Cobe Shared Email Distribution Lists

March 6, 2001

The following shared email distribution lists can be accessed by those COBE and BAC users who are using Microsoft Outlook along with the University’s new Exchange Mail and Messaging server. This should help to avoid the need for every faculty member to create and maintain their own distribution lists.

What distribution lists have been set up?

Display Name	Description
_COBE_Faculty_Staff	All COBE faculty and staff including adjuncts and BAC Staff
_COBE_Voting_Faculty	COBE voting faculty
_COBE_Chairs	All permanent and acting chairs
_COBE_Secretaries	Department and Dean's Secretaries
_COBE_Support_Staff	Secretaries + Pam Velat ,Judy Suddarth, Mary Weeks
_AFIS_Faculty_Staff	All AFIS faculty and staff including adjuncts
_AFIS_Voting_Faculty	AFIS voting faculty
_ECON_Faculty_Staff	All ECON faculty and staff
_ECON_Voting_Faculty	ECON voting faculty
_MGMK_Faculty_Staff	All Mgnt/Mktg faculty and staff
_MGMK_Voting_Faculty	Mgnt/Mktg voting faculty
_BAC_Staff	Business Assistance Center Staff

How do I gain access to the distribution list?

For the easiest and most complete access complete the following four steps:

1. Start Microsoft Outlook. If your folder list is not already visible choose VIEWàFOLDER LIST from the pull down menu. In the folder list click your way through the following path:

PUBLIC FOLDERSà

ALL PUBLIC FOLDERSà

ACADEMIC AFFAIRSà

COBEà

COBE_Aliases

If you cannot see these folders or if you cannot see the distribution lists after clicking on the COBE_Aliases folder then please contact Mary Weeks or Bob Phillips so that they can add you to the permissions list for the folder.

2. If you have access to the COBE_Aliases folder then right click on the list and choose the “Add to Outlook Bar” option. This will put a shortcut to the folder on your Outlook Shortcut Bar.

3. Right click on the folder again and choose PROPERTIES. When the properties dialogue box opens go to the “Outlook Address Book” Tab. Check the box that says “Show this folder as an email address book.” Click on the OK button to close the properties dialogue box.

4. Choose TOOLSàSERVICES from the pull down menu system and click on the “Addressing” tab. On the Addressing tab (NOT THE SERVICES TAB) click on the ADD button. Scroll to the bottom of the list of address books and choose COBE_Aliases. If you cannot see COBE_Aliases then you skipped step 3.

While on this same dialogue box page please notice that near the top you can select which address book you see first when trying to address an email. Your choices will now include:

-The GLOBAL ADDRESS BOOK which consists of all Exchange users.

-Your Mailbox CONTACT LIST which are the contacts you are keeping in Outlook

- COBE_Aliases

Choose the address book you want to see first when addressing email. You can always change this later if you change your mind.

Click OK to close the dialogue box.

How do I send and email to one of the distribution Lists?

There are always numerous ways to accomplish a task in Outlook. The most common way to address an email to a distribution list will be as follows:

a. Go to your inbox

b. Click on the NEW button to start a new message

c. Click on the TO: button to address the message to someone

d. If it is not already your default address book use the drop down list at the top of the dialogue box to change to COBE_aliases.

e. Select the Aliases you want to use.

f. complete and send the email as you normally do.

If you have any questions please feel free to contact Mary Weeks or Bob Phillips