A distribution group, or distribution list, is a collection of two or more people that appears in the global address book. When an email message is sent to a distribution group, it goes to all members of the group. This mail comes directly into their own mailbox and not to a separate mailbox.
As a requirement for their positions, many staff members are added to distribution groups. At SHDS we add position groups to distribution groups and not individuals. A position group is a collection of people that all share the same job title or position.
When an employee is hired, they are added to a position group which gives everyone with the same position the same access to resources, permissions, and distribution groups. This reduces maintenance, setup times, and ensures consistency.
Requesting that staff members be added to a group
Send a helpdesk request and include the following in the request:
The staff member's name
The complete distribution group name *
The staff member's position
In the example below, the request is sent to the helpdesk with the subject listing the person and the group. The body contains the person’s position and that everyone in that position should have access to that group.
Once we have the request, we will add the position group to the distribution list. That means everyone in the position group will receive mail sent to the distribution group. The next time a person is hired for that position, they will already have access to the distribution group.
Finding a distribution group’s complete name
If you don’t know the distribution group’s full name, it’s easy to find. In the Global Address List, search for sh-dl and you’ll see every group that starts with SH-DL, which is how distribution groups (lists) are denoted in the address book.
What if someone needs to be removed from a distribution group?
The converse of adding people to a group, when we receive a request to remove someone from a distribution group, please let us know if the person being removed has changed positions or if they have left the University. If they have changed positions, the staff member will be added to a different position group with its own permissions. If the staff member has left the University, they will be removed from the position group, thereby removing them from the distribution group.
What if I need to add someone to a distribution group, but I don't want everyone with the same position added?
Adding just one person is a one-off addition and this type of addition needs to be approved by IT. Please copy your supervisor in the helpdesk request.
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