---
title: "Track chair: Sending an email"
description:   The Ex Ordo Communication hub allows you to contact different group of users from the system. In the steps below we will walk you through the process of creating and sending a message through Ex Ord
---

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1. [Knowledge Base - Support Documentation for Ex Ordo](https://help.exordo.com/?hsLang=en)
2. [Track Chairs](https://help.exordo.com/track-chairs?hsLang=en)
3. [Communication hub: sending messages from Ex Ordo](https://help.exordo.com/track-chairs?hsLang=en#communication-hub-sending-messages-from-ex-ordo)

# Track chair: Sending an email

 

The Ex Ordo Communication hub allows you to contact different group of users from the system. In the steps below we will walk you through the process of creating and sending a message through Ex Ordo through the communication hub. 

 

This article focuses on creating messages through the communication hub,. Track chairs are able to send emails in other ways, such as using email prompts on a dashboard card or in lists throughout the platform. 

 

#### Step 1: Navigate to the Communication hub

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-04-11-17-8463-PM.png?width=1940&height=540&name=image-png-Oct-11-2024-04-11-17-8463-PM.png)

 

#### Step 2: Select the recipient group you are messaging

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-04-12-12-1470-PM.png?width=1930&height=848&name=image-png-Oct-11-2024-04-12-12-1470-PM.png)

 

#### Step 3: Apply filters to narrow down the list, if needed

 

The filters available to you depend on the group you are contacting. You may not have all of the filters depending on your site settings. 

Examples of filters include:

- **Track**: allows you to contact authors or reviewers on one track only. This is only visible if you are a track chair on more than one track.
- **Submission Format**: allows you to email authors based on what format they selected when submitting their work (e.g., email authors who indicated they want to do an oral presentation)
- **Submission Status:** Email authors based on their initial submission status (e.g., email only authors who have work pending in initial submissions)
- **Acceptance Format**: allows you to email authors with a specific acceptance format only (e.g., only email posters, not authors on oral submissions)
- **Final submission status**: allows you to email authors based on status (e.g., only email authors on pending final submissions)
- **RSVP status**: allows you to email authors based on RSVP status (e.g., only email authors who have accepted the invitation to present)
- **Author type**: allows you to only email authors who are presenters or the corresponding author)
- **Reviewer status:** allows you to contact reviewers based on their status (e.g., email reviewers who are 'pending', meaning they are not ready to review yet)

 

In the image below, you can see the filters that may be available to you when selecting Authors as your recipient group. You will see different filters if you select Reviewers or Accepted authors. 

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-04-16-05-4499-PM.png?width=1924&height=1182&name=image-png-Oct-11-2024-04-16-05-4499-PM.png)

 

 

#### Step 4: Compose and check the message settings

 

You can now compose your message. We recommend:

- creating a **clear subject line** so recipients know that this is an important message
- writing a **simple message** explaining what you need from the recipients or to give them key information
- **attaching files**, if needed
- changing the signature in the **From Name** drop down, if needed
- changing the **reply to** email, if needed

 

Click next to check out a preview of your message before sending it. 

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-12-02-55-5968-PM.png?width=688&height=751&name=image-png-Oct-11-2024-12-02-55-5968-PM.png)

 

#### Step 5: Preview

 

Check out the preview on the next step and if you are happy with it, click the **Next** button to send the email. Alternatively, click **Back** to make changes. 

 

You can use the **Send Test Message** feature to see the email in your real inbox before sending the email to authors. 

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-12-05-50-9186-PM.png?width=688&height=500&name=image-png-Oct-11-2024-12-05-50-9186-PM.png)

#### Step 6: Send your message

 

When ready, click on the **Send** **Message** button to send out the email.

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Oct-11-2024-12-07-24-8815-PM.png?width=688&height=450&name=image-png-Oct-11-2024-12-07-24-8815-PM.png)

 

That's it! The communication hub will hold a copy of the message you sent. You can refer to it again in the future, if needed.

- [Site Administrators](https://help.exordo.com/site-administrators?hsLang=en#main-content)

    - [Conference hub - getting started and managing site settings](https://help.exordo.com/site-administrators?hsLang=en#conference-hub-getting-started-and-managing-site-settings)
    - [Exports and Reports](https://help.exordo.com/site-administrators?hsLang=en#exports-and-reports)
    - [Submissions](https://help.exordo.com/site-administrators?hsLang=en#submissions)
    - [Configuring your review settings](https://help.exordo.com/site-administrators?hsLang=en#configuring-your-review-settings)
    - [Adding and managing your list of reviewers](https://help.exordo.com/site-administrators?hsLang=en#adding-and-managing-your-list-of-reviewers)
    - [Allocating and Opening the Review](https://help.exordo.com/site-administrators?hsLang=en#allocating-and-opening-the-review)
    - [Managing the Review](https://help.exordo.com/site-administrators?hsLang=en#managing-the-review)
    - [Making decisions, notifying authors and collecting RSVPs](https://help.exordo.com/site-administrators?hsLang=en#making-decisions-notifying-authors-and-collecting-rsvps)
    - [Collecting new/edited content and copyrights from accepted authors](https://help.exordo.com/site-administrators?hsLang=en#collecting-new-edited-content-and-copyrights-from-accepted-authors)
    - [Programme hub: Creating your schedule](https://help.exordo.com/site-administrators?hsLang=en#programme-hub-creating-your-schedule)
    - [Ex Ordo Virtual](https://help.exordo.com/site-administrators?hsLang=en#ex-ordo-virtual)
    - [Panels](https://help.exordo.com/site-administrators?hsLang=en#panels)
    - [Registration](https://help.exordo.com/site-administrators?hsLang=en#registration)
    - [Book of Proceedings](https://help.exordo.com/site-administrators?hsLang=en#book-of-proceedings)
    - [Ex Ordo Mobile](https://help.exordo.com/site-administrators?hsLang=en#ex-ordo-mobile)
    - [Communication hub: Sending messages through Ex Ordo](https://help.exordo.com/site-administrators?hsLang=en#communication-hub-sending-messages-through-ex-ordo)
    - [People hub](https://help.exordo.com/site-administrators?hsLang=en#people-hub)
- [Authors](https://help.exordo.com/authors?hsLang=en#main-content)

    - [Initial Submissions](https://help.exordo.com/authors?hsLang=en#initial-submissions)
    - [Submitting a panel](https://help.exordo.com/authors?hsLang=en#submitting-a-panel)
    - [Panel contributions (submitting to an existing panel)](https://help.exordo.com/authors?hsLang=en#panel-contributions-submitting-to-an-existing-panel)
    - [Final Submissions and uploading Presentations](https://help.exordo.com/authors?hsLang=en#final-submissions-and-uploading-presentations)
    - [RSVP](https://help.exordo.com/authors?hsLang=en#rsvp)
- [Delegates](https://help.exordo.com/delegates?hsLang=en#main-content)

    - [Registration](https://help.exordo.com/delegates?hsLang=en#registration)
    - [Attending a virtual event](https://help.exordo.com/delegates?hsLang=en#attending-a-virtual-event)
    - [Accessing the mobile app](https://help.exordo.com/delegates?hsLang=en#accessing-the-mobile-app)
    - [Navigating the Ex Ordo Programme](https://help.exordo.com/delegates?hsLang=en#navigating-the-ex-ordo-programme)
- [Track Chairs](https://help.exordo.com/track-chairs?hsLang=en#main-content)

    - [Initial Submissions](https://help.exordo.com/track-chairs?hsLang=en#initial-submissions)
    - [Reviews: managing reviewers and the review](https://help.exordo.com/track-chairs?hsLang=en#reviews-managing-reviewers-and-the-review)
    - [Decisions and Final Submissions](https://help.exordo.com/track-chairs?hsLang=en#decisions-and-final-submissions)
    - [Communication hub: sending messages from Ex Ordo](https://help.exordo.com/track-chairs?hsLang=en#communication-hub-sending-messages-from-ex-ordo)
    - [Using the Virtual Builder (Session Creators Only)](https://help.exordo.com/track-chairs?hsLang=en#using-the-virtual-builder-session-creators-only)
- [Reviewers](https://help.exordo.com/reviewers?hsLang=en)
- [Review Group Chairs](https://help.exordo.com/review-group-chairs?hsLang=en#main-content)

    - [Preparing for the review](https://help.exordo.com/review-group-chairs?hsLang=en#preparing-for-the-review)
    - [Managing the review](https://help.exordo.com/review-group-chairs?hsLang=en#managing-the-review)
    - [Using the Communication Hub](https://help.exordo.com/review-group-chairs?hsLang=en#using-the-communication-hub)

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