Automated Distribution Lists

Who can use these Distribution Lists?

Staff in the schools can send to the relevant school Lists.

Typically, the Distribution Lists naming format is made up from the prefix "School." followed by the short name of the school "Business." and then the membership type e.g., ".Staff" 

For example, mailing to the ".All" group will send to all staff and research postgraduates but excluding taught course postgraduates and undergraduates.

• School.Business.all

Staff Distribution Lists

This is the Distribution Lists of all staff within the School excluding research postgraduates.

• School.Business.Staff

Research and Taught Student Distribution Lists

The part/year status is extracted from Student Records information. A list of the main part/year codes is given below:

Mailing to UA will send to all part A undergraduates.

• School.SBE.Students.UA

A merging of the UC and UD Distribution Lists will give you a list including finalists, though in some cases UC lists will include people going on to a fourth year. Note that there are a few UE groups.

• School.Business.Students.uc
• School.Business.Students.ud
• School.Business.Students.ue

There are also a few UN groups. These normally refer to Socrates or Non-Degree students - such students will not appear on the normal UA First Year lists and should be sent an email via the UN lists.

• School.Business.Students.UN

Research Distribution Lists - This is the List of research postgraduates in the School.

• School.Business.Research

Extra Lists

For users not in the Distribution Lists by default (Extras) but need to be included:

• School.Business.Staff.Extras
• School.Business.Research.Extras

Who can use these Distribution Lists?

Staff in the department can send to the relevant department Lists. For example, Dept.Chemistry.all 

Typically, the Lists naming format is made up from the prefix "Dept." followed by the short name of the school "Chemistry." and then the membership type e.g.,"Staff".

For example, mailing to the ".All" will send to all staff and research postgraduates but excluding taught course postgraduates and undergraduates.

• Dept.Chemistry.All

Staff Distribution Lists

This is the Distribution Lists of all staff within the department excluding research postgraduates.

• Dept.Chemistry.staff

Researcher and Taught Students Distribution Lists

A list of the main status codes is given below:

For student Distribution Lists - Add "Students." followed by a status code, e.g., UA refers to all Part A undergraduates in Chemistry.

• Dept.Chemistry.Students.UA

A merging of the UC and UD lists will give you a list including finalists, though in some cases UC lists will include people going on to a fourth year. Note that there are a few UE Lists

• Dept.Chemistry.Students.UC
• Dept.Chemistry.Students.UD
• Dept.Chemistry.Students.UE

There are also a few UN Lists. These normally refer to Socrates or Non Degree students - such students will not appear on the normal UA First Year lists and should be sent an email via the UN lists

• Dept.Chemistry.Students.UN

The Research Distribution Lists is the List of research postgraduates in the department.

• Dept.Chemistry.Research

Extras Distribution Lists

For users not in the Lists by default (Extras) but need to be included:

• Dept.Chemistry.Staff.Extras
• Dept.Chemistry.Research.Extras

Who can use these Distribution Lists?

Any member of staff.

Programme Distribution Lists

The domain name for these lists is programme.lboro.ac.uk. Typically, lists names correspond to Prog followed by the programme codes, programme parts letter and sandwich information.

To contact everyone on the Programme there is no need to add any part or sandwich information after the programme code. You simply send to the programme as the example below shows:

• ProgPHUB02 or ProgPHUB02@programme.lboro.ac.uk

To contact programmes parts this will consist of the programme code:

• ProgPHUB02

Followed by the part letter:

• A – Part A
• B – Part B
• C – Part C

Finally, the sandwich information:

• S for sandwich
• N for non-sandwich

Occasionally, there will be students that need access to a programme information, but not actually on the programme, therefore for each module and programme there is an equivalent ".Extras” List that has been created:

• ProgPHUB02BN.Extras@programme.lboro.ac.uk

Who can use these Distribution Lists?

Any member of staff

Module Distribution Lists

The domain name for these Distribution Lists are module.lboro.ac.uk with Module at the start before the module name. Typically, module names are direct copies from the module lists. You can then send email to the list name followed by the domain name:

• module97elc035@module.lboro.ac.uk

The 3rd and 4th characters in the module name correspond to the department code.

• module97elc035@module.lboro.ac.uk

Instance

If there is more than one instance of a module, then there will be a list for each module instance plus a list for the overall module name. The format for a module with an instance is the module name followed by an underscore and the instance number. For example, if module 97elc035 has two instances (1 and 50) then there will be three module lists produced:

Extras Distribution Lists

Occasionally, there will be students that need access to a module information, but not actually on the module, therefore for each module there is an equivalent ". Extras” list

• module14EAP013.Extras@module.lboro.ac.uk

Who can use these Distribution Lists?

Access is controlled by a separate list and membership of this is approved by the Hall warden.

The domain name for these Distribution Lists is hall.lboro.ac.uk, hence authorised staff can send messages to everyone in a named hall. See the GAL to determine who is in each hall.

• Staff can only send email to hall lists with the permission of the Hall Warden

Additional Hall Distribution Lists

Each hall Distribution Lists also has the following additional Lists with the naming convention "Hall Name.".

Additional users - These can be added to send or receive by being added to the below Distribution Lists:

• Extras - Upon request from the hall warden, other people can be added to the ".Extras" lists. Eg., Sub wardens
• Senders - Only people in the Senders list are allowed to send to the list, typically the warden, sub wardens, staff members and external users
• External - For external users (non lboro addresses) please contact IT Services

When sending to one of the required Distribution lists, select the “To” field in your email body and this presents a pop-up of the Offline Global Address List.  Please go to the drop-down under ‘Address Book’ to select the Global Address List

The below example shows a search using “Dept.” showing the results for all Groups with the Dept. prefix. 

You may notice missing or incorrect entries if the Global Address List  is out of sync. You can manually synchronise your address book with the Global Address Book:

• Open Outlook and click "File" in the top ribbon,
• Select "Account Settings"
• Select "Download Address Book"

• Uncheck "Download changes since last Send/Receive"
• Click "OK"

• The update can take a few minutes to complete and the window will close when it has completed‌

Only Staff can send to these Distribution lists

Only staff can reply to messages from these Distribution lists

No. External users / lists cannot send to these new internal Distribution lists

If someone who works across more than 1 department at the University and needs to receive email, they can be added to the “.Extras” Group.

These Distribution lists are created by an automated process from staff and student data feeds so do not have an individual manager

These Distribution lists are created by an automated process from staff and student data feeds so do not have an individual manager