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Queen's University

Help and Support

Getting Started With Email Lists


A mailing list is a collection of names and email addresses that can be used to send messages to multiple recipients.  Email mailing lists can be created for specific topics or for a specific group of people and can be used for public or private conversations.    At Queen's there are three different types of email lists is use.  


Mailing List (Listserv)




At Queen's, Listserv mailing lists are used by people that are interested in the same subject, are members of the same work group or who are taking the same course.   A Listserv mailing list has its own email address that can be used to send email to any email account, at Queen's or elsewhere, depending on the mailing list's configuration settings.


Any continuing staff or faculty member can request a mailing list.  They become the Owner of the list and all management tasks of the list will be performed by the owner. When the list is requested the owner will indicate how individuals will subscribe to the list.   Subscribers can be students, staff, faculty, or anyone from the general public. 


ITServices licenses, maintains, and operates Lsoft's Listserv Mailing List Management software for Queen's.  Since the software (Listserv) and the server itself are independent of the Queen's email server, mailing lists can be used on any email system (Queen's, Cogeco, Hotmail, Google, etc. ) 


For more information see the Mailing Lists (ListServ) documentation.




Distribution Groups




A distribution groups is a group of email addresses, grouped under a single email address, for example a departmental distribution list, where everyone in the department is on the list.  When email is sent to the list everyone on the list is sent the email. 


Distribution groups are dependant on the server they are created on.  At Queen's that is the Exchange server.  To send email to a distribution list requires being logged into the exchange server, using either the Outlook client or the Outlook web app.  Members of the list must have email addresses on the server.  Students whose email accounts are on the O365 server cannot be added to a distribution list on the Exchange server - even though their email addresses are listed in the GAL.  


Distribution groups are requested and managed by The ITAdmin Rep.  They appear in the Global Address Book (GAL) as department-name-dl.  A distribution list can be used by anyone with an email address on the exchange server. 


Distribution groups can only have Staff and Faculty, or other Distribution groups as members. 


There is a unique name for the group as it appears in the Global Address book and on the To: line when you send email to this group.


For more information see the Distribution Group (Exchange)  documentation.



Contact Groups


Sample:  Email Training Group


Contact groups allow the owner of the group to send an email message to multiple email recipients by addressing the email to the group.   A contact group belongs to the person who creates the group and is only available through their email account.    The owner of a contact group can share it with other people by sending the group to them through email.


Members of a contact group can be anyone from Queen's and/or from any other email service provider.


Contact Groups are stored on the Exchange or Office 365 server. Contact Groups will be synchronized between the server and the Outlook client. 


When you send email to a Contact Group, the To: field on received messages shows the individual email addresses of all members of the list. If you want to hide the membership of the list, use the BCC: field instead of the TO: field when sending email to the group.  If BCC is not currently visible when you are sending email, click View and select Bcc.


For more information see the appropriate Contact Groups documentation.




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