Definition:
Distribution lists are used to send emails to groups of people without having to enter each recipient’s individual address. A distribution list is different from an email list in that members cannot reply to the distribution list’s name to send messages to everyone else in the group.
What is a distribution list:
- In email applications, a distribution list is a list of email addresses that can be mass mailed via automation without having to add members individually.
- Distribution lists are used to send emails to groups of people without having to enter each recipient’s individual address.
- A distribution list is different from an email list in that members cannot reply to the distribution list’s name to send messages to everyone else in the group.
- This can be referred to as an electronic mailshot. Sending mail using a distribution list differs from an electronic mailing list or the email option found in an Internet Forum as it is usually for one-way traffic and not for coordinating a discussion.
- A distribution list is an email equivalent of a postal mailing list. Can also be called “Distro”.
What are distribution lists used for:
- There are a few distribution lists in use:
- The main purpose of distribution lists is to make it easier to send emails to groups of people.
- For example, if a user uses distribution lists for their family, they can send one email to the distribution list address and everyone on the list will get the email.
- This is much easier than sending an email to each individual person on the list.
- Another common use for distribution lists is email marketing.
- Distribution lists can be used to send mass email messages to a distribution group without having to enter each individual email recipient.
- Creating distribution lists can save a lot of time when sending emails to large groups of people. It is also a convenient way to keep track of email addresses.
- A distribution list identifies a group of recipients who have access to view reports.
- Distribution lists are required for emailing, viewing, and distributing reports.
- Reports must be associated with a distribution list, and distribution lists are required to identify recipients who have access to reports.
- Distribution lists can be nested within other distribution lists.
- Output Manager ignores distribution lists when distributing reports as part of a report bundle.
Why should I use Groups over Distribution Lists (DLs):
- A distribution list (DL) is just a convenient way to send an email message or meeting invitation to many people at once. Group in Outlook meets those simple needs and provides much more value with a shared membership across the following capabilities:
- Shared Mailbox—For email conversations between your members. This inbox has an email address and can be set to accept messages from people outside the group and even outside your organization, much like a traditional distribution list.
- Shared Calendar—For scheduling events related to the group.
- SharePoint Document Library—A central place for the group to store and share files.
- Shared OneNote Notebook—For gathering ideas, research, and information.
- SharePoint Team site—A central repository for information, links, and content relating to your group.
- Planner—For assigning and managing project tasks among your group members.
User don’t have to create manually any of those resources. Creating the group automatically creates them for you and assigns the necessary permissions for your group members so they can start using them right away from anywhere: in the cloud, on the desktop, or on a mobile device.