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Mailing Lists

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Description

Mailing lists can be sent using UCSF managed services or through a select number of popular third-party vendors.

  • New listserv and Distribution List request: Go to help.ucsf.edu >> Accounts, Access & Email >> Electronic Mailing List Request.

Do not use a mailing list when sending "protected data." including PHI, PII, FERPA. 

Use them when you need to:

  • Communicate a message to a large group
  • Regularly send messages to the same group of recipients
  • Facilitate a peer-to-peer discussion among a defined group of participants or on a particular topic or subject

UCSF managed systems

Here are the most common methods for distributing messages to a large or predefined audience:

  • A server-based distribution list
  • A listserv
  • An external email vendor
  • A personal distribution list
  • A mail merge

The table below compares features of these methods.

  • Choose the method that best fits your needs.
Functionality

Server-Based
Distribution
List

Listserv

External Email Vendor

Personal
Distribution
List

Mail-Merge
Appears in
Global Address List		 Yes No No No No
Has Message Banners (Email Tagging) No No Yes* No No
Maximum
Message Size		 25MB 4MB 25Mb 25MB 25MB
You Can Add External
Subscribers		 No Yes Yes Yes Yes
Requires Dept.-
Level Management		 Yes Yes Yes Yes N/A

Management User
Interface

 Web-based user interface Web-based application Usually a web-based application Client application, e.g., Outlook or Address Book N/A
You Can Modify Membership Yes Yes Yes Yes N/A
You Can Restrict Who Can Post Messages Yes Yes Yes N/A N/A
Allows for
Moderation		 Yes Yes N/A N/A N/A
Allows Peer-to-Peer
Discussions		 Yes Yes No No No
Allows Reporting No Yes Yes No No
Web Archive? No Yes No No No

*Customers can sign up to use StaffBase to get some reporting without email tagging on UCSF Communications.

Using a third-party external vendor

The UCSF Communicators network website is an excellent resource for all things communications, including newsletters, email campaigns, and vendor references.

Improving deliverability starts by registering your newsletters and other mass email campaigns sent using an @ucsf.edu email address through an external vendor; e.g., Constant Contact, Emma, or Salesforce Marketing platform.

  • Communications sent through external email vendors are subject to email tagging.
    • The recommended email vendor to avoid email tagging on your communications is using StaffBase in combination with the UCSF Listserv.

Register your email newsletter today! (Requires MyAccess login.)