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Queen's University
 

Help and Support

Distribution Groups

 

Distribution Groups are available in the Global Address List (GAL) and are designated by the department's name at the beginning of the list name and a -dl at the end of the email address.  For example itsevices-staff-dl@queensu.ca


Several different types of email lists are available for use at Queen's:

 For a description of the different lists and when you would use one instead of the other see the Email Lists document.

 


 

   


 

Distribution groups are lists that exist on the exchange server and are available  in the Global Address List (GAL).  Distribution Lists can  be used for sending email to  a large group, like a department or scheduling meetings with the group.

 

Many departments use Distribution Groups to corresponded with members of the department but they can also be created for use with smaller groups, such as a work unit or committee.  The one requirement is that all members of the Distribution Group have an email address on the University's exchange server.

 

Each Distribution Group should have a Primary Distribution Group Owner and a Secondary Distribution Group Owner.  When requesting the group name it should start with the Departments name and it will end with -DL.  For example ITServices-Staff-DL.

 

Although any Staff or Faculty member at Queen's can be a primary or secondary group owner, the departments ITAdmin Rep will need to request the group bye completing the Global Address Lists (GAL) Distribution Group Request form.  Once the Distribution Group is created it can be used by anyone that has access to the GAL.

 

Either the Primary or Secondary group owner will be able to add/delete members to the group list. 

 

Request a Distribution Group

 

Your ITAdmin Rep must make the request to have a distribution group created and published in the GAL. The form will ask for the name of the primary and secondary owners of the group. These will be the people who can manage the group once it’s been created.  Have your ITAdmin Rep complete the Global Address Lists (GAL) Distribution Group Request form.

 

 

Managing a Distribution Group

 

Once the Distribution Group is created the primary and secondary owners will be able to:

  • Change if the Distribution Group is shared through the GAL
  • Add or Remove owners of the Distribution Group
  • Add or Remove members of the Distribution Group
  • Determine who can send messages to the Distribution Group

 

Access the Distribution Group

 

Distribution groups must be managed by the primary or secondary owner using the Outlook Web App.

 

  1. Log into OWA
    • From the Options drop down menu select See All Options...
    image of step one
  2. From the Options navigation menu select Groups
    • The Public Groups tab shows the  Public Groups I Belong To and the  Public Groups I Own 
    • From the Public Groups I Own column choose the Distribution Group you want to manage by either selecting the Group and click the Details button or double clicking the Group name
    image of step 2
  3. The Group's Detail screen will open
    • The General tab contains information about the Group: it's Display name, Alias name, Description. 
    • As you click in each dialogue box the Tip screen will display information about that field with a link to Learn More.  Learn More will open a web page that expands on the tip.
    • The Owner of the Group also has the option to Hide this group from the shared address book.  This would remove the listing from the Global Address Book.
    • Click the Save button to save your changes and close the Details screen or
    • Choose another tab to continue to manage your Group
    image of step 3

Ownership

The Ownership tab allows a current owner to add additional owners or remove current owners

  1. Click the Add... button to add a new owner
    • The Global Address book will open allowing you to search for the new owner
    • Click the Save button to save your changes and close the Details screen or
    • Choose another tab to continue to manage your Group
    image of ownership tab

Membership

The membership tab allows any of the owners to add or remove members to the Group

  1. The membership list displays members who already belong to the Group
    • To remove a member, scroll through the list and find the member to remove
    • Click the Remove button
    • To add a member click the Add... button
    image displaying this step
  2. The Global Address Book will open
    • Enter the NetID of the person you want to add to the Group
    • When displayed, click the name to select it and click the Add-> button
    • Click the OK button to return to the Details screen
    • Click the Save button to save your changes and close the Details screen or
    • Choose another tab to continue to manage your Group
    image displaying this step

Membership Approval

 

  1. The owners of the group decide how they want to control the membership to the group
    • Choose whether owner approval is required to join the group
      • Open:  Anyone can join the group
      • Closed: Members can be added only by the group owners
      • Owner Approval:  All requests are approved or rejected by on of the group owners
    • Choose whether the group is open to leave
      • Open: anyone can leave this group
      • Closed: members can be removed only by one of the owners of the group
    • Click the Save button to save your changes and close the Details screen or
    • Choose another tab to continue to manage your Group
    • image displaying this step

    Delivery Management

    The default for sending email to Distribution Groups is that only email addresses from Queen's Faculty and Staff can send to Distributions Groups.  Students and Alumni cannot send to Distribution Groups even though they have Queen's email addresses.  Non Queen's email addresses cannot send to Distribution Groups.

    1. To restrict what Faculty and Staff can send to a Distribution Group add the email addresses of those who have permission to send to the list 
      • Click the Add... button to open the Global Address Book
      • Select the persons you wish to be able to send to the group
      • Note:  email sent to the group by anyone not on this list will be rejected
      • Click the Save button to save your changes and close the Details screen or
      • Choose another tab to continue to manage your Group
      image displaying this step

    Message Approval

    By default when someone sends an email to the Distribution Group, it is sent directly to the membership.  However, This can be changed so that messages have to be approved before they are sent to the Group.

    1. Open the Message Approval tab
      • Check the box beside Messages sent to this group have to be approved by a moderator
      • If a moderator is not provided then the owners of the group will be the moderators
      • If there are members of the group that you want to be able to send directly to the group, without going through the moderation process, add them to the Senders who don't require message approval section
      • Chose what will happen if an email is rejected by the moderator
      • Click the Save button to save your changes and close the Details screen or
      • Choose another tab to continue to manage your Group
      image displaying this step

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