Use of e-mail distribution lists

If you are responsible for sending newsletters or emails to a large number of recipients in general, we have compiled some tips below to help you with this task.

When sending emails to a large number of recipients, special software or services (e.g. via Mailman from the University of Kassel) are usually used that enable the management of email lists, the personalization of messages and the automation of the sending process. These tools also help to ensure compliance with data protection laws and anti-spam guidelines by offering features such as unsubscribe mechanisms and compliance with sending guidelines.

Use distribution lists or BCC?

A distribution list is a useful tool in digital communication. Here are some advantages and disadvantages that should be considered when using distribution lists:

Advantages

  1. Efficient communication: distribution lists make it possible to send messages quickly to a large group of recipients. This saves time compared to sending individual messages.
  2. Easy administration: Administrators can easily update the list by adding or removing members. This ensures that the recipient list is always up to date.
  3. Improved organization: distribution lists can be organized by teams, departments or subject areas, which increases the relevance of communication.
  4. Archiving: Messages that are sent to a distribution list can be easily archived. This offers the advantage that information can be stored centrally and retrieved when required.

Disadvantages:

  1. Information overload: Too frequent use or too large a distribution list can lead to a flood of e-mails, which can result in important messages being overlooked.
  2. Data protection concerns: The use of distribution lists can unintentionally lead to e-mail addresses or sensitive information being made available to a broad public.
  3. Non-specific communication: Messages sent to an entire list are often less personalized, which can make them less relevant to individual recipients.
  4. Spam risk: Distribution lists can be misused by spammers if they infiltrate the list. This can lead to an increased volume of unwanted emails.

By and large, distribution lists are a powerful tool for simplifying communication in a variety of contexts. However, careful management and consideration of best practices in email management are crucial to minimize the drawbacks.

Using the BCC function (blind copy) in emails is a common practice for sending messages to a large number of recipients without them being able to see the email addresses of the other recipients. You use yourself as the “TO recipient”, so only you as the recipient are visible to everyone. This method has both advantages and disadvantages:

Advantages:

  1. Data privacy: BCC protects the privacy of recipients by preventing email addresses from being visible to everyone else on the distribution list. This is particularly important when complying with data protection regulations.
  2. Prevention of spam: Using BCC prevents recipients from clicking on “Reply all” and thus unintentionally sending messages to a large list of recipients. This can reduce the risk of spam.
  3. Professionalism: BCC is often used in formal or professional contexts to create a neat and tidy impression in mass communication.

Disadvantages:

  1. Confusion about the group of recipients: Recipients may not know who else has received the email, which can lead to confusion or misunderstanding, especially if a response is relevant to a wider group.
  2. Overlooked or ignored e-mails: Because recipients know the email was sent to a broad list, they may take the message less seriously or overlook it, which can reduce the effectiveness of the communication.
  3. Technical restrictions: Some email systems have limits on the number of BCC recipients, which can lead to technical difficulties if you try to send an email to a very large number of people.

Although the BCC feature has its drawbacks, it provides a useful way to protect privacy and make communication efficient, especially in situations where sharing email addresses is inappropriate or undesirable.

Please observe the following instructions when sending:

  • Before sending an e-mail, make sure that the content of your e-mail complies with data protection regulations.
  • Sign your e-mail to ensure authenticity and to prevent it from being classified as spam.
  • Avoid attachments in your e-mails. Instead, upload the file to HessenBox and attach only the link to the e-mail.
  • Avoid sending Office documents (e.g. Excel, Word). Old Office file formats (.doc .xls .ppt) and Office files with macros are particularly dangerous and should be avoided at all costs. Instead, use portable formats such as PDF.
  • Pay attention to the formatting of the text content and avoid using different fonts, text modules or graphics within the text area.
  • Avoid misleading or exaggerated subject lines that could be perceived as spam. Instead, be clear and direct so that recipients know what to expect.