Staff Email - Bulk Mailings

Mailing lists are used to send bulk emails to a group of people - staff, students or those external to the University. Different options are available for managing the list members and sending the emails, depending on the requirements for the list.

Guidance on sending an Email to all University Staff.

Restriction on Mass Mailings sent outside the University

If a University account is compromised by hackers, it can very quickly be used to send spam messages from that account. In order to limit the damage if this happens, there is a limit on the number of emails you can send outside the University. You can only send up to 1000 messages per day outside the University from your University Exchange account. A message to 10 recipients counts as 10 messages, so if you tried to send a single email to 1005 recipients, none of them would be sent.

If you exceed this limit, you’ll receive an email similar to the one below:

From:         System Administrator

To:             '3ddesign-outgoing@wlv.ac.uk'

Sent:          02 September 2015 11:18

Subject:     Undeliverable: Test

Your message did not reach some or all of the intended recipients.

      Subject:            Test

      Sent: 02/09/2015 11:14

The following recipient(s) could not be reached:

      '3ddesign-outgoing@wlv.ac.uk' on 02/09/2015 11:18

            You do not have permission to send to this recipient.  For assistance, contact your system administrator.

            <exchange03.unv.wlv.ac.uk #5.7.1 smtp;550 5.7.1 Sorry - too many messages sent>

A block will be put on any further messages you try and send for some time; the duration depends upon how many more messages you submit.

This will limit the usefulness of a compromised account to hackers while at the same time providing a limit that will be more than enough for normal day-to-day use.

Emails sent from Lyris ListManager, i.e. from lists.wlv.ac.uk are not affected by this restriction and are also permitted to send unlimited external email.

If you need to send more than 1000 messages per day, please contact the IT Service Desk for advice on ext. 2000 or 01902-322000.

Mailing List Options

Mailing lists are used to send emails to a group of people - staff, students or those external to the University. Different options are available for managing the list members and sending the emails, depending on the requirements for the list.

The table below outlines the options available, and the IT Service Desk will provide further assistance to help you choose the right solution for your needs. Please contact them on ext 2000 or 01902-322000. 

Requirement for mailing list

Number of recipients

Solution

Comments and examples

Administration

Internal Members

One individual can send to group. Group members unable to opt in/out.

1-150

Outlook personal Distribution list.

e.g. A team/group leader to all members of the team, a committee chair to members of the committee.

The list is created and managed by the individual user through their Outlook contacts list.

Anyone can send to group.

Group members unable to opt in/out.

1-150

Outlook  public email group

A group of email recipients that are available through a single email address. This could be used for role specific email groups.

The email list is set up by IT services, but then the list owner manages the users in the list using Outlook.

Anyone can send to an email address, but they don't need to be part of a group. Group of staff manage the mail sent to the address.
Any
Outlook mail-enabled public folder Provides a generic or role-based email address, e.g. for dealing with enquiries. Replies are sent to the public folder. Members of staff with access to the folder manage the replies.

The public folder and email address are set up by IT services, but then the folder owner manages who can access the folder.

External Members

Members of group can send to other members of the group.

Group members can opt in/out.

10 >

Email List Discussion List

Group discussion without moderation.

The list is set up by IT services. The list administrator manages list members through the Lyris ListManager web interface.

Members of group can submit emails for approval to administrator for forwarding to the other members of the group.

Group members can opt in/out.

10 >

Email List Moderated Discussion list

Group discussion where moderation is required before emails are sent to the rest of the group.

One or more administrators can send to group.

Group members can opt in/out.

10 >

Marketing Announcement List

Could be used for sending emails to targeted groups, e.g. prospective students.