ITS

Information Technology Services
Information Technology Services

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)

Sample: msbac-l@lists.queensu.ca

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

Sample: ITServices-staff-dl@queensu.ca

A distribution groups is a group of email addresses, grouped under a single email alias 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 created on Office365 by request. 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. 

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 a Office 365 email address. 

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 Resource Administration  documentation.

Contact Groups

Sample:  Email Training Group

Contract groups are a collection of email addresses that allow the owner of the group to send an email message to multiple email recipients at one time.  The email is addressed to the name of the contact group, not the individual contacts that are part of 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.

Contact Groups are stored on the Exchange or Office 365 server. Contact Groups will be synchronized between the server and the Outlook client. Note: Outlook 2011 for Mac does not sync with the exchange server.  Contact Groups created using Outlook 2011 are only available through the client.

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

A Contact Group can have a few address or many address. The size of the Contact Group is measured in kilobytes, not the number of contacts. If your contacts consist of just name and email address your group can have more members than if your contacts consist of additional information, like phone numbers, birthdays, etc. The average number of recipients for a Contact Group would be between 60-120 - depending on what additional information is stored in the contact's information.

For more information see the appropriate Contact Groups tutorial for your email client.