Related Content

• Email and Internet access

Email distribution lists and listservs

Distribution lists and "listservs" give email users an effective method of communicating information to a large number of users at the same time.

Personal- and server-based distribution lists

Email lists can be either personal- or server-based.  A personal list is maintained as part of Outlook or other email client software.  It is generally accessible only from the computer on which the software is installed, which generally means it is accessible only to a single person.  (So it is not possible for multiple persons to manage or send email using the list.)

To add outside (non-UM) email addresses to a personal distribution list, the user must have a contact with that address in his/her personal address book.   Personal lists are subject to limits on the number of recipients that can be targeted in a single mailing.

Server-based lists require the contacts to be maintained on the Exchange email server.  Server-based lists can only be added to the Medical Center "Global Address List" -- sometimes referred to as "the GAL" -- by system administrators.  Server-based distribution lists can be maintained by multiple individuals as long as they are given permission to do so.

Usually we require that a server distribution list have one "owner" who can be the main contact person for any questions pertaining to that list.  Server-based lists are not affected by recipient limits because they count as only one recipient. 

Listservs

A "listserv" is a group of email addresses that is represented by a single email address.  "Posting" or sending a message to the list address causes it to be forwarded to all the addresses of the list "subscribers." 

Listservs are usually maintained on a Unix-based platform and, unfortunately, are usually not as user-friendly as Outlook/Exchange distribution lists. 

Listservs require someone to manage the subscriber list; that person will have the formal responsibility for the operation of the list.  This list "owner" defines the list's charter and policy -- e.g., what the list is about and what general rules all subscribers must accept in order to be allowed to join the list. 

The list owner is also responsible for all administrative matters and for answering questions from the list subscribers.

Keys difference between listserv mailing lists and Outlook/Exchange central distribution lists include:

• Listserv mailing lists can contain external addresses; Outlook/Exchange lists are generally limited to recipients with accounts on that system.
• Listserv users can add or remove themselves from it on their own; Outlook/Exchange lists require a change by the personal list owner (if a personal list) or by the list managers (if server-based).

Getting started

To request an Exchange (server) distribution list or a Listserv, contact the Help Desk.  Please provide the following information:

• What will the list be used for?
• What department is requesting the list? 
• Who will manage and be the owner of this list?
• Who needs to be able to send to the list?
• Who needs permission to be able to add and remove members of the list?