Create and manage a mailing list

Updated on: 5 September 2025

Use Outlook for internal distribution groups, or Sympa for lists that include external email addresses.

You can set up a mailing list to communicate with groups of students, colleagues or members of the public. Use Outlook to create a distribution group if all recipients are internal. If your list includes external email addresses, use Sympa.

Every mailing list must have a moderator. Once it's created, you can email the group or invite them to meetings.

Contact the IT Service Desk if you require help to set up your mailing list.

Create a distribution group in Outlook

  1. Visit the Outlook Groups portal.
  2. Go to Groups I own.
  3. Select Add new group.
  4. Add internal email addresses.
  5. Assign a moderator.
  6. Use the group to send emails, schedule meetings, or add to Microsoft Teams.

You cannot include external email addresses in Outlook distribution groups. Use Sympa instead.

View Microsoft support guides for distribution groups.

Create a mailing list in Sympa

  1. Go to the Sympa portal.
  2. Sign in with your University credentials.
  3. Select Create list.
  4. Fill in the form with your mailing list details.
  5. Submit your creation request.
  6. You’ll receive an email once IT Services approves your list.

Add or remove subscribers in Sympa

  1. Sign in to Sympa.
  2. Go to My lists and select your list.
  3. Select Add/delete subscribers.
  4. Add individual email addresses or bulk upload multiple addresses.

Control who can send to your Sympa list

  1. Sign in to Sympa.
  2. Go to My lists and select your list.
  3. Select Change who can post to this list.
  4. Choose one of the available sending permissions:
    • Closed – temporarily disables sending
    • Restricted to subscribers – only subscribers can send, others are rejected silently
    • Owner and or moderators only (moderated) – others need approval to send
    • Owner and or moderators only (rejected) – others are blocked with notification
    • Subscribers only (moderated) – non-subscribers need approval
    • Public list, Bcc rejected – anyone can send unless the list is in the Bcc field

Change the 'Reply to' address in Sympa

  1. Sign in to Sympa.
  2. Go to My lists and select your list.
  3. Select List Configuration.
  4. Open the Edit List Config dropdown.
  5. Select Sending/receiving setup.
  6. Scroll to Reply address and update it.

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