Mailing List Management
Also known as Google Groups, Listserv lists, Grouper lists, distribution list; formerly known as Mailman lists, simple mailing lists.
CUIT offers mailing lists to the Columbia community to facilitate email communications, to be used either as a distribution list to communicate with a larger group, or as a contact address that directs mail to the individuals responsible for handling inquiries for a larger entity. Depending on your needs and affiliation, three types of lists are available: LionMail (Google) Groups, Listserv Managed Mailing Lists, and Grouper Mailing Lists.
After you determine the best fit, CUIT will create your mailing list with the name of your choosing (if available), allowing you to populate and administer the list yourself.
Please note that all CUIMC users must contact the CUIMC IT Support Desk to request a mailing list. Please visit the CUIMC mailing list webpage for more information.
Mailing list options
LionMail Groups are the Columbia implementation of Google Groups. Administrators manage membership using the Grouper groups web application instead of the Google Groups app. Administrators can moderate who may send emails to LionMail Groups by assigning privileges in the Grouper app. All other mailing list settings (posting permissions, moderation, etc.) are still controlled by the LionMail Groups application.
LionMail Groups are good for larger groups and ideal for sharing files using LionMail Drive. Users without Gmail or a columbia.edu email address may be added as members to LionMail Groups, but LionMail Groups are best suited for groups of LionMail users so that the Google Drive and the collaborative inbox features can be leveraged.
LionMail Groups can also be used as a collaborative inbox to distribute and track responsibility for topics among the group's members. These features are especially useful for technical support or customer service teams. For example, you can create a group with the address firstname.lastname@example.org, add your support staff as members, and allow people outside your organization to send messages to the group. Your support staff will receive your customers' messages, and they can do any of the following from the group's Topics view:
- Assign responsibility for a topic to a member of the group
- Mark a topic as resolved
- Edit the tags associated with a topic
- Filter topics according to tag, resolution status, or assignee
For more information on using a Google Group as a collaborative inbox, visit learn.googleapps.com/groups.
Managed mailing lists are best for groups with many recipients (100+) and provide more features than Grouper lists, such as subscribe/unsubscribe functions for members, archiving, and moderation of who can send emails to the list. These lists are run using the Listerv software package and administrators use a web page interface to control list management.
Grouper mailing lists are very basic mailing lists that are best used for smaller lists with fewer than 30 recipients because anyone can send email to the list (no limitations can be set). With Grouper, one or more individuals are assigned as administrators who can manage membership using the Grouper web application. Note that with Grouper, you cannot manage who is allowed to send mail to the group, there is no mailing list archive, and there is no automatic handling of subscribing.
Request a mailing list
To have a mailing list created, please submit a ticket to the CUIT Service Desk and include the following information:
- Type of list you need (LionMail/Google Group, Listserv or Grouper)
- Approximate number of list recipients
- Group name (i.e. Columbia Checkers Club) and email address (i.e. email@example.com); must be at least four characters long
- Purpose of the mailing list
- UNI(s) of the administrators of the mailing list
After your mailing list has been created, the administrators will need to add the group's members to the list, as well as continue to manage the list going forward.
- In Grouper, an administrator must designate the group members that should be allowed to send mail as administrators.This will update their LionMail Group role to manager.
- In LionMail Groups, a manager must open the relevant group's settings.
- Navigate to Permissions in the left-hand navigation menu, and select Posting Permissions.
- Update the Post and Reply To Author sections to Managers of the group.
- Click Save at the top of the page.