Mailing Lists Mailing Lists

Introduction

List Request

List Naming

List Owner Responsibility

Review Period

Automatically Populated Lists

Student School Lists

Who Can Send?

Course Module Lists

Managing List Membership

Managing a Group

Managing a Person

Unsubscribing from a List

 

Introduction

The UEA offers an email distribution list service for internal communications to other UEA email addresses. The service provides:

  • User requested mailing lists for internal use
  • A number of automatically populated staff and student mailing lists

The current Mailman system is being deprecated and no new requests for these are now being accepted by the IT Service Desk. Mailing lists that are required for collaboration with external people can be provided by an Office 365 group.

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List Request

To request a new mailing list the following information must be provided to the IT Service Desk:

  1. The list name.
  2. The preferred email address (see naming convention below) 
  3. Who should be able to send to the list - default is to list members only
  4. Names of list owner(s)

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List Naming

UEA convention standardises on a period separator with the school acronym, where applicable, being the first item in the mailing list name followed by the function. An example being cmp.reporting@uea.ac.uk

Full information on the policy can be found in the Email and Web Address Naming Policy.

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List Owner Responsibility

Mailing list owners are responsible for the mailing list and UEA Conditions of Computer Use applies.

It is mailing list owners responsibility to ensure mailing list membership is regularly reviewed and kept up-to-date.

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Review Period

All manually requested lists should be reviewed annually to confirm they are still required.

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Automatically Populated Lists

A number of staff and school mailing lists are automatically populated and maintained for University use. From September 2017 the following lists are available in the Global Address List (GAL) for authorised people to send to. All lists can be found in the GAL starting "Student mailing List - ".

Email addresses for these lists has been changed to provide clarity of use. The previous address is detailed in the table below for information purposes.

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Student School Lists

For an example school with the acronym XYZ:

List Type

New Email Address Old Email Address
All School student.xyx.all@uea.ac.uk xyz.allstudents@uea.ac.uk
Undergrad school year e.g. First student.ug1.xyz@uea.ac.uk xyz.ug1@uea.ac.uk
Undergrad school all student.ug.xyx.all@uea.ac.uk xyz.ug.all@uea.ac.uk
Postgrad school year e.g. First student.pg1.xyz@uea.ac.uk xyz.pg1@uea.ac.uk
Postgrad school all student.pg.xyx.all@uea.ac.uk xyz.pg.all@uea.ac.uk
Taught postgrad school all student.pgt.xyz@uea.ac.uk xyz.pgt@uea.ac.uk
Research postgrad school all student.pgr.xyz@uea.ac.uk xyz.pgr@uea.ac.uk

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Who Can Send?

From September 2017 the following groups of people are authorised to send to the student school lists:

  • All ATR and ATS Staff can send to lists in their school
  • All Faculty Local Support Staff can send to lists in schools in their Faculty.
  • Authorised staff in PGR, LTS, CCEN and SSS can send to all lists.

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Course and Module Lists

List Type New Email Address Old Email Address
Course list - All e.g r1b700v01 No change R1b700v01@uea.ac.uk
Course list - Year e.g 1 No change R1b700v01.1@uea.ac.uk
Course Unit List e.g XYZ-1A2A No change XYZ-1A2A@uea.ac.uk
Adviser Lists No change p.smith.advisees

 

For lists that target a student year the suffix number is the stage as recorded on SITS. For students on a year abroad the suffix will be .Y

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Managing List Membership

List owners can manage their list membership via the University Identity Management System at the UEA Identity Management website, SPOT.

To enable a mailing list group to be managed, a user must be set as an owner of the group. Changes made via this system will be updated in a mailing list within five minutes.

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1. Managing a Group

To manage a group to add/remove or edit members use the following menu option://Group Management > Manage Groups

A list of all groups owned will now be displayed.

 

Adding people

To add or remove people to the group:

  1. Select the Group Name.
  2. Scroll to the bottom of the member list and select the "Add Member" button.
  3. Search for the person using one of the options in the drop down box.
  4. Select the "add" checkbox when result is returned.
  5. Add start/end dates and any notes and then select "Add Member"

Note that if start/end dates are used this will be enforced for the mailing list membership. If the membership is indefinite please leave the date fields empty.

If multiple people are to be added to a group this can be done in a batch if the start/end dates are the same for all people. To do this, perform steps 3 and 4 above for each person to be added and then perform step 5.

 

Removing list members

A person can be removed from a group by selecting the "Remove" checkbox and then selecting the "Remove Member" button at the bottom of the screen.

 

Modifying start/end dates

The start/end dates for a person's mailing list membership can be modified using the "Edit" link in the Custom Rule column.

 

Displaying a list of all members

The "Show All" button at the bottom of the screen can be selected to pop up a window that displays all group members.

 

Sorting data

The column headings in the group membership listing for a group can be selected to sort the data on that column.

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2. Managing a Person

To search for a person to check if they are a member of one of your mailing lists use://Group Management > Manage Person.

A search box is displayed and when a search is performed matching people will be displayed in a list. A person can then be selected and any groups that the person is a member of, that are owned by you, will be displayed.

To remove membership of a group select the Remove checkbox for the group(s) and then click the "Remove Group(s)" button at the bottom of the screen.

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Unsubscribing to a list

Any user can unsubscribe from an email distribution list by logging into SPOT and selecting:

  • Group Details - this is located on the top bar
  • Select "Active Directory Group" from the dropdown list
  • Select "Remove" using the button displayed against the list name in the "Remove Membership" column

Removal from the list is not confirmed via email but will normally be completed within fifteen minutes.

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