Exchange mailing list

Exchange mail ing lists are dynamic mailing lists that always automatically contain the current members of a group that is maintained in our user portal.

Creating a mail distribution list
To create an Exchange mail distribution list, you can create a new group in the user portal or use an existing group for which you are registered as the administrator. You can also find the request for an Exchange mailing list in the user portal under

Applications > Available applications > Exchange: Mail distribution list

Select the relevant group from which you would like to generate a mailing list.

Only one Exchange mailing list can exist per group.

Steps for the request

• For the request, select a mail address and a prefix from a predefined list.
• Enter the desired display name in the request, under which the mailing list can be found in the global Exchange address book.
• Choose from four different types of distribution lists, depending on who is authorised to send or moderate mails.
• Specify whether the list should also be accessible from external e-mail addresses.
• IT Support checks the request and creates the Exchange mailing list.

Approval process and duration until activation
If a new group was initially requested for the Exchange mailing list, this request must first be approved before the request for the Exchange mailing list can be submitted. This usually happens quickly and the user receives an e-mail after approval.

The mailing list can then be requested. Here too, approval is usually granted quickly, depending on the current workload of the employees. After approval, it can take up to an hour for the mailing list to be accessible via the selected email address, as synchronisation with the Exchange server takes some time. It usually takes up to a day to be able to select the mailing list via the Exchange address book, as the global address book is updated daily for everyone.

Moderation of mail distribution lists
If you have decided in favour of a moderated distribution list type, moderation requests must be approved by the respective group administrators. As these are Exchange mailing lists, you can only approve these requests in the Exchange environment, i.e. either via the Outlook client or our Outlook web access on the web.

Administration and changes
You can select the mail address yourself, but you must select a prefix from a predefined list. Changes to the display name, distribution list type and availability can be made at a later date using the same application. To change the e-mail address, please contact IT support. The members of the group can be changed at any time in the user portal under "My groups". Changes are immediately reflected in the mailing list.

Sending and accessibility
To send an e-mail to the distribution list, enter the e-mail address of the distribution list in the "To" field of your e-mail or select the distribution list in the "Distribution Lists" address book. In the application, you can specify whether the distribution list should also be accessible externally. This allows external users to send emails to the distribution list.