From Tuesday 18th April 2023, access to mailing lists and the display name format all will be changing.

These changes apply to the following lists:

  • Module & Programme  
  • Dept & School  
  • Hall

Access: 

These lists will only be accessible in Outlook and Outlook online from the ‘Address book’ Global Address List option. Access to lists online via   will no longer be available.

List name: 

The display name format of lists will also be changing, e.g., all Module & Programme lists will have a prefix of ‘Module’ or ‘Prog’

This will also apply to department and School lists:

Which Distribution lists should I send to now?

We have complied information of all the old @Dept and @School lists, and matched them to the corresponding Distribution lists. Please use the link below which will require you to authenticate using your University username and password

Global Address List

When sending to one of the required Distribution lists, select the “To” field in your email body and this presents a pop-up of the Offline Global Address List.  Please go to the drop-down under ‘Address Book’ to select the Global Address List

The below example shows a search using “Dept.” showing the results for all Groups with the Dept. prefix. 

You may notice missing or incorrect entries if the Global Address List  is out of sync. You can manually synchronise your address book with the Global Address Book:

  • Open Outlook and click "File" in the top ribbon,
  • Select "Account Settings"
  • Select "Download Address Book"

Image of outlook address book option

  • Uncheck "Download changes since last Send/Receive"
  • Click "OK"

Image of options to select when downloading the Global Address List

  • The update can take a few minutes to complete and the window will close when it has completed‌

Sending and receiving

The old names of programme and module will continue to work, but the sender and reply address will be in the new naming format.

You will receive and automatic reply with guidance on where to look for the new Distribution lists

Only Staff can send to these Distribution lists

Only staff can reply to messages from these Distribution lists

Management of lists

No. External users / lists cannot send to these new internal Distribution lists

If someone who works across more than 1 department at the University and needs to receive email, they can be added to the “.Extras” Group.

These Distribution lists are created by an automated process from staff and student data feeds so do not have an individual manager

These Distribution lists are created by an automated process from staff and student data feeds so do not have an individual manager