Student Organization Distribution Lists
A student organization distribution list is a way for officers and/or
organization members to communicate with each other (ex: Chess Club
List). Please note that when the words 'student organization' or 'organization' are
used below, unless other specified, it means a recognized student organization
according to the standards set by the Student Involvement and Employment
Benefits of a Student Organization Distribution List
- Appears more professional to the recipients to receive a message
addressed to the organization's list than to a large group of
- More efficient than having several people maintain their own
personal distribution lists for the membership. Officers
designated in Student Organization Database (SOD) have the ability
to edit the list membership.
- Permission to send to the list can be controlled.
- Easier than typing in each members' names in the To.. line in
every message sent to the list.
- Allows members to communicate with each other without having
to know everyone who is a member.
Maintaining Student Organization Distribution Lists
Information for student organization presidents, treasurers, and advisors.
Student Organization distribution lists are created automatically for all student organizations based on information in the Student Organization Database (SOD). The advisor, president and the treasurer of each organization have the ability to designate what officers should have access to the email account and member distribution list for the organization. All advisors are automatically granted access to the email resources for an organization.
Student_Organization - Members Distribution List
Each organization has a member distribution list called 'Student_Organization
- Members' list. Use the 'E-Mail DL' check box next to each officer in SOD to
indicate if they have the ability to edit the membership of this distribution
list. Within 1 hour, the new officers and advisors will
be able to edit the membership of the member distribution list for the
organization. Anyone the advisors and officers add as a member to this
list will receive a copy of messages that are sent to the list. The email mailbox for the organization itself is added to the member distribution list automatically.
To restrict who can send messages to the 'Student_Organization - Members'
list check the 'Restrict Access' field in SOD. Normally within 1 hour, a
second distribution list called 'Student_Organization - Senders' will be visible
in the Outlook Address Book for the organization. Only members of the
'Student_Organization - Senders' list have the ability to send to the
'Student_Organization - Members' list. All advisors and officers that have
the 'Email-DL' field checked in SOD will be able edit the membership of the
'Student_Organization - Senders' list.
Student_Organization - Adv Ofcr Distribution List
Each organization has an advisor/officer distribution list called
'Student_Organization - Adv Ofcr'. All advisors and officers listed in SOD
are automatically members of this list. Messages sent to this list will be
delivered to the organizations advisors and officers as listed in SOD.
Please be sure to keep the advisor and officer information in SOD up-to-date.
Naming Conventions for Student Organization Distribution Lists
The UWSP Postmaster will select an appropriate 8-character (or less) mail
nickname for the organization and enter that in SOD. The email alias for
the organization email mailbox and distribution lists will be created based on
Member Distribution List
Long Name of Org List - Members
Display Name: Racing Club List - Members Email Alias: dl-arc
Control Distribution List for Who Can Send to the Member Distribution
Long Name of Org List - Senders
Display Name: Racing Club List - Senders Email Alias: dls-arc
Advisor and Officer Distribution List
Long Name of Org List - Adv Ofcr
Display Name: Racing Club List - Adv Ofcr Email Alias: dlo-arc
How Do You Edit a Distribution List?
Detailed instructions will be sent via email to all accounts authorized to
edit the membership of the distribution list. Instructions are also available on the general email FAQ page.