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Public Groups: Request and Manage

How to Request a Public Email Distribution List

Information Technology Services can create Public Groups for the use of departments, university groups, project, team, etc. Please read the following request instructions.
  1. Review the definitions to determine whether a Public Group is the best fit for your needs.
  2. If you determine that a Public Group is the solution you require, please submit an online request (see below).
  3. ITS will review the requests and if approved the Public Group will be created based on information provided in the online request.
  4. Group owners identified in the request will receive email notification when the Public Group is available.
  5. Owners should read the Public Groups: Managing Properties document and manage/configure the group according to their requirements. 
NB: Management of Public Groups will be via Office 365 Web Access, not via an Outlook client.

Guide for using Public Groups

An overloaded email Inbox can result in important emails going unread. Following basic email etiquette can help prevent this. Here are some suggestions:

  • If a department/group/project/team needs to make frequent mailings, it is recommended that two lists are created: e.g. GROUPNAME_HIGH_PRIORITY and GROUPNAME_INFO. This way, members can choose whether to receive/read the high-volume mailings, or just the important stuff (meeting notifications, policy changes, etc). 
  • The HIGH_PRIORITY list should not be used for general discussions; replies and questions should be handled on the INFO list (although important answers might be sent out on HIGH_PRIORITY, such as if a meeting was scheduled for the wrong day).

Definitions

The world of email groups, distribution lists, address books, list servs can get confusing as different terminology is used by different email applications and even within different versions of the same email client. The table below aims to provide a reference for how these email groups are referred to in the different email clients that have been used at UNE.




Outlook Versions

GroupWise



Gmail





2007 Client

2010 Client

2013 Client

2011 Mac Client

Office 365 Web Access

Personal

Distribution List

Contact Group

Contact Group

Contact Group

Group

Group

Group

Public

Distribution Groups

Public Groups

Address Book

Public Group


Office 365 Contact Groups

Personal Group

    • A self-made collection of contacts that can be shared, but changes made to the collection will not be reflected for others that have had the collection shared with them (non-synchronized).

Public Group

    • A synchronized collection of contacts that can be made available to small or large group, or made publicly accessible. 
    • A group owner is required to manage group settings such as: group membership, visibility, message approval/moderation, and delivery management.
    • Public groups are assigned an alias email address reflecting the name of the group.
    • The Microsoft definition is: A public group is a collection of two or more people in an organization's shared address book. You can create groups, which will appear in the address book for others to use. Group owners can restrict membership. You can also join or leave an existing group.