Q: What is a Distribution List?
A: A distribution list (DL) is a method of sending an email message or meeting invitation to many people at once. A DL is centrally stored in VIU's mail system and can be used by anyone at VIU who has access to send to it. Multiple people can share ownership of a DL and be responsible for adding/removing people from it.
Q: What is a Contact List?
A: A contact list (CL) is the same thing as a DL except it is stored in your personal mailbox and can only be used by you.
Q: I am an instructor and want to e-mail my class, do I need a CL or a DL?
A: No, you can use SRSMail to e-mail your class list. instructions for that service can be found here: Ho do I send an email to a class list?
Q: How do I make a DL?
A: Submit a request to ithelp@viu.ca with the following information:
- Name of the DL
- Who should be able to add/remove people from the DL (ideally 2 people)
- Whether or not you want people outside VIU to be able to e-mail the DL (Yes/No)
- Whether or not you want everyone within VIU to be able to e-mail the DL (Yes/No)
- Whether or not you want the DL to be visible in the Global Address list (Yes/No)
- (Optional) If you are initially adding a lot of people to your DL you can provide IT a list and we can pre-populate it for you. The list must be the e-mail address of each person you wish to add ending in @viu.ca or @my.viu.ca.
Q: How do I make a CL?
A: Learn how to create a Contact List on the Microsoft Support Page.
Q: How do I delete a DL?
A: Have one of the owners of the DL contact ithelp@viu.ca and request IT delete it. Please include the name of the DL.
Q: Can I add staff and students to DLs?
A: Yes, you can login to https://ama.viu.ca/ and add them by searching for their name, student number or e-mail address.
Q: Can I add a staff and students to a CL?
A: Yes
Q: Can students lookup/see Distribution Lists in the Global Address List?
A: No. Students cannot see Distribution Lists. For now, if you want students to e-mail a distribution list please provide them the full e-mail address for it and they will be able to send to it. Example: "DL_My_DistroList@viu.ca"
Q: Can I create a Distribution List with a @my.viu.ca e-mail address?
A: Not at this time. However, please send these requests to ithelp@viu.ca along with why so we can assess demand/use cases and consider this for a future phase of Student E-mail.
Q: Can I assign a student to manage the membership of a Distribution List?
A: No, only VIU employees can manage Distribution Lists.
Q: Can I block students from e-mailing a Distribution List but allow all employees to e-mail it?
A: Not at this time. Any valid @viu.ca or @my.viu.ca can e-mail a Distribution List. We recommend not publishing the name of your Distribution List or providing it to students if you want to avoid students e-mailing it while leaving it open to all employees to e-mail. We can restrict Distribution Lists, upon request, so that they can only receive e-mail from members of the Distribution List if desired.
Q: How can I send e-mail to a Distribution List that includes students without revealing the Distribution List's e-mail address to them?
A: Use the BCC field instead of TO or CC.
Q: I've added/removed someone from my DL, how long does this change take?
A: It can take up to 30 minutes for changes to synchronize.
Q: I've added students to my DL but cannot see them as members in Outlook or Webmail
A: This is expected. Students are hidden in our mail system. Your e-mail will still get to them but to see which students are a member of your DL you will need to use https://ama.viu.ca/.