How to Add a Staff Member to a Distribution List
A 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 list, it goes to all members of the list. This mail comes directly into their own mailbox and not to a separate mailbox.
Requesting that staff members be added to a list
Send a helpdesk request and include the following in the request:
The staff member's name
The complete distribution list 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 list. The body contains the person’s position and that everyone in that position should have access to that list.
Once we have the request, we will add the position group to the distribution list, if the staff member is in a position group. Adding the position group to the distribution list means everyone in the position group will receive mail sent to the distribution list. The next time a person is hired for that position, they will already have access to the distribution list.
A position group is a collection of people that all share the same job title or position.
Finding a distribution list’s complete name
If you don’t know the distribution list’s full name, it’s easy to find. In the Global Address List, search for sh-dl and you’ll see every list that starts with SH-DL, which is how distribution lists are denoted in the address book.
What if someone needs to be removed from a distribution list?
The converse of adding people to a list, when we receive a request to remove someone from a distribution list, 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 list.
What if I need to add someone to a distribution list, 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.