Using RHS All-Team-Member Distribution Lists

Overview

Need an efficient way to email messages to everyone in a unit, a department or the division?
Consider using a distribution list. The division of Student Life & Engagement has “all team member” distribution lists (DLs) for Spartan Mail (available in Outlook). These are convenient communication tools for appropriate and approved messages. Roughly based on the divisional org structure, there are DLs for each department and sub-department (major unit) in the division. All list names follow a clear naming convention, beginning with “RHS” followed by the department acronym, then sub-department name (if applicable). Senders can use the lists for emailing all team members or a segment of all team members. For example, each department and sub-department will have five lists. 

  1. All team members (includes all below members)
  2. All full-time team members
  3. All temporary team members
  4. All on-call team members
  5. All student team members

What are distribution lists?

Distribution lists allow someone to send an email to one address and it will be distributed to the inboxes of any members of the list. For more information about distribution lists and how they differ from listservs and shared mailboxes, see this knowledge base article: Understanding Distribution Lists, Listservs, Shared Mailboxes, Shared Calendars and Other Resources.

Full listing of divisional "all team" distribution lists

For easy reference of all distribution lists, please see the list below or the Excel spreadsheet attached to this article. The larger, department, lists (in bold font) require a moderator's approval before a message will reach the audience. See instructions for finding and using these lists, later in this article. 

 

Display Name All Team Members Display Name FullTime Display Name OnCall Display Name Students Display Name Temp Notes
RHS All TeamMembers DL RHS All FullTime DL RHS All OnCall DL RHS All Students DL RHS All Temp DL Entire division
RHS ASG All TeamMembers DL RHS ASG All FullTime DL* RHS ASG All OnCall DL RHS ASG All Students DL RHS ASG All Temp DL *Replaces RHS ASG All Full Time Team Members
RHS ASG ASG.Admin All TeamMembers DL RHS ASG ASG.Admin All FullTime DL RHS ASG ASG.Admin All OnCall DL RHS ASG ASG.Admin All Students DL RHS ASG ASG.Admin All Temp DL  
RHS ASG Golf All TeamMembers DL RHS ASG Golf All FullTime DL RHS ASG Golf All OnCall DL RHS ASG Golf All Students DL RHS ASG Golf All Temp DL  
RHS ASG Tennis All TeamMembers DL RHS ASG Tennis All FullTime DL RHS ASG Tennis All OnCall DL RHS ASG Tennis All Students DL RHS ASG Tennis All Temp DL  
RHS ASG RecSports All TeamMembers DL RHS ASG RecSports All FullTime DL RHS ASG RecSports All OnCall DL RHS ASG RecSports All Students DL RHS ASG RecSports All Temp DL  
RHS ASG SSS All TeamMembers DL RHS ASG SSS All FullTime DL RHS ASG SSS All OnCall DL RHS ASG SSS All Students DL RHS ASG SSS All Temp DL  
RHS CS All TeamMembers DL RHS CS All FullTime DL RHS CS All OnCall DL RHS CS All Students DL RHS CS All Temp DL  
RHS CS CS.Admin All TeamMembers DL RHS CS CS.Admin All FullTime DL RHS CS CS.Admin All OnCall DL RHS CS CS.Admin All Students DL RHS CS CS.Admin All Temp DL  
RHS CS Dining All TeamMembers DL RHS CS Dining All FullTime DL RHS CS Dining All OnCall DL RHS CS Dining All Students DL RHS CS Dining All Temp DL  
RHS CS KC All TeamMembers DL RHS CS KC All FullTime DL RHS CS KC All OnCall DL RHS CS KC All Students DL RHS CS KC All Temp DL  
RHS CS Retail All TeamMembers DL RHS CS Retail All FullTime DL RHS CS Retail All OnCall DL RHS CS Retail All Students DL RHS CS Retail All Temp DL  
RHS CS CSSS All TeamMembers DL RHS CS CSSS All FullTime DL RHS CS CSSS All OnCall DL RHS CS CSSS All Students DL RHS CS CSSS All Temp DL  
RHS DEIB All TeamMembers DL RHS DEIB All FullTime DL RHS DEIB All OnCall DL RHS DEIB All Students DL RHS DEIB All Temp DL  
RHS DEIB DEIB.Admin All TeamMembers DL RHS DEIB DEIB.Admin All FullTime DL RHS DEIB DEIB.Admin All OnCall DL RHS DEIB DEIB.Admin All Students DL RHS DEIB DEIB.Admin All Temp DL  
RHS DEIB FSL All TeamMembers DL RHS DEIB FSL All FullTime DL RHS DEIB FSL All OnCall DL RHS DEIB FSL All Students DL RHS DEIB FSL All Temp DL  
RHS DEIB GSCC All TeamMembers DL RHS DEIB GSCC All FullTime DL RHS DEIB GSCC All OnCall DL RHS DEIB GSCC All Students DL RHS DEIB GSCC All Temp DL  
RHS DEIB OCAT All TeamMembers DL RHS DEIB OCAT All FullTime DL RHS DEIB OCAT All OnCall DL RHS DEIB OCAT All Students DL RHS DEIB OCAT All Temp DL  
RHS DEIB SPRC All TeamMembers DL RHS DEIB SPRC All FullTime DL RHS DEIB SPRC All OnCall DL RHS DEIB SPRC All Students DL RHS DEIB SPRC All Temp DL  
RHS REHS All TeamMembers DL RHS REHS All FullTime DL RHS REHS All OnCall DL RHS REHS All Students DL RHS REHS All Temp DL  
RHS REHS REHS.Admin All TeamMembers DL RHS REHS REHS.Admin All FullTime DL RHS REHS REHS.Admin All OnCall DL RHS REHS REHS.Admin All Students DL RHS REHS REHS.Admin All Temp DL Previously REHS Central Admin
RHS REHS REHS.Adm.Svsc All TeamMembers DL RHS REHS REHS.Adm.Svsc All FullTime DL RHS REHS REHS.Adm.Svsc All OnCall DL RHS REHS REHS.Adm.Svsc All Students DL RHS REHS REHS.Adm.Svsc All Temp DL  
RHS REHS Facilities All TeamMembers DL RHS REHS Facilities All FullTime DL RHS REHS Facilities All OnCall DL RHS REHS Facilities All Students DL RHS REHS Facilities All Temp DL  
RHS REHS Res.Ed All TeamMembers DL RHS REHS Res.Ed All FullTime DL RHS REHS Res.Ed All OnCall DL RHS REHS Res.Ed All Students DL RHS REHS Res.Ed All Temp DL  
RHS REHS Apts All TeamMembers DL RHS REHS Apts All FullTime DL RHS REHS Apts All OnCall DL RHS REHS Apts All Students DL RHS REHS Apts All Temp DL  
RHS SVPRHS All TeamMembers DL RHS SVPRHS All FullTime DL RHS SVPRHS All OnCall DL RHS SVPRHS All Students DL RHS SVPRHS All Temp DL  
RHS SVPRHS BFS All TeamMembers DL RHS SVPRHS BFS All FullTime DL RHS SVPRHS BFS All OnCall DL RHS SVPRHS BFS All Students DL RHS SVPRHS BFS All Temp DL  
RHS SVPRHS DSS All TeamMembers DL RHS SVPRHS DSS All FullTime DL RHS SVPRHS DSS All OnCall DL RHS SVPRHS DSS All Students DL RHS SVPRHS DSS All Temp DL  
RHS SVPRHS HR All TeamMembers DL RHS SVPRHS HR All FullTime DL RHS SVPRHS HR All OnCall DL RHS SVPRHS HR All Students DL RHS SVPRHS HR All Temp DL  
RHS SVPRHS PPO All TeamMembers DL RHS SVPRHS PPO All FullTime DL RHS SVPRHS PPO All OnCall DL RHS SVPRHS PPO All Students DL RHS SVPRHS PPO All Temp DL  
RHS SVPRHS SVP.Admin All TeamMembers DL RHS SVPRHS SVP.Admin All FullTime DL RHS SVPRHS SVP.Admin All OnCall DL RHS SVPRHS SVP.Admin All Students DL RHS SVPRHS SVP.Admin All Temp DL  
RHS SVPRHS MSU Licensing All TeamMembers DL RHS SVPRHS MSU Licensing All FullTime DL RHS SVPRHS MSU Licensing All OnCall DL RHS SVPRHS MSU Licensing All Students DL RHS SVPRHS MSU Licensing All Temp DL  
RHS SDL  All TeamMembers DL RHS SDL  All FullTime DL RHS SDL  All OnCall DL RHS SDL  All Students DL RHS SDL  All Temp DL  
RHS SDL ASMSU All TeamMembers DL RHS SDL ASMSU All FullTime DL RHS SDL ASMSU All OnCall DL RHS SDL ASMSU All Students DL RHS SDL ASMSU All Temp DL  
RHS SDL CSN All TeamMembers DL RHS SDL CSN All FullTime DL RHS SDL CSN All OnCall DL RHS SDL CSN All Students DL RHS SDL CSN All Temp DL  
RHS SDL CCEL All TeamMembers DL RHS SDL CCEL All FullTime DL RHS SDL CCEL All OnCall DL RHS SDL CCEL All Students DL RHS SDL CCEL All Temp DL  
RHS SDL COGS All TeamMembers DL RHS SDL COGS All FullTime DL RHS SDL COGS All OnCall DL RHS SDL COGS All Students DL RHS SDL COGS All Temp DL  
RHS SDL RADIO All TeamMembers DL RHS SDL RADIO All FullTime DL RHS SDL RADIO All OnCall DL RHS SDL RADIO All Students DL RHS SDL RADIO All Temp DL  
RHS SDL UNION All TeamMembers DL RHS SDL UNION All FullTime DL RHS SDL UNION All OnCall DL RHS SDL UNION All Students DL RHS SDL UNION All Temp DL  
RHS SDL OSE All TeamMembers DL RHS SDL OSE All FullTime DL RHS SDL OSE All OnCall DL RHS SDL OSE All Students DL RHS SDL OSE All Temp DL  
RHS SDL RSO All TeamMembers DL RHS SDL RSO All FullTime DL RHS SDL RSO All OnCall DL RHS SDL RSO All Students DL RHS SDL RSO All Temp DL  
RHS SDL SDL.Admin All TeamMembers DL RHS SDL SDL.Admin All FullTime DL RHS SDL SDL.Admin All OnCall DL RHS SDL SDL.Admin All Students DL RHS SDL SDL.Admin All Temp DL  

List policies and etiquette

Please use caution when sending to the DLs (especially those that include student team members). All senders should adhere to applicable Student Life & Engagement policies (available on Engage RHS) related to Bulk Email. The policies include such guidelines as:

  • All bulk emails being sent to division-wide distribution lists should be vetted by the RHS communications professional that represents the department or unit for clarity, grammar and appropriateness. Once vetted, the message can then be sent through the email system to be approved (division- and department-wide lists are moderated).
  • The sender of the message should put their own name in the To: field and the distribution list name in the BCC: field in order to prevent “reply all’ messages.
  • Please follow all divisional style guidelines including e-mail signatures.
  • Subject lines should be reflective of the content of the message. For instance, an invitation to a divisional event should read, “You’re Invited” or “Invitation.”

List maintenance

The lists will be kept updated by the Digital Strategies and Services Access Management team, based on bi-weekly Human Resources reports when team members are hired or terminated.

Sending to a distribution list using Outlook desktop application

Please use caution when se

  1. Open Outlook.
  2. From the Home tab, select New Email. 
    ""
     
  3. Put your own name or email address in the To field. Then, select the BCC button.
    - If you do not see a BCC button, select the Options tab in the menu, then select BCC to reveal the BCC button.
  4. In the Address Book drop-down field, select All Distribution Lists.
  5. In the Search field, type RHS
  6. Select the forward arrow to search.
    ""
     
  7. All matches/search results display. Double-click the list(s) you wish to include. They will be added in the BCC field.
  8. Click OK.
  9. Continue to draft and send your message.
  10. If you send to a list or lists protected by moderation, you may see alerts to that effect and a moderator will have to approve your message before it is delivered.

Sending to a distribution list in Spartan Mail on the web

  1. In a web browser, navigate to spartanmail.msu.edu and log in.
  2. From the menu Home tab, select New Mail.
    ""
     
  3. Put your own name or email address in the To field. Then, select the BCC button.
  4. In the "Add recipients" window that displays, filter by All Distribution Lists (along left side).
  5. In the "search this list of contacts" field, type RHS (plus any additional characters that you know in the name of the list you need). 
  6. Search results display.
  7. Find the list(s) and click the plus + sign next to the list(s) to add them as recipients.
  8. Select Save.
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  9. Continue to draft and send your message. 
  10. If you send to a list or lists protected by moderation, you may see alerts to that effect and a moderator will have to approve your message before it is delivered.

 

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