Information about distribution groups at UST...

A distribution group (DG) is a collection of UST email addresses that generally pertain to a specific group, work area, or student affiliation.  There are two primary types of DGs, locally created DGs and Exchange DGs (Exchange is the name of the UST email server). 

Locally created DGs are a collection of UST and non-UST email addresses.  These DGs are created and modified by individual email users, but can be stored on Exchange inside an individual email account in the user's Contacts folder.  

All Exchange DGs are stored on Exchange and need to be created by IRT.  Each Exchange DG has an owner, the owner is the person who is responsible for maintaining the accuracy of the email addresses assigned to the list.  In some cases, the addresses within a DG are created through an automated process.

Using an Exchange DG will allow an individual to send an email message to more than 99 email addresses at one time.  However, using a locally created DG will not allow sending to more than 99 addresses.

Finding an Exchange DG

In Outlook:

Using the Global Address Book in Outlook, all Exchange DGs may be found by opening the address book, and choosing "Distribution Groups" in the drop down menu below the "Show Names from the:" field.  All Exchange DGs in will then appear in an alphabetical list.

In Entourage:

Using the Address Book in Entourage, all Exchange DGs are listed alphabetically upon clicking on the Address Book icon.

Being added/removed from an Exchange distribution Group

To be added or removed from an existing DG, please locate the DG in the global address book and right click it with your mouse, and then select "Properties".  The DG owner will be identified as an individual employee at UST, or as the Exchange Administrator.

To be added to or removed from a DG "owned" by a UST employee, please contact the employee who owns the DG.

To be added to or removed from a DG "owned" by the Exchange Administrator, please contact the IRT Tech Desk.

Creating a Local DG

In Outlook:

1. "Open" the Address Book
2. Select the "New Entry" button
3. Choose New "Distribution List", under the "Put this Entry in the:" drop down menu, choose "Contacts"
4. Select "OK"
5. Addresses going into this new list may be entered manually, or you may add them from your contacts or UST Global Address Book by clicking on the "Select Members" button
6. Once finished adding addresses to the list, be sure to choose "Save" and "Close"

In Entourage:

1. "Open" the Address Book
2. Select the drop down arrow next to the "New Entry" button
3. Choose "Group"
4. Name the Group you wish to create, select tab to move into the address field
5. The email address will need to be added manually

Using a DG to Send email

In Outlook:

1. Choose "New" to start a new message
2. Select the "To:" button
3. Change the drop down under "Show names from the:" to Distribution Groups for Exchange DGs (change to Contacts for locally created DGs)
4. Find the DG you want to use, then double click it to add it to the "To:" field
5. Compose the email and click "send" to send message

In Entourage:

1. Choose "New" to start a new message
2. Begin typing the name of the DG, and then highlight the DG in the populated field that appears. 
3. Be sure you have selected the correct DG and then hit "enter" to add it to the message "To:" field
4. Compose the email and click "send" to send message