UW Parkside Automated Email Distribution Lists Tutorial & Usage Guidelines

1. Campus Technology Services UW Parkside Automated Email Distribution Lists Tutorial & Usage Guidelines

2. Email Usage Trends & Issues Campus Technology Services • The UWP Campus Community has become increasingly more messaging intensive: • UWP 2005 Average Weekly Email Volume – 279,000 • UWP 2006 Average Weekly Email Volume – 750,000, Peak Volume Over 1 Million • UWP 2007 Average Weekly Email Volume – 1,300,000, Peak Volume Over 2 Million • UWP 2008 Average Weekly Email Volume trending towards 1,4000,000 Peak Volume over 1,800,000 Million • Over 60% of the UWP Weekly Email Volume is SPAM • The UWP Email Account is now being used as a primary means of communications between faculty, staff and students • A variety of Automated UWP Student & Staff Email Distribution Lists have been created and are being broadly used by Faculty and Staff for a wide range of targeted communications • Automated Email Distribution Lists ensure greater accuracy of list members, public access for all authorized users, security from unauthorized use and elimination of manual effort and intervention required to maintain lists • Automated Email Distribution Lists help reduce instances of SPAM by blocking messages from unauthorized senders who have gained access to existing unprotected lists and email user ID’s

3. Requesting Creation of an Automated Email Distribution List Campus Technology Services • Automated Email Distribution List Creation is initiated by completing and submitting the Email Distribution List Request Form located at the following link: http://www.uwp.edu/departments/campus.technology/forms/

4. Requesting Creation of an Automated Email Distribution List Campus Technology Services • Automated Email Distribution List Creation is initiated by completing and submitting the Email Distribution List Request Form located at the following link: http://www.uwp.edu/departments/campus.technology/forms/

5. Automated Email Distribution Lists Selection Criteria Campus Technology Services • Automated Email Distribution List Creation can be generated for student or staff groups based on any of the following criteria: • Student Lists Lists of all currently Active Students Lists of Students by any combination of Majors or Concentrations Lists of Student Advisees for any given Advisor Lists of Students by Groups they are members of • Staff Lists Lists of all UWP Staff by Department List of all UWP Staff by Job Classification - (Appointment Type) List of all UWP Staff by Job Title - (Title Code) List of all UWP Staff by Groups they are members of List of all Active Employees (Faculty & Staff) • Automated Email Distribution Lists are generated nightly from real time student and staff data maintained within the PeopleSoft Student Administration system . These generated list are then loaded into the campus Exchange Email Server Global Address Book nightly and are available to all Exchange 2007 faculty and staff email users.

6. Accessing Automated Email Distribution Lists Campus Technology Services • To access a published Automated Email Distribution List log in to Outlook and select “New” from the menu bar to create a new message. • Click the “To” button in the new message window to open the Outlook Global Address Book

7. Accessing Automated Email Distribution Lists Campus Technology Services • Select the drop down arrow from the Global Address List Box to display all contact and distribution lists available. Make sure the Name Only button is selected to display list names. • Currently available automated email distribution list include the following: Advisee Lists, Alumni, Employees, Groups or Orgs, Mass (Policy 75) Lists, Student, and Student Majors • Select the distribution list type you want to target your message to (i.e. Student Majors). • Double click the specific student major group you want and it will be inserted in the “To” line of your message (i.e. Business Majors or Minors). • Repeat the process if you want to include others and click the “OK” button when your done to return to the message entry window.

8. Campus Technology Services Guidelines for Appropriate Email List Use • Lists should be used for academic or administrative business communications only • Lists should not be used for solicitations, marketing or personal communications • Lists should not be used for political solicitations • Communications should be consolidated whenever possible • Message size including attachments should be limited to 500KB • Messages sent to individual Email Distribution List Members mail boxes should require their direct access, notification and attention • Faculty Governance specific messages should be limited to Teaching and Non-Teaching Staff directly impacted and/or others who’s job responsibilities require current knowledge and awareness of issues related to Faculty Governance • General communications, documents, files, announcements, etc not specific to a particular group should be posted on the UWP Web Site, Staff Inbox or Network File Storage as appropriate and available to provide efficient access, ease of reference and broader staff information availability