Distribution List

The Distribution List is a list of users that you can use to send mail to at one time. Instead of having to use CC: or BC: you can have a permanent list to send to. This is a great way to send company mail to one user and it is distributed to the entire staff.

When you want to create a new list choose “New” from the Administration panel and then “Distribution list”. If you select Search on the ‘Add Members to this list” you will get a return of all of the members who are users on the server. Then select each user you want to add by highlighting the user and clicking “Add”.

Once you have added members they will be listed under the “List Members”. You now need to create a List Name. Be aware that this list name will end up being an email account. For security reasons, reduce Spam, you should choose a list name that is not a common name, for example, “tr5u67h” because Spammers are less likely to gain access to this list. Once you have that done save and test by sending an email to that list name, in this example, test@my_domain.

Be careful to note that when you have checked “can receive mail” this email will send to the list of users. To protect your list when not in use, uncheck this so it cannot be abused. When it is unchecked users will get this message when they try to send to the list.

This is an automatically generated Delivery Status Notification

Delivery to the following recipient failed permanently:

test@my_domain

Technical details of permanent failure:
Google tried to deliver your message, but it was rejected by the recipient domain. We recommend contacting the other email provider for further information about the cause of this error. The error that the other server returned was: 550 550 5.1.1 <test@my_domain>: Recipient address rejected: my_domain (state 14).

Adding Lists From a .csv File

You may have a list of users in .csv format that you want to add to the server and then to your distribution list. The format for the .csv file must be three columns, email_address, user_name, password. If you do not provide a password it will ask the user to create one the first time they log in.

Here is what a .csv file should look like.

tom@example.com, tom, Ybhd45p

jane@example.com, jane, Yhnd34v

joe@example.com, joe, &iggw#

jerry@example.com, jerry, igfw34

Open the go to “Manage Distribution Lists” and select “Bulk Provision”. The window will open that will allow you to browse to the file with your users.

Your file will be read and you will be able to see the three columns with user information. Choose Next.

When you proceed it will add the users to the server.

Now open your Distribution List and use “Search” to locate all users that you entered. Now add the ones you want and you have completed the addition of all the users.

You can add a Distribution List to another list and view the relationship between lists. Be careful with this as you can create a real mess with the intertwining of the lists.