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

 

Print Article