ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists The University of Leeds Eclipse Project Good Practice Guide How to Share Email Distribution Lists Using Microsoft Outlook on Exchange An Academic Planning & Performance Office/ISS production 1 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists About distribution lists A distribution list is a collection of contacts. It provides an easy way to send email messages to a group of people. One of the most practical ways of working with colleagues using Outlook on Exchange is to share distribution lists. One person can take responsibility for a list and ensure it’s kept up-to-date. Many people can use the list, confident that it’s current and that they’re not using an out-of-date version. This saves time and duplication of effort. As can be seen from the screenshot below, the Secretariat has created some generic lists that all members of staff can use. This save time and duplication of effort. All staff can use these shared distribution lists in a Public Folder This is good idea because:  One person can be responsible for the list.  Many people can use the list  Version problems are avoided  You can control who can use the list Read on to find out how to set this up: An Academic Planning & Performance Office/ISS production 2 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists 1. Create a place to store the list. If you want people to be able to access your list from all over campus, you will need to store it within a Public Folder. Contact your Exchange Administrator (See below) and provide them with details of the public folder: (what it is to be called, where you want it located, the people who should have access to it and where they are located, you must also specify that it is to contain a distribution list). Further Information 2. Identify or Create the List. It may be that you have a list already that you would like to share, in which case you can simply drag it from your Contacts folder (or whichever folder it’s currently in) to the shared folder, or you may have to create the list from scratch. Further Information 3. Permissions. Set permissions on the folder to determine who can access and use the list. Further Information 4. Use the list: Use the new list to email the people you want to use it. They may need to do this “fix” so that the Public Folder is displayed in their Address Book. Further Information An Academic Planning & Performance Office/ISS production 3 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists Create a place to store the list Public Folders have to be set up by someone who has permission to create folders in an existing public folder. The Corporate Services/Central Administration departments have already been created within the Public Folder Structure (see diagram to the right). Each higher level area has a named Exchange Administrator who is the designated Owner of the public folders in that section. The Exchange Administrator (see below) will create the folder that you request. You will need to let the Exchange Administrator know the names and location of the people who will be using the folder and the required permission level. Generally you will be set as an Owner on your own folder. You also need to let them know that the folder is for a distribution list. Exchange Administrators Human Resources Students & Teaching Central Offices Research & Knowledge Transfer Finance Angela Chatham Laura Martin Lorna Halson Annette Caplan and Lucy Kear Glenn Cowlam and Anika Huggins The Exchange Administrator’s role is as follows:  Owner for the folders within their area.  Allocation of permissions to people who wish to use the folders in their area.  Creation of additional folders as required by their area.  Generally encouraging appropriate usage of public folders. Back to Step 1 An Academic Planning & Performance Office/ISS production 4 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists List already exists in Outlook? If the list already exists, then you can simply drag it from your Contacts folder (or any other folder) into the new Public Folder. 1. Click on the distribution list in your Contacts folder Drag from here to the appropriate Public Folder 2. Drag it into the appropriate Public Folder. Back to Step 2 Need to Create List from Scratch? 1. Browse to the appropriate Public Folder in the Folder List and Right-click on it. 2. Select Properties from the bottom of the Shortcut menu. An Academic Planning & Performance Office/ISS production 5 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists 3. Click on the Outlook Address Book tab and select the check box to show this folder as an email Address Book. 4. Click Apply and then OK. 5. Open the Address book from the Standard Outlook toolbar. 6. Click the New Entry button 7. Select the appropriate folder and make sure New Distribution List is highlighted, then click OK. An Academic Planning & Performance Office/ISS production 6 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists 8. Name the list and click Select Members. 9. Members can be added from the Address Book or typed in manually if they are not on Leeds University Exchange Server. If the list is in any other digital format, the email addresses can be copied and pasted into the Add to distribution list area 10. Click Ok then Save and Close. Back to Step 2 An Academic Planning & Performance Office/ISS production 7 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists Outlook Folder Permissions You can control the amount of access and to whom it is given by setting Permissions: 1. Right-click on the folder in the folder list and select Properties at the bottom of the shortcut menu. 2. Click the Permissions tab. 3. Add or remove people as required and set an appropriate Permission Level (see table below for definitions of the different levels). 4. Always make sure that the Default stays as None otherwise everyone will have the set level of permission as default. If your administrator has set up a public folder, you may have permission to use some or all of the folders within the public folder. The extent of the activities you can perform in a public folder depends on your permission Level (or combination of permissions) in that folder, see below: Permission level You can Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.) Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Editor Create, read, modify, and delete all items and files. Publishing Author Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.) Author Create and read items and files, and modify and delete items and files you create. Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Reviewer Read items and files only. Custom Perform activities defined by the folder owner. (Does not apply to delegates.) None You have no permission. You can't open the folder. Back to Step 3 An Academic Planning & Performance Office/ISS production 8 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists Use List Use the new list to email the relevant people to inform them that they can use the list 1. Start a new email message and click the To button to access the Address Book. 2. Select the appropriate Folder from here If you can’t see the appropriate folder in the list you will need to do the following to make the list available from the Address Book. 3. Choose the required list and click the To button to place it in the Message Recipients box. 4. Click OK. 5. Enter the details of the email and send. Back to Step 4 An Academic Planning & Performance Office/ISS production 9 ECLIPSE PROJECT GOOD PRACTICE GUIDE Shared distribution lists To make a list available from the Address Book If you can’t see the required folder in the Address Book (i.e. when you click the To button in an email) you can do the following: 1. Right-click the folder that contains the distribution list 2. Select Properties from the shortcut menu. 3. Click the Outlook Address Book tab. 4. Click the check box: Show this folder as an e-mail Address Book. 5. Click OK Now when you start an email and click To/Cc or Bcc you will be able to select the folder that contains the lists from the Golbal Address Lists (GAL) to see all the lists within that folder. An Academic Planning & Performance Office/ISS production 10