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VIU Mail and Distribution Lists

All Employee Mail and Distribution Lists

The Allemp email distribution list has been replaced by two specific-purpose, large audience email distribution lists, the ML Employees list and the ML VIU Community list. Additionally, Microsoft Outlook email Mail List (ML) and Distribution List (DL) services have been enabled for special interest, target audience email distribution:

Mail Lists
  • Automatically created and updated from TDS and Stargarden databases. 
  • Organized by ML Employees, ML VIU Community or ML BargainingUnit.
  • Identified by ML NameOfList.
Distribution Lists
  • Manually created by the IT Help Desk (see How to Request a New Distribution List)
  • Designated person(s) responsible for creation and maintenance.
  • May have restrictions as to who can use them.
  • Identified by DL NameOflist or DL_NameOfList.

Institutional ML Employees list

The new institutional ML Employees list will be used for "mission critical" information.  Every employee (and only employees) will receive the emails but this will be a controlled-access list with a limited number of people being able to post to the list. The ML Employees list will be used to inform faculty and staff about activities, events, or policies that relate to VIU's educational mission and services. Good examples of this are:

  • Crisis/urgent announcements: power outages, crime alerts, snow closures, computer virus alerts
  • Logistics, construction closures, road closures, environmental alerts
  • Major announcements: significant events such as convocation, naming of a new president or vice-president, university status updates, strategic messages from the Executive
  • Governance information, new policies and procedures
  • Registration information that faculty and students need to know: deadlines, policies
  • Essential Human Resources information

Access to the posting of these emails would be limited to members of the Executive (and their designates) and the Director of Public Relations and Communications.

Open ML VIU Community List

This list replaces the old Allemp list. It goes to employees and connected individuals such as retired faculty, adjuncts, and associates. This list will be open for posting from any member of the list within the following guidelines:

  • Email should contain information that the majority of employees should know. Information that crosses departments, jurisdictions, and employee groups such as events that contribute to life in the educational realm; lectures, shows, readings.
  • The ML VIU Community list is a mail list not a discussion forum. For those who do not want to receive email sent to ML VIU Community, you will be able to opt in and out by accessing and logging in to MyTDSInfo: https://isweb.viu.ca/tdsemp/myTDSinfo.asp
    Un-check the box beside On Email List (near bottom of page). Then click Update.
  • If an email does not fit the above criteria it probably is not appropriate to use the ML VIU Community list.  Consider the InVIU option or the DL lists in Outlook® for the suitable target audience
  • If you have a comment, reply to the originator, not the ML VIU Community list.  (Be careful to not reply to the list by using reply-all ) 
  • If you feel a message sent to you via this list was inappropriate, please send your concern to the IT Help Desk. (Do not send it to the whole ML VIU Community list.)
  • Only registered Outlook® users (people listed in the Outlook® address book) will have access to post to this mail list.
  • Use of email and information technology is governed by VIU's policy on Use of Information Technology: Policy 45.01  Section 4.3.

Target Audience Mail and Distribution Lists

Only those with a VIU Outlook Account have access to use these lists.  Emails should relate to the group it is being sent to and relevant to the majority of people on the list.  Always consider if there is a more appropriate way of sending your message.  For example, to the one person charged with communicating with your target audience or via InVIU.

How to Request a new Distribution List (DL)

Submit a request to the IT Helpdesk via email (ithelp@viu.ca) or phone (L6300) which includes the following information:

  1. The name of the owner or administrator of the DL (a person responsible for managing the list members).
  2. The preferred name of the DL:
    • Format will be DL NameOfList (for newly created DLs there is a space, not an underscore, between DL and the Name)
    • Keep the Name short, acronyms are preferred
  3. Is there a need to restrict who sends email to this DL?
    • Only members within the group can email this DL
    • Any VIU Outlook user can email to this DL

New Features

  1. Lists are available in MS Outlook® via the Global Address List.
  2. Users can now view additional information associated with a users name by right-clicking on the users name then Properties.
  3. Blackberry® users can do a Lookup (in email or address book) for any employee at VIU and find TDS information (email, phone, fax).
Tutorial: Using the Global Distribution and Mail Lists within MS Outlook®. (pdf)
Create your own Distribution List in Outlook 2007 (pdf)

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