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Digital IT

Staff email distribution group format

For housekeeping purposes and for ease of searching in the Outlook Address Book, distribution group names will include a prefix based on the owning department.

If there is a reason for the your chosen distribution group name not to contain a prefix, or if you wish to have a new prefix created, please supply a supporting statement with your request.

Distribution Groups are categorised nased on their purpose:

Experience has shown that the use of hyphen instead of space as separator creates confusion and obliges the user to key in three characters instead of one: (Space Hyphen Space). Where there is no technical limitation at using spaces, the 'space only' rule applies.


Organisational unit Distribution groups

Management: A nominated individual manages the group.

Convention: <Unit>SPACE<Subunit>SPACE<Function name>
Capitals must be used only at the start of the word.

Examples:

  • SOBE All staff            
  • HCP Podiatry            

The departmental abbreviations used for distribution list names are the same as those used for functional email account names - take a look at the these tables for details.

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Cross unit function Distribution groups

Management: A nominated individual manages the group.

Convention: Uni SPACE <Function name>
The prefix 'Uni' allows gathering of similarly-purposed distribution groups in the same area in the address book.

Example:

  • Uni First aid            

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Location Distribution groups

Management: A nominated individual manages the group.

Convention: Occupants SPACE <BUILDING>
The prefix 'Occupants' allows gathering of similarly-purposed distribution groups in the same area in the address book.

Examples:

  • Occupants Humphrey Booth  
  • Occupants Clifford Whitworth  

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IT Service Distribution groups

Management: A nominated individual manages the group.

Convention: IT Service SPACE <Service name>
The prefix 'IT Service' allows gathering of similarly-purposed distribution groups in the same area in the address book.

Example:

  • IT Service Staff Email            

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Social Distribution groups

Management: A nominated individual manages the group.

Convention: Social SPACE <group name>

The prefix 'Social' allows gathering of similarly-purposed distribution groups in the same area in the address book.

Examples:

  • Social BUG Bike User Group            
  • Social AUA        

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High level structure Distribution groups

Management: It is very difficult to manually manage distribution groups for large cohorts of the University population. If technically possible, these groups will be updated from authoritative sources in the University (e.g. SIS for student cohorts, SAP for staff cohorts).

Convention: All SPACE <group name>
High level structure distribution groups all start by the prefix: 'All'

Examples:

  • All Staff            
  • All Full Time PGT Students            

Display: High level structure distribution groups will appear with a gears icon beside.

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Should you need to include staff and/or student email addresses in a distribution group, we recommend using the Outlook General Address Book. Please proceed to the Staff email distribution group request form.

Should you need to create and manage external (non-University of Salford email addresses) or mixed (internal/external) distribution lists, we recommend JISCMail, a Web-based email list management service designed specifically for collaboration between further / higher education and research communities. Please note that these distribution lists do not appear in the Outlook General Address Book.