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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

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 (Formerly Bananatag) 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.

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