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Microsoft Outlook 2003

Student Distribution Lists

Learning and Technology Services has developed various distribution lists to make sending email to groups of students more efficient. These instructions describe how faculty and staff can access and use distribution lists comprised of students. There are two programs, getlist and gradebook, that can be used to access these lists. Gradebook is more limited in that it can be used only to obtain class lists. Getlist can be used for not only class lists but also other lists as well. To access the lists, you must use the proper formats defined below. Expanded descriptions of these distribution lists (e.g., when the lists are built or updated, who is included in the lists, etc.) are available on the Descriptions of Student Distribution Lists page.

If you have any questions about accessing these lists, contact the LTS Help Desk (715-836-5711; helpdesk@uwec.edu).

return to topStudent Distribution Lists Format

In order to either send an email message to members of these lists or to get a display of the membership via email, you must use the names of the lists as shown in the formats defined below.

CLASS LISTS
yyyt.dept.cors.sec
EXAMPLE: 2111.phil.387.002
NOTE: For more information, refer to the expanded description.

Type the following course identification information. The information should be typed as one line using a period to separate each portion.

ADVISEES
advisees.advisor username
EXAMPLE: advisees.weiserjl
NOTE: For more information, refer to expanded description.

STUDENTS IN SPECIFIC MAJOR OR MINOR PLANS
plan code.plan
EXAMPLE: 400200.plan
NOTE: For more information, refer to expanded description.

MAJORS
dept.majors
EXAMPLE: phil.majors
NOTE: For more information, refer to expanded description.

MINORS
dept.minors
EXAMPLE: phil.minors
NOTE: For more information, refer to expanded description.

GRADUATE STUDENTS IN A SPECIFIC DEPARTMENT
dept.gradstu
EXAMPLE:
engl.gradstu
NOTE: For more information, refer to expanded description.

return to topSending to a Distribution List

Since these distribution lists are created from the database, the recipient list is automatically suppressed when you send an email message to a list. It is not necessary to use the BCC portion of the message, as you may do with distribution lists you have created yourself.

You can send the same message to multiple lists. Outlook users need to separate each list with a semicolon (;).

  1. Create a new message

  2. In the To... field, type the name of the distribution list in the defined format
    Example of a message sent to advisees of a faculty member

  3. Continue with the subject and body portions of the message as usual

  4. Click SEND

return to topGetting Names from a Distribution List

You must send a separate email message for each getlist request.

  1. Create a new message

  2. In the To... field, type getlist

  3. In the Subject field, type the name of the distribution list in the defined format

  4. Click SEND
    The selected distribution list will be sent to you via email.

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