How do I send mail to groups of people?

IU regulates the use of electronic mail for administrative mass mailings, and also prohibits the use of electronic mail or mailing lists for commercial purposes. See Relevant email policies.

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Sending mail to multiple addresses

On most email systems, you can put several addresses on the "To:" line. On some systems, you need to separate the addresses by commas or spaces; Microsoft Outlook, for example, requires a semicolon. Some systems require you to put each address on a separate line. However, if you are sending email to a large number of people, it's a good idea to place all but one of the addresses on the blind carbon copy ("Bcc:") line of the message. If the addresses are on the "Bcc:" line rather than the "To:" and "Cc:" lines, a reply to the message will go only to the original sender, not the entire list of recipients. When replies go to all the original recipients, each reply is also considered a mass mailing.

It is always best to refrain from including embedded links in messages going to wide audiences, especially for tasks that require authentication. The best practice is to instruct recipients to access the task via One.IU. If including a link is necessary, the message should be digitally signed. Official email messages should also use official IU branding.

Distribution lists

Several methods exist for setting up a distribution list. Your choice depends on the list's size and purpose. If you wish to send messages regularly to the same group, you can create a personal distribution list. If you have a very large list, or if you'd like people other than yourself to be able to send mail to the list, you may need to use a mailing list service, such as IU List.

Personal distribution lists

Create personal distribution lists using your email client's address book. For instance, you could create a list named "Family" containing the following addresses:

Then, to send a message to all four members of your family, you would address the message to:


Check the help for your email software for more information about creating and using a mailing list. Such personal distribution lists are by far the easiest to manage. You can set them up and make any changes yourself, and the commands you enter will take effect right away.

When you create a distribution list using most desktop email programs, it is usually stored only on your computer, and is called a client-side distribution list. When you create a list using Outlook in the IU Exchange environment, it is stored on the mail server, and you can access it from any other computer on the Internet. This is called a server-side distribution list. For more, see What is a distribution list?

IU List mailing lists

You can subscribe individuals to an IU List mailing list if you have each person's email address, or individuals can subscribe themselves.

Relevant email policies

This is document amav in the Knowledge Base.
Last modified on 2016-10-24 15:23:32.

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