University of Bath

Emailing a group of people using a mailing list

Staff and students can email a group of staff in the same building, job family or department or a group of students in the same unit, programme or residence.

Using mailing lists

A mailing list is a collection of email addresses. They are useful if you want to send identical information to a group of recipients, saving you time and effort. You can also create your own mailing list.

Before you start

You can use mailing lists for University business only, do not use them for commercial purposes. You can use them to email short messages that are relevant to the whole group of recipients.

Do not use the mailing lists to ask students to complete surveys for research projects, instead, get guidance from the Centre for Learning and Teaching on advertising your research project and also use the University noticeboard to advertise research projects and surveys.

Mailing lists are updated daily using University records. For example, if a person's location is recorded as '6 West' in person finder, their email address will be included in the '6 West building' mailing list. Student mailing lists that use information sourced from Student Records about which modules they are taking are frozen each year on the 31st May. They then get refreshed on the 1st September using information for the new academic year.

Only staff and authorised shared mailboxes can send to the centrally managed lists (@courses, @residences, @buildings and @staff), students are not able to use the centrally managed lists by default.

If students need to email using centrally managed lists e.g. SSLC Reps, then there are currently two options:

  • The department Directory Maintainer can add their role in Access Manager.
  • The student can use an authorised Shared Mailbox.

Using existing mailing lists

Existing mailing lists for staff and students can be used by any member of the University with a '' email address. You can use the Outlook Web App to email the specific mailing list address you require:

Creating and managing your own mailing lists

If you wish to create or manage your own mailing list, you can do so using the mailing lists tool.