Distribution Groups (sometimes called distribution lists) are a way for users to communicate by email to a list of members associated with a particular activity or group. It is a single email address used to deliver email to all addresses of the members of the group. Members can be from a school, department, and in some cases members from partner institutions and external organizations.
This feature controls who can and cannot send messages to the group. By default, all members of a group, whether inside and outside the University of Sussex, can email that group.
This feature controls who can send mail for the group. Delegated members can Send as or Send on-behalf of the group.
- Send as allows the specified delegate to send email as the group. In this case, from the recipient’s perspective, the email will appear to be sent by the group.
- Send on behalf allows the specified delegate to send email on behalf of the group
This feature allows messages sent to a specific distribution group to be screened by a group moderator prior to being distributed to all members of the group.
This feature sets the rules for how users join and leave the group. By default, only group owners can add members – requests to join will be automatically declined, and anyone can leave the group without group owner approval.
Note: Only University of Sussex users can be made owners and moderators of a distribution group.
This section applies to Owners, Members and Moderators
Use your email application, such as the Outlook Desktop app or Outlook Online, and address your message to the distributiongroup@sussex.ac.uk, where distributiongroup is the Distribution group’s name.
For example, if your group name is filmbuffs, address your email to filmbuffs@sussex.ac.uk
Internal members: Owners can add and remove internal members from the University of Sussex to a Distribution group. This applies to users with the @sussex.ac.uk domain extension.
External members: Owners are required to email itservicedesk@sussex.ac.uk if they wish to add or remove external members to or from a given Distribution group.
Joining a group - By default, only group owners can add members. All requests to join will be automatically declined.
Leaving a group – Anyone can leave a group without group owner approval
This section only applies to University of Sussex users.
This section applies to internal University of Sussex users only.
If moderation is enabled for a distribution group, then the designated moderator(s) will receive an email notification with the ability to Approve or Reject a message sent to the distribution group. The moderator can click Approve or Reject, as intended.
Messages are held for 5 days pending the action of a moderator – after which the message is declined, and the sender is notified. By default, only senders will be notified when their messages aren’t approved
Group moderators – There can be more than one moderator for a given Distribution group
Note: Distribution group owners can specify senders who don’t require message approval
Important: Moderator approval functionality only works in the Outlook desktop app for Windows based systems and Outlook Online. This feature does not work on the MacOS-based Outlook desktop app or the native MacOS mail client.
Important: Distribution Group owners will need to request these permissions from the IT Service Desk. A member is given permission to either Send as or Send on behalf of but not both.
Send as or Send on behalf of using Outlook desktop app
Important Tip: You will need to make a configuration change to your Outlook desktop client to Send as or Send on behalf of a Distribution Group.
Configuration change to your Outlook app (One time only):
Important Tip: Use the same instructions below to Send as or Send on behalf of. Depending on the permissions set, Send as or Send on behalf of.
When recipients receive the email, the From: field will indicate that the email was sent by the Group name itself, as in the case of Send as, or for example John Doe on behalf of Group name as in the case of Send on behalf of.
Important Tip: Use the same instructions below to Send as or Send on behalf of. Depending on the permissions set, Send as or Send on behalf of.
When recipients receive the email, the From: field will indicate that the email was sent by the Group name itself, as in the case of Send as, or for example John Doe on behalf of Group name as in the case of Send on behalf of.
Open a ticket with IT Services and request to close a distribution group.
Please note that only group owners can request for a Distribution group to be closed.
Updated on 14 July 2021