KU Group Lists
KU Group Lists are a convenient way to communicate by email with groups of people at KU or grant security access. KU offers two different list serving methods: KU Group Lists and ListProc. Visit our Mailing List page for a detailed comparison of the two services.
What is a KU Group List?
A KU Group List can be created to distribute email or to grant security access. Members of a KU group List must be KU users (faculty, staff, students, etc.)
How is a KU Group List different from my personal distribution list?
A KU Group List is hosted on the server and can be utilized by multiple people. A personal distribution list only resides within your personal Exchange mailbox.
How is a KU Group List different from an Exchange Distribution List?
KU Group Lists will support the current Exchange distribution lists. Existing distribution lists will continue to work and will continue to be found in the Outlook Global Address List, but there will be new options available.
Your existing lists will continue to work the same way you have always used them. The process to request a new KU Group List has been improved.
How do I request a KU Course Group List?
There are restrictions on who can request certain lists. Course related KU Group Lists can only be requested by the instructor of record for that class. Some requests for student and staff lists have to be approved by the Registrar's Office, the Department Chair, or the Provost's Office. You will be informed if you request a list that needs additional approval.
How do I request a change to a KU Group List?
The membership of course related KU Group list will be updated automatically on a nightly basis. To request changes to be made to a KU Group List, send an email to the KU Group List Administrator at email@example.com with:
- The name of the KU Group List.
- The names and email addresses of people you want to add or remove from the KU Group List.
How do I use a KU Group List?
You can use a KU Group List to distribute email to the members of a mail-enabled KU Group List. And a KU Group List can be used to grant security access.
There are many KU Group List features available to give you choices and help support your KU Group List.
More information about how to send email to a KU Group List, please read "How to use KU Group Lists to distibute email".
How do I know who is on a KU Group List?
To view the lists you are on or own, please login to the KU Group Tool and select My Groups.
What do I do if I am having problems with a KU Group List?
Send a description of the problem by email to the KU Group List Administrator at firstname.lastname@example.org.
Features of Course Group Lists
- As the Instructor of Record for a course, you can set up a Course Group List using a simple request form on the KU Group List tool (requires login) and selecting "Add New Course Group".
- When creating a new Course Group, all enrolled students for the selected course will automatically be added as members of the Course Group.
- You can choose who can send email to your Course Group (i.e., closed, instructor only or special). Help information on the Course Group request page explains each of these options.
- You can add or exclude additional members for the Course Group. This gives you the flexibility to tailor your Course Group’s membership as needed. For example, you can add a GTA as a group member.
- You can preview group members to determine who is actually a member before updating the Course Group.
- You can view your Course KU Group Lists, by accessing the My Groups functionality.
- Course KU Group Lists will continue to automatically expire after the semester ends.
Features of Non-course KU Group Lists
- You can request a new KU Group List using the new online KU Group List form. This form will guide you through your options and provide additional information.
- Just as you do now, you will need to request any changes to your KU Group Lists by emailing email@example.com.
- One of the new features is that contacts will be collected for each KU Group List for renewal purposes. Please see the definition below in the KU Group List Glossary.
- New functionality will be coming soon to allow for more end user maintenance of existing KU Group Lists.
KU Group List Glossary
|Authorized Sender||If a group has an Authorized Sender(s), then only email sent from an Authorized Sender’s email address will be sent to the IDM group.|
|Group Maintainer||The Group Maintainer is responsible for determining who should or should not be a group member.|
|Group Moderator||In most cases, a Group Moderator is not needed. If there is an assigned Group Moderator(s) for a group, then all email sent to the group will go to the Group Moderator first. The Group Moderator will have the ability to approve the email to be distributed to all Group Members. A user will need to use their KULC Exchange mailbox in order to act as a Group Moderator. Users with only an AD contact object (e.g. a kumc.edu email address) will not be able to act as a Group Moderator.|
|Group Viewer||An assigned Group Viewer can view the membership of the group – even if the membership of the group is Hidden.|
|Hidden||This refers to a group’s membership. If a group’s membership is hidden, this means that users of the group will not be able to determine who is a member of the group. The exception is the Group Maintainer and Group Viewer who will be able to see the group members of a hidden membership group. If a group could be used to determine if a student is in a particular class, major, school etc, then the group needs to have hidden membership.|
|Listed/Unlisted||This refers to a mail-enabled group being displayed in the Global Address List. If a group is listed, this means that the group can be found in the Global Address List. If a group is unlisted, then the group will not be displayed in the Global Address List.|
|Primary Contact||The Primary Contact for a group will be used as the first person to contact if a question or problem occurs with a group. The Primary Contact is required so that IT will be able to determine who to contact. The Primary Contact and Group Maintainer can be the same person.|
|Secondary Contact||The Secondary Contact for a group will be used as the second person to contact if a question or problem occurs with a group. The Secondary Contact is required so that IT will be able to determine who to contact if a Primary Contact is not available to answer questions or make decisions for a group.|