Guide to Managing Distribution Lists for Effective Communication

Learn how to effectively manage distribution lists for smooth communication flow. Understand different types of DLs, sender permissions, subscription processes, migration procedures, and contact details for support. Ensure better email communication within your organization.

• Communication
• Distribution Lists
• Management
• Email
• Technology

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1. Distribution Lists Management 13 March 2012, ICT Service

2. Three types of DLs Global or institutional DLs Maintained by ICT Service Content automatically updated (10 days before arrival and 60 days after departure, dates are taken from CPR) Sender permission is set at request of Communications Service Local DLs Administrative assistants manage members and senders DLs for interest groups Maintainers offer subscription and un- subscribe members on request 13-Mar-2012 DL's Management 2

3. DLs, further details DLs are introduced on request by ICT Service DLs contain only addressees from @EUI.eu Members and senders are managed via http://ADManager.iue.private (it may take up to 3 hours for changes to be replicated remotely) Current DLs available are found in http://www.eui.eu/ServicesAndAdmin/ComputingService/PolicyDocuments/CurrentDLs.aspx For sending access to institutional DLs please contact Communications.Service@EUI.eu 13-Mar-2012 DL's Management 3

4. DLs, how to use them Usually all massmail to DLs is sent as personal sender on behalf of service account When using local lists or lists of interest please put the DLs addressed visible in the Cc: or To: field(s) Always append an opt-out clause (local and interest DLs only) like You received this message because you are member of (one of) the distribution list(s) in the above field of addressees. If you do not want to receive mails sent to them please just reply to this message with the subject unsubscribe . Don t forget to use Direct Replies To 13-Mar-2012 DL's Management 4

5. Online demo 13-Mar-2012 DL's Management 5

6. DLs, the migration process Membership and sender permission is taken from the existing configuration for local lists DL_BarFiasco and DL_4B will get the current DLeverybody members and have to offer them unsubscription All hidden DLs will go Institutional DLs will be replaced in the night between 22 and 23 March 2012 All maintainers should get in touch with SysExchange who supports the transition by copying members from old DLs to new ones 13-Mar-2012 DL's Management 6

7. DLs, summary Contact your IT user support for introduction, deletion or other questions Contact communications.service@eui.eu if you want to get access to institutional DLs New DLs will go live on 23 March 2012 The policy is documented under http://www.eui.eu/ServicesAndAdmin/ComputingService/PolicyDocuments/EUIDLs.aspx Management of DLs is done locally via http://ADManager.iue.private 13-Mar-2012 DL's Management 7

8. Thank you! Please be patient in case of any hiccups during the transition period.