Webmail (Outlook Web Access) Distribution List

A distribution list (group mailing list) is a group of email addresses. When you send to a distribution list, you are sending to everyone whose email address is included in the list. The maxium number of email addresses in each distribution list should be limit to 50 contacts. The following procedure is applicable to Exchange webmail interface (Outlook Web Access).

Create a Distribution List

1. In webmail Inbox, click New -> Distribution List.
   
   
   
   
2. In the List Name box, type the name of your new distribution list.
   
   
3. In the Members field, enter the email address of the new member.
   Please use semi-colon ";" to separate your email addresses. Do not use comma ",".
   
   
4. Click Add to List.
   
   
5. When you have added all the names, click Save and Close.
   
   
   

How to send email message to a distribution list?

When you send to a distribution list, the To: field on received message shows the individual addresses of all members of the list. If you want to hide the contents of the list, put the name of the distribution list in the Bcc field (Blind Carbon Copy). Bcc allows you to send an email without showing everyone the email address of the recipients.  This way you are not inadvertently sharing a person’s email address with a group of people that they may not know.

NOTE:  It is not possible to display the distribution list name in the To: box, without allowing it to be expanded to show the entire list of names and e-mail addresses.

1. In an new message, Type ‘Undisclosed Recipients’ followed by your HKU email address in the format of <yourPortalUID@hku.hk> (include braces) in the To: field.
   This should look like: ‘Undisclosed Recipients‘ <yourPortalUID@hku.hk>.
   
   
2. In the Bcc box, add the distribution list.
   
   
3. Type your message and click Send.