Distribution and ListServer Email Lists

A Distribution List is a list of e-mail addresses that allows you to communicate with a group of people via email without having to type in their individual email addresses every time you need to send them a message. Distribution lists for each department, programme and module in the University are generated automatically and these cannot be modified (see below). However, staff can request distribution lists that they own and manage themselves. The adding or removing of internal (i.e. LJMU) email addresses on a distribution list can be done via the Outlook Address Book.

Please note
The membership of this type of list is fully controlled by the owner or co-owners.

A Distribution list containing external (none-LJMU) email addresses is known as a Listserver List. Members of a Listserver List can unsubscribe if they do not want to receive emails.

Please note
The membership of this type of list is controlled by the main owner of the list, but members can remove themselves from the list by Unsubscribing.

External Lists - Important Legal Requirement

People outside the university receiving an email from a distribution list MUST be given the ability to unsubscribe from the list. Every single message sent must contain an option to unsubscribe.  Best practice is to include a simple explanation of how someone can leave the list at the bottom of every message. For example: To leave the list at any time, send an email to <mailto:listserver@ljmu.ac.uk> with this command: unsubscribe "listname" 

GDPR (New regulations now in force since 25th May 2018)

Before you request a new distribution list you must be aware that GDPR requires organisations to be more accountable for the data they hold and for individuals to have more rights to access, change, transport and delete their details. You must ensure the individuals have consented to being on your list or confirm that LJMU has some other lawful basis for the individual being on an email circulation list.

If you request a list, it is the owner’s responsibility to abide by these regulations.

It is now more important than ever that whenever sending emails, you ALWAYS double-check before sending that the recipients are the ones you intended, especially (but not exclusively) where some of them have common surnames.

If you need further advice please visit the ITS Self-Service Portal and select "Ask a Question" or click on one of the options below.

Faq Items

Departmental, Programme and Module Distribution Lists

Create a distribution list

Add or Remove users via the internal LJMU Outlook Address Book (internal lists only)

Subscribe internal users to your list using ‘ListServer’

Subscribe external users to your list using ‘ListServer’

Unsubscribe and leave a list using ListServer

Reviewing the members in your list using ListServer

To get a list of commands that you can use with your list using ListServer

Further Information and Advice