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Email Distribution Services

Email distribution services are generally-web-based services designed to deliver email quickly and efficiently to large numbers of recipients. These services allow list administrators/owners to easily distribute messages and send out announcements to their whole community as well as communicate with specific segments of that community. These services also provide various tools and options for customizing how individual lists behave, including who can send messages to the list and how people can join it.

MSU Denver utilizes multiple email distribution services, but the two most widely used are Office 365 Distribution Groups and Lyris List Manager.

Common Lists

Certain lists, such as all-students and all-faculty, are automatically created and updated based on information in the Banner database. Please read Common List Descriptions for information on these lists.


Office 365 Distribution Groups

Office 365 Distribution Groups are a component of MSU Denver's Microsoft Office 365 environment. They are managed through the Outlook Web App, accessed at email.msudenver.edu.

Please see the instructions provided below for information about creating and using Office 365 Distribution Groups.


Note: If you are using the new version of the Outlook Web App, you will need to switch to the old version before taking these steps. The option to do this is in the top-right corner of the window.

The difference between having the new version of Outlook enabled or disabled

 

  1. Select the gear-shaped icon near your portrait/initials in the top-right corner of the window.
  2. In the menu that opens below, select the Mail option.

    First image showing navigation options to reach the Distribution Group Menu in Office 365

  3. In the sidebar that opens on the left, expand the General menu.
  4. Below that, select the Distribution groups menu option. Note: The next menu may take several seconds to load fully.

    Second image showing navigation options to reach the Distribution Group Menu in Office 365

  5. The next page will have two columns, "Distribution groups I belong to" on the left and "Distribution groups I own" on the right. To begin creating a distribution group, look under the "Distribution groups I own" column and select the plus sign. Note: The next menu may take several seconds to load fully.

    Instructional image to create a distribution group in Office 365

  6. Once the New Distribution Group window has opened, you can begin setting up the distribution group. Note: These settings can all be changed later.
    • Display Name: The distribution group's name as it appears in the address book. This will be the name people see when they receive an email from this distribution group.
    • Alias: The first part of the distribution group's email address, before the '@' symbol. Once you've entered a name here, the Email address field will automatically copy the text.
    • Email address: This should automatically copy over from the Alias field.
      • Important: Make sure you change the email address domain to 'msudenver.edu'.
    • Notes: A description of the distribution group. This will be viewable from the public address book.
    • Owners: Anyone marked as an owner of a distribution group can add or remove members, designate approved senders, and assign moderators. By default, the distribution group's creator is an owner.
    • Members: The list of people who will receive emails sent to this distribution group. Note: If you don't want to receive the emails sent to this distribution group, uncheck the 'Add group owners as members' box.
    • Owner Approval: ITS strongly encourages not setting any distribution groups to "Open". Please select either "Closed" or "Owner approval", as appropriate for your needs.

      Instructional image to create a distribution group in Office 365

  7. Once you have finished filling out all required and desired fields, click the Save button at the bottom of the page. You will return to the two-column list of distribution groups, and should see your newly-created distribution group in the right-hand column.

    Instructional image to create a distribution group in Office 365

Note: If you are using the new version of the Outlook Web App, you will need to switch to the old version before taking these steps. The option to do this is in the top-right corner of the window.

The difference between having the new version of Outlook enabled or disabled

 

  1. Select the gear-shaped icon near your portrait/initials in the top-right corner of the window.
  2. In the menu that opens below, select the Mail option.

    First image showing navigation options to reach the Distribution Group Menu in Office 365

  3. In the sidebar that opens on the left, expand the General menu.
  4. Below that, select the Distribution groups menu option. Note: The next menu may take several seconds to load fully.

    Second image showing navigation options to reach the Distribution Group Menu in Office 365

  5. The next page will have two columns, "Distribution groups I belong to" on the left and "Distribution groups I own" on the right. To make changes to a distribution group, look under the "Distribution groups I own" column, select the group you want to manage, and then select the Pencil icon. Note: The next menu may take several seconds to load fully.

    Instructional image to manage a distribution group in Office 365

  6. Once the new window has opened, you can begin changing the distribution group's settings.
    • General: This menu lets you control the distribution group's name and appearance.
    • Ownership: This menu lets you assign owners to the distribution group. Owners can add or remove members, designate approved senders, and assign moderators.
    • Membership: This menu lets you add or remove members to the distribution group. Members will receive any emails sent to this distribution group.
    • Membership Approval: This menu lets you determine how members can request they be added to this distribution group. ITS strongly encourages not setting any distribution groups to "Open". Please select either "Closed" or "Owner approval", as appropriate for your needs.
    • Delivery Management: This menu lets you designate who can send emails to this distribution group. If this list is empty, there are no restrictions; anyone with an MSU Denver email address will be able to email this distribution group.
    • Message Approval: The menu lets you designate moderators to review messages before they are sent.
    • MailTip: MailTips are a web service provided by Microsoft. Please visit their informational website for more information.

      Instructional image to manage a distribution group in Office 365
  7. Once you have made your desired changes, click the Save button at the bottom of the window.

Lyris List Manager

Lyris List Manager is a Internet application used to distribute messages and announcements. You can access Lyris List Manager at https://list-L.msudenver.edu.

Please see the instructions provided below for information about using Lyris List Manager.


If you lose, forget, or otherwise want to change the password you use to manage a Lyris-based list, it's easy to do, but it requires some back and forth communication with the Lyris List Manager servers and has time limits for security reasons, so don't start the process unless you'll have access to the web and your email for the next half hour.

Please see our Security Tips webpage on how to create a strong password.

  1. Navigate to https://list-l.msudenver.edu/emailpassword.tml. A web page with a Lyris header will open.
  2. Type in your email address (the one you always use with Lyris) and click Submit.
  3. You will receive an email from Lyris List Manager containing a clickable (or cut-and-pasteable) link. This link is unique to your request and will expire after one hour. If you miss the deadline, don't worry; just start over at step one.
  4. When you click on the link in the email message, another web page will open, asking you to type in your new password twice, and reminding you that the password you enter will replace your password on ALL MSU Denver Lyris lists you administer. Type in your new password twice and click Reset Password.

To contact a list administrator, send an email to "owner-listname@lists.msudenver.edu", where "listname" is the name of the list.

To join a list, send an email to "join-listname@lists.msudenver.edu", where "listname" is the name of the list you want to join. Leave the subject line and body of the email blank.

You may receive a confirmation request shortly after sending this email. Follow the instructions in the request (which involves replying to the message or clicking on a web link). The confirmation process helps ensure that only people who want to join a list receive the list's messages.

Please note it may take some time for you to join the list, as lists can be configured in a number of ways:

  • Open membership: Anyone can join the list by following the above steps.
  • Private membership: The list administrator must approve the request before you will be added to the list.
  • Closed membership: Only list administrators can add new members; the email method above will only notify the list's administrator that you tried to join. In this circumstance, you should contact the list administrator to discuss whether you can join the list.

Send an email message to "leave-listname@lists.msudenver.edu", where "listname" is the name of the list you want to leave or unsubscribe from. Leave the subject line and body of the email blank.

Please note that leaving all- category lists (e.g. all-students, all-faculty, all-employees, etc.) will not work, as they are regularly recreated from the University's Banner database.

  1. Log in to your email account and begin a new message.
  2. Type "list-name@lists.msudenver.edu" into the To field, where "list-name" is the name of the list you want to use.
  3. Add the desired subject and the body of the email.

‌Please note that you should not...

  • Send your email formatted with HTML.
  • Attach any executable (.exe) or picture files.
  • Forward emails from one list to another.

Doing any of this will increase the size of your email, which may result in a delivery failure, or in the message content being cut off. Note that list administrators can test emails to make sure they appear correctly before they are sent out.

When you send an email through Lyris List Manager, it will a send a copy of that email to your email address by default. You can turn off this feature by following these steps:

  1. Log in to the Lyris List Manager web interface.
  2. On the left, click Members.
  3. Click View Members.
  4. Click the address of the member you want to work with—in this case, your email address.
  5. Select No in the "Receive copy of Own Postings" section.

Further Assistance


If you have additional questions, concerns, or need immediate assistance - Please contact the MSU Denver Helpdesk.


 


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