Once your default Content is written, it's time to customize the message for each channel you want to send through. This article walks through every delivery method available: email, mobile app, SMS, voice, Facebook, X (Twitter), and RSS feeds. You'll learn the unique options and requirements for each.
Before you start
This article is part of our Create and send messages series. Looking for something else? Check out the full set:
- Create and send messages: Overview
- Part 1: Getting started
- Part 2: Choose your delivery methods (this article)
- Part 3: Delivery options and sending
⚠️ Important Note
Are you a teacher using the Teacher Communications platform? See "Teacher Communications: Create and send a message" instead.
Quick answers
This article answers questions like:
- How do I send a message as an email?
- How do I attach a file to an email message?
- How do I add an image to my email, and why is alt text required?
- How do I expand the email editor or edit in full screen?
- What's in the email editor toolbar (formatting, merge tags, templates, source code)?
- How do I turn off a delivery channel for one message?
- How do I send a push notification to our mobile app?
- How do I show a mobile app notification only to known recipients?
- How do I send an SMS or text message?
- What's the SMS character limit, and how do I get more than 140 characters (SMS-Plus)?
- Is SMS free for schools, or do we get charged?
- How do I send a voice message to my community?
- How long should a voice message be for best results?
- How do I record a voice message using text-to-speech, a phone call, an uploaded file, or my microphone?
- How do I post a message to Facebook or X (Twitter)?
- What are the character, file type, and file size limits for social posts?
- How do I send content to an RSS feed / third-party website?
Jump to a section: Email | Attach file | Mobile app | SMS / Text | Voice | Facebook and X (Twitter) | Feeds
Send message to email
To send your message to email, click the Email icon. From there, you can customize your message for email.
Expand the editor
Click << More to expand the full editing toolbar for your email text.
Edit in full screen
Need more space? Click the four-arrows icon to expand your editing window to full screen.
Add text
Use the formatting options in the editing toolbar to style your message text.
Add images
Click the Image icon to insert an image into your email.
- Position the cursor where you want the image to appear.
- Upload an image directly.
-
Add a name, alt text, adjust width and height, or click Discard if you change your mind.
Important: Alt text is required
Alternative text (alt text) is required to meet accessibility compliance standards. Images cannot be uploaded without alt text; once you add it, the Insert button appears. For guidance, see "Best Practice: Writing alt text for images."
- Resize your image manually.
- Preview (eyeball icon) to see how the message will look to recipients.
Other options
Click << More to see the full editing toolbar expanded.
Email editor toolbar guide
- Formatting: Bold, italic, underline, font type and size, text and background colors, alignment, and bulleted / numbered lists.
- Correction & history: Undo and Redo arrows, plus Spellcheck.
- Media & links: Insert images, horizontal lines, and edit hyperlinks.
- Templates: See "Templates in Messages XR Enterprise" for details.
- Dynamic content: Add merge tags (for example, First Name) or apply pre-built email templates.
- Advanced: View source code (<>), expand to full-width, or Preview (eyeball icon) the recipient's view. Click Less >> to hide the toolbar.
- Enabled: Changed your mind? Toggle Enabled off to stop this message from sending via email.
- Sync with Content: Want to revert to the original Content from Step 3? Sync resets your email changes. Clicked it by accident? Click the Undo arrow to restore your edits.
Attach file to email
Click the Attach file button to attach files to your email.
For the list of allowed file types, see "Allowed file attachment formats in Messages XR Enterprise."
Send message to mobile app
For districts and schools with a mobile app, you can send this message as a mobile app notification. Click the Mobile app icon to customize your send.
- Update the text.
- Add any images.
- Recipients only: Check this box to show the notification only to known recipients, not to the general public of your mobile app.
Send SMS / Text message
Click the Text message icon to customize your content for SMS.
- Enter text: Adjust or shorten your message to fit within the displayed character limit.
Important: Free SMS for schools
With Finalsite, outreach and emergency SMS communications for schools are always free and never monetized.
Character limits:
- Standard SMS: 140 characters
- SMS-Plus: 280 characters
Upgrade to SMS-Plus
Want a higher text character limit? Contact your Client Success Manager or email clientsuccess@finalsite.com to learn more.
- Enabled: Changed your mind? Toggle Enabled off to stop this message from sending via SMS.
SMS vs. email at a glance
SMS and email are different technologies with different limitations. Knowing how each works helps you pick the right channel and get better results.
| Feature | SMS | |
|---|---|---|
| Character limit* | 140 (most languages), 70 (graphical) | Unlimited |
| Delivery speed | 30 seconds to 1 hour | 1 to 30 minutes |
| Formatting, links, images, emoji | Not supported | Full support |
| Best for | Urgent alerts, quick reminders | Detailed info, multi-language, links |
| Open rate | High (checked immediately) | Variable |
*SMS-Plus doubles all SMS character limits.
For a deeper breakdown, including when to use each channel, common mistakes to avoid, and tips for choosing between SMS and email, see "SMS vs. email delivery: What you need to know."
Send voice message
Click the Voice icon to send a voice message to your community.
Best practice: Voice message length
Voice messages should be at least 20 seconds long for best results on answering machines and voicemail systems. Keep them under 60 seconds so recipients don't lose interest or hang up early.
Voice recording options
Update the text, then choose how you want to record your voice message:
| Method | How to record | Technical tips & verification |
|---|---|---|
| Text to speech | Type your message into the text box; a system voice reads the content. | Use the Play button to preview. Click Send a test call to verify the audio on a real phone. |
| Call me to record | Enter your number (add extensions using # [space] x). The system calls you to record. | Press # to finish and 1 to save. Once saved, the play button and message duration appear. |
| Call in to record | Follow the on-screen instructions and enter the unique code provided. | Record your message, then press # to finish and 1 to save. |
| Upload audio file | Provide a pre-recorded file in .aiff or .wave format. | The Play button and total time display automatically after a successful upload. Use Delete to upload a new file. |
| Use microphone | Click the red Record button to speak directly into your computer or microphone. | Click the button again to save. The message displays "Saving" while processing the recording. |
Send to Facebook and X (Twitter)
Send your message directly to your connected Facebook and X (Twitter) accounts. Click the Facebook and/or Twitter (X) icon to enable these channels.
Social media requirements
Before sending, make sure your accounts are connected in Settings > Social media. You can toggle the Enabled switch off at any time to skip a specific channel.
| Channel | Character limit | Supported attachments | Key constraints |
|---|---|---|---|
| Less than 160 characters | Maximum of one (1) file: jpeg, png, gif, or video. | PDF files are not supported. Account must be connected in Settings > Social media. | |
| X (Twitter) | Less than 140 characters | Maximum of four (4) files: jpeg, png, gif, or video. | 20 MB file size limit. PDF files are not supported. |
| Feeds (RSS) | N/A | Standard text content. | Sends content to third-party websites. Feed accounts must be connected in Settings. |
Important
Messages can only be sent to Facebook and X (Twitter) accounts that have already been connected in Settings > Social media. For help, see "Add social media accounts to MXRE."
Send to Feeds
For districts and schools that push messages to a third-party website, add your content here. When the message sends, this content will be delivered to the third-party website via RSS feed.
Important
Messages can only be sent to Feed accounts that have already been connected in Settings > Social media. For help, see "Add social media accounts to MXRE."
Up next
Continue to Part 3: Delivery options and sending to learn about translation, advanced options, emergency messages, and scheduling.