-in” or “Opted-out.”

    1. If the respondent has opted out, they will no longer receive emails sent to that contact list. They opted out using a link at the bottom of the email sent to them via Qualtrics Mailer.

    2. Due to Boise State’s Qualtrics license type, respondents cannot be opted back in unless they do so themselves.

    3. You can ask the respondent to opt back in by locating the original Qualtrics email that included an opt-out link. The respondent can click a link to opt back into receiving emails from the contact list.

  3. Step 3: If the email address was entered correctly, and the respondent has not opted out of the contact list, the respondent has likely opted out at the directory level.

    1. At the time this article was published, Boise State’s Qualtrics license does not allow access to the full version of the XM Directory where users can be opted back in. Our Qualtrics license will be upgraded on July 1, 2024, and at that time, we will have access to the full version of the XM Directory where we may be able to opt users back into receiving email notifications from Qualtrics.

    2. An existing workaround is to use a third-party mailing system, such as Boise State email, to send the respondent a link to the survey.

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