Mailing lists (e-mail distribution management)

Mailing lists enable the simple and central distribution of emails to a defined group of recipients. They are used to distribute information in working groups, departments or projects - especially if the composition of the group of recipients does not change over a longer period of time.

Internal university distribution lists and their use
Information on existing internal distribution lists (all employees, all university members, all students, all student assistants, all directors, all deaneries and rectorates, all department heads) and their use can be found here: University internal distribution list (information from the university administration)

The service is aimed at anyone with a UniAccount who would like to regularly send information to larger groups - e.g. project managers, secretariats, department administrators or working group leaders.

The setup and technical operation of the mailing lists is carried out by the IT Service Center. The respective list owners are responsible for the content.

A mailing list is an email address that automatically forwards messages to all recipients entered in the list. It can be set up as a moderated list (with approval by the list administrator) or an open list (for direct sending). It is managed via a web interface.

Exchange distribution groups are suitable for recipient groups that only include members of the university and are also to be used for mailboxes and calendar authorizations. These can be requested via a ticket.

• Central e-mail distribution
  A message to the mailing list is forwarded to all members of the list.

• Moderation functions
  If desired, sending can be moderated - messages are then only distributed after approval.

• Web interface for managing
  List owners can manage members, change settings and check mailings.

• Public or closed lists
  Lists can be open for subscription requests or filled by invitation only.

• A department regularly informs all employees about current dates and announcements via its own mailing list.

• In a third-party funded project, the project team communicates with external and internal participants via a project-related list.

• A central service unit operates a mailing list to inform students of certain degree programs.

• The administration of a mailing list must be carried out by a member of the university.

• Web browser for using the web interface of the mailing list server, connection to the university network required (via LAN or VPN connection)

A mailing list can be requested from the IT Service Center using an application form. This requires, among other things, the desired list name, a description of the purpose and details of the list owners.

Access to list management is via the service's web interface (usually with a separate password that is assigned when the list is set up). The list is sent via the respective e-mail address of the list.

No training courses are currently offered. The IT Service Center can help with questions about setup or administration.

The mailing lists are operated on servers within the university infrastructure. Access to member lists and archive functions can be restricted or anonymized. Moderation and access settings provide additional control. The university's data protection guidelines apply.

The service is available for business use only. Sending advertising content or external newsletters is not permitted. Use is subject to the university's IT usage guidelines.