Overview
Digital Strategies and Services often gets questions about the differences between distribution lists, listservs and other email objects. This article outlines some major characteristics of each.
For articles about finding these types of items, see this knowledge base article Finding SLE Rooms, Resources, Distribution Lists and Shared Mailboxes.
Requests for new items or changes to distribution lists, shared mailboxes or calendars can be submitted by an authorized requester via Access Request Form (ARF).
Distribution lists
At MSU, Distribution lists (DLs) are available on the Spartan Mail server and in the Outlook address book. A distribution list address will have the letters DL in its formal (object) address. Sending to a single DL address distributes the message to the in-boxes of all members of the list. Members include any team members on record, and they cannot opt out of the list. Instead, members are removed from lists by an email admin if they leave the team.
Examples of distribution lists include:
- SLE ASG All TeamMembers DL (SLE.DL.ASG.AII.TeamMembers@msu.edu)
- SLE CS CS.Admin All FullTime DL (SLE.DL.CS.CS.Admin.AII.FullTime@msu.edu)
Listservs
ListServs are also a way to send one message to many people. Unlike distribution lists, listservs are usually run on their own server and are not listed in Spartan Mail. Their address typically includes the words "list" or "listserv." Someone can post to the listserv and their message will be forwarded to anyone who has voluntarily subscribed to the listserv. Subscribers can opt out at any time. Subscribers can also send commands to the listserv and change settings to determine if they receive all messages immediately when they are posted, or if they only want to receive one email that is a daily or monthly digest of the many posts during a date range.
Examples of listservs include:
- adviser@list.msu.edu
- sasnet@list.msu.edu.
For more info, visit list.msu.edu.
Shared Mailboxes
On the other hand, a shared mailbox is a single inbox that several people may have permission to log in to. The mailbox provides a single point of contact and an address that can be given to customers, students and parents. Shared mailboxes are available in the Spartan Mail directory and their formal address includes the naming convention Mail.mbx. Those with permission, check the mailbox throughout the day, and one of them can reply to a message then delete it so the others tending the mailbox know it is handled.
Examples of shared mailboxes include:
- SLE Student Life and Engagement (sle@msu.edu)
- Live On (liveon@msu.edu)
- SLE DSS Communications (dsscommunications@sle.msu.edu)
- SLE HR Student On-Call Employment (SLE.Mail.mbx.HR_Student_OnCall_Employment@RHS.msu.edu)
Note: In the planned future, shared mailboxes with addresses previously ending in @rhs.msu.edu will be updated so they can also receive messages sent to the addresses @sle.msu.edu.
Shared Calendars
A shared calendar is an email object that allows authorized users to access the calendar, create events for it and accept meetings from others. This is helpful for a team or committee who needs to keep track of a collaborative schedule. Calendars have Mail.cal in their email address. Anyone in Spartan Mail can invite a shared calendar to a meeting. However only those with permission can manage the calendar. In SLE, management access to the calendar is given by email administrators when a unit Authorized Requester submits an Access Request Form (ARF) to Digital Strategies and Services.
Note: For more complex scheduling, especially if you will have students or customers requesting appointments, your team or unit may want to consider requesting a Microsoft Bookings page. For more information on Bookings, see Getting Started with Microsoft Bookings.
Other Resources
Additional resources like some meeting rooms, vehicles, parking passes or equipment may be reserved through Spartan Mail (Outlook desktop or web). These resources have Mail.cal in their email address.
If an SLE resource is listed in Spartan Mail, you can reserve it by going to the Calendar module in Outlook and selecting New Meeting, then selecting the Required button. Search by the name of the item (It may begin with SLE - or RHS if its name hasn't been updated yet - followed by the building name). If you only know a part of the name, instead of selecting the Required button, just type what you know in the Required field (do not open the address book), then use the Check Names button, in the Outlook menu, to find matches. Once you find and select the resource, click Ok, then send your meeting.
Note: Not all rooms or equipment are available for reservation this way. For example, classrooms have a separate scheduling system (roomscheduling.msu.edu), and rooms that require set up and catering may typically only be booked through Conference and Event Planning (conferences.msu.edu).