Mail
Groups
What
is a mail group?
A
mail group works much like an e-mail distribution
center. Messages are addressed to the mail group
name. When a message is received, it is forwarded
to everyone who is a member of the mail group. Recipients
of the message see only the group name in the message
header. Replies go to all members of the group.
Who
can request a mail group?
Only
faculty and staff can request mail groups.
It
is possible to create a mail group for a student
organization, but it must be done by the organization's
staff or faculty advisor.
How
can mail groups be used?
The
following are some examples of how mail groups are
currently being used:
If
you're not sure if your idea for a mail group is
appropriate, consult with the WITS staff. Call the
Help Desk at x6767, or send an e-mail message
to wits@willamette.edu.
How
do I set up my own mail group?
Submit
a Request for a Mail Group form to WITS. The form
can be completed and submitted via the Web (https://secure.willamette.edu/services/mail
groups/groupapp.cgi). WITS will send you an
e-mail message when your mail group is ready to
use. If your mail group is for a class, see Mail
Groups for Classes.
Who
maintains the mail group membership?
You
do, as the owner of the mail group. Once your mail
group is setup, you'll be able to use the Mail
Group Manager to add and remove members of the
group. Class discussion groups are updated automatically
with the current class roster, so instructors don't
have to add and remove members.
What
is the Mail Group Manager?
The
Mail Group Manager (http://www.willamette.edu/mailgroups)
provides a convenient, password-protected interface
for managing the mail groups that you own, as well
as groups you are a member of and groups that you
can join. Go the Mail Group Manager address, enter
your Willamette name and password, and follow the
instructions on the screen.
Why
are three choices required for the mail group e-mail
name?
We
try to make your first choice the e-mail name of
your group. However, there are many common words
that the mail system will reject. Also, names are
screened to reduce confusion (e.g., a group named
law would not be allowed because it is unclear
what, if any, relation that might have to the College
of Law). With three choices, it is likely that you
will get one of them. WITS will contact you if none
of your choices are possible.
See
CHOOSING A MAIL GROUP E-MAIL
NAME for details.
Mail
Groups for Classes
Faculty
members can create mail groups for any of their
current-semester courses that are linked with the
registrar's course roster data. The data is synchronized
daily with the registrar's course data, adding and
removing people that have been added or dropped
from the course. Mail groups for courses are created
on a per-semester basis and are purged at the end
of the semester, after grading has ended.
Beginning
with the Spring 2005 semester,
faculty will no longer have to fill out a mail group
request form. Simply point your browser to the mail group
manager at:
https://secure.willamette.edu/services/mailgroups/
You
will see a new section labeled: "You teach
the following classes eligible to become mail groups:
(click on the appropriate box to create a mail group)".
Underneath
that, you will see a list of your current-semester
courses. You can click a "Create Mail Group"
checkbox for each group. At the bottom of the screen,
click the "Submit Changes" button to update
your mail groups.
The
group will be created automatically with the course
ID as the email address. You will then receive confirmation
via email.
If
you want to create a name that is easy to remember,
just add your class mail group email address as an
entry in your personal address book (all email programs
have an address book feature).
Faculty
members who want a mail group for a class but don't
want it linked to the official roster information
can create a mail group in the usual way (see Create
a New Mail Group).
CHOOSING
A MAIL GROUP E-MAIL NAME
- The
e-mail name must be one word, all lower-case,
no spaces. Use only letters, numbers, and dashes
(-).
- Dashes
help distinguish group names from personal e-mail
addresses. For example, chamber-choir is a better
choice than chamberchoir. Also, dashes can be
used in place of spaces, which are not permitted. If you do not use a dash or a number, your mailgroup must be longer than eight characters, to help distinguish mailgroups from possible usernames.
- Be
explicit. Choose a name that is almost as descriptive
as the full name. Rather than use just one word,
use a phrase by joining multiple words with a
dash (-). The length of the e-mail name cannot
exceed 20 characters.
- Avoid
acronyms if possible. By themselves, acronyms
are ambiguous and may not distinguish one mail group
from another. A phrase that includes an acronym
would be a better choice.
- IF
YOUR MAIL GROUP IS FOR A CLASS, see Mail
Groups for Classes.
What
is the difference between "Name for the mail group"
and "Full name of mail group"?
The
e-mail name for the mail group is a short, one-word
nickname for your mail group, similar to your e-mail
or login name. The full name of your mail group is
a more complete description of your mail group.
Some
examples of e-mail names and full names (names for
classes automatically use the course id as the name*):
| NAME |
FULL
NAME |
| chamber-choir |
Chamber
Choir |
| od-leaders |
Opening
Days Leaders |
| *math-130-02 |
Students
Enrolled in Math 130 Section 2 |
The
full name should be a short, descriptive phrase
using only letters, numbers, spaces, and dashes
(-). Be sure to indicate exact capitalization for
the full name. Names containing any other characters
will be rejected.
If
you have questions, comments or suggestions, please
send e-mail to wits@willamette.edu
or call the Help Desk at x6767.
Please
send comments and inquiries to webmaster@willamette.edu
Created by WITS
Last modified January 2005
