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How do I create an email distribution group (mailing list)?

Note: This article is applicable to Deakin Staff Only.

A distribution group (mailing list) is a collection of contacts. It provides an easy way to send e-mail messages to a group of people. For example, if you frequently send messages to the marketing team, you can create a distribution list that contains the e-mail addresses of everyone on that team. A message sent to this distribution list goes to all recipients listed in the distribution list. You can include distribution lists in messages, task requests, meeting requests, and even in other distribution lists.

By default, the creator of a distribution group is automatically set as the owner of this group.

Before creating new Distribution Groups, please discuss with your local Faculty or Portfolio IT representatives. They may want to provide advice/guidance on naming conventions etc, which ultimately helps everybody understand the groups that are seen in the Global Address Book.

Creating the distribution group

  1. Log in to the Identity and Access Management System (IAMS).
     
  2. Click the Create Exchange Distribution Group button located in the bottom left corner.
     
  3. Complete the Windows Group form using the guidelines below:
     
    • Internal Group Name - This is a unique group name. It should contain only letters numbers and dashes, and should begin with the organisation area abbreviation, preceded by the name of the distribution group.
      eg. wg-des-knowledge-test
      • "wg" stands for workgroup, and is added by default.
      • "des" refers to the division Deakin eSolutions.
      • "knowledge-test" is the name of the group.
         
    • Description - Brief description of the new group. eg. "DeS Knowledge Test".
       
    • Group Purpose - Why is the group being created? eg. "This is a test group for the purpose of the knowledge base".
       
    • D-Level - Select the relevant faculty, division or area.
       
    • Group Type - to be left as default (you will not have permission to change this).
       
    • Windows Display Name - This is the name that will be displayed in the Global Address List. It should begin with an underscore "_" and the organisational area abbreviation.
      eg. _DeS Knowledge Test
       
    • Email Address - will be auto-populated based on the Internal Group Name.
       
    • Hide from Outlook Address - If this is checked, the details of the group with not be displayed in the Outlook Global Address List (GAL), however the group will still be available for email.
       
    • Expiry Date - The group will expire at the selected date, Maximum of 24 months. The creator/owner will be notified prior to expiration, and can extend the expiry.

      group form
  4. Click Save.
     
    • Your group will now be created.
      group created
    • You can manage your group directly after creation by clicking on the Edit Group or Edit Owners button at the bottom of the page.
Please Note: It can take up to 15 minutes for the group to be created. After this time the distribution group can be used, however it can take up to 24 hours for the group to appear in the Global Address List (Outlook Address book).

Please see - How do I manage an email distribution group (mailing list)?


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