Distribution groups - FAQs

Find out more about distribution groups and the migration of lists from Mailman to distribution groups. 


Comparison of Mailman lists and distribution groups

 Mailman listDistribution group
Owners can choose if a list/group is publicYesYes
List can have multiple owners / moderatorsYesYes
Posts can be moderated YesYes
Post can be archivedYesNo
Members can join a list  themselvesYes, depending on list permissionsYes, depending on group permissions
(if the group is 'open')
Members can leave a list themselvesYes, depending on list permissionsYes, depending on group permissions
Members can receive daily/weekly digests instead of individual emailsYesNo
New members receive a welcome messageYes, which can be modified by the ownerNo
Lists can have members from outside the University of LeedsYesNo
Members can choose to temporarily stop receiving list/group emailsYesNo

For group members

How do I find out who the owner of a distribution group is?

For public groups, in the web version of Outlook (from https://office365.leeds.ac.uk): 

You will not be able to see groups if their owners have made them private. 

More detailed instructions will be available soon.

How do I join a distribution group?

For open groups (where the group owner has allowed new members to subscribe) or groups where you can request permission to join, follow the instructions below:

You can also ask the group owner to add you to the group.

How do I leave a distribution group?

In the web version of Outlook (from https://office365.leeds.ac.uk)

More detailed instructions will be available soon.

You can also ask the owner of the group to remove you. 

Can I receive a daily or weekly digest rather than individual messages?

No, unfortunately it is not possible to receive a digest from distribution groups at the moment. 

If I am a member of multiple distribution groups and the same post is sent to all of them, will I receive multiple emails? 

No, you will only receive one copy if multiple distribution groups are included in the To: or Cc: field. 

For distribution group owners

Migration of Mailman lists

How will my Mailman mailing list be migrated to a distribution group?

The project team will set up your new group on Office 365 and move all members across, maintaining moderation permissions. You will be moved to distribution groups in October / November 2022. 

Will the address of the distribution group be the same as the Mailman list?

Yes. The address (listname@lists.leeds.ac.uk) will stay the same.

Will the Mailman list archive also be migrated?

No, the archive of old posts to the list will not be migrated and you will not have access to it once Mailman has been disabled.

What settings will the migrated distribution group have?

Initially, distribution groups will be set to be closed. All distribution groups will appear in the Global Address List (GAL), and the owners and membership list will be visible, but the owner will need to add any new members. Owners can choose to make their groups open so that new members can add themselves. 

Distribution groups

What's the difference between a Microsoft 365 group and a distribution group?

Distribution groups are only used to send emails to groups of people. Microsoft 365 groups are for collaboration and include access to a calendar, SharePoint, Planner and other features. Find out more on the Microsoft site.

How do I create a new distribution group?

Please log a request with the IT Service Desk.

How do I view the membership list?

In the web version of Outlook (from https://office365.leeds.ac.uk): 

More detailed instructions will be available soon.

Can the distribution group be moderated?

Yes. If your Mailman list was moderated, your new group will also be moderated and anyone previously set up as a moderator will be able to approve posts.

How do I moderate posts? 

If you distribution group is set up to be moderated, when an email which needs moderation is sent to the group you will receive an email asking you to approve or reject it. More information will be available in a related article soon. 

Do the distribution groups have any spam filters? 

The spam filtering is the same as for all messages received by the University email system. 

Do I need a separate username and password to access my distribution group?

No, you will use your normal University username and password.

Is there any training available on using distribution groups? 

There are no training courses, but the related articles (coming soon) will provide step by step guidance on using and maintaining distribution groups.