Office of Information Technology

Bulk Email Lists

Manage My Lists

OIT provides bulk email lists for distribution of critical messages related to safety, health and campus operations.

About Email Lists

There are currently four mandatory campus lists:

Staff: includes all Benefit Eligible and Part Time Employees that are not also Instructors.
Faculty: includes anyone that is marked as an instructor except for Teaching Assistants and Academic Advisors
Graduate: includes all students in a graduate level program
Undergraduate: includes all enrolled undergraduate students

All current faculty, staff, and students are included in these distribution lists. Membership is mandatory. Membership is automatically maintained through official my.SMU records and the Account Maintenance Automation process.

Retired Faculty and Staff can elect to remain part of these lists after retirement by contacting the OIT Help Desk. Faculty and Staff can also request inclusion in other essential distribution lists by contacting the OIT Help Desk.

Approved Senders

OIT maintains the list of departments who are authorized to send emails to the essential lists. These departments send critical messages related to safety, health and campus operations.

Message Size Limit

The student lists are restricted to 300 KB. Messages sent to the Faculty and Staff lists are restricted to 2 MB.

Message Content

Notifications sent to the lists must be appropriate for the target audience and include critical content related to safety, health and campus operations.

About the Managed Lists

Departments may request a managed list to send information about upcoming events, programming or other information to appropriate audiences. These messages do not meet the requirements for the essential lists; therefore recipients can unsubscribe from receiving messages from these lists.

Update your subscription preferences

Individuals may opt out (or back into) any of the managed lists by visiting mylists.smu.edu. After you log in to mylists.smu, you can view all lists to which are subscribed or eligible to subscribe. To update your subscription, select or deselect the box next to each list and then click Submit your changes.

Students and staff are resubscribed to all lists at the beginning of each academic year. After that, students and staff can adjust their subscription preferences. Faculty retain their subscription preferences as long as their job records and contract paperwork remains current.

Request a managed list

Managed lists can be requested by contacted IT Help Desk.

FAQs for approved senders

What is the difference between the essential lists and the managed lists?

Essential lists (faculty@smu.edu , staff@smu.edu, undergraduate@smu.edu, and graduate@smu.edu) are reserved for content that is mandatory for the University community. These messages are related to safety, health, personnel, and academic business. Membership on these essential lists is mandatory and the ability to send to these lists is limited.

Managed lists are provided to the various departments to communicate non-essential content to the appropriate audience. These include events, newsletters, and other information. Managed lists will be populated with all addresses, but individuals can opt out of these messages at any time.

Who has access to the essential campus bulk lists?

A small group of individuals is permitted to send to these essential lists, includes Public Affairs, Provost, HR, Enrollment Services, Emergency Management, etc. However, they may only use these lists to communicate information that is mandatory for the target audience. For example: annual benefit-enrollment information may be sent to the mandatory list as it is critical information. However, the HR newsletter should be sent using a managed list instead.

Can messages still be sent to a single target audience using managed lists?

Yes. When a requesting a list, please indicate to which target audiences they need to communicate. If all 4 audience types are selected, the requester will receive 4 separate email lists containing the appropriate audience allowing the message to be sent to the appropriate audience.

How do I send a message to the managed lists?

Messages can be sent from Outlook, Webmail or whichever email client you prefer. Messages can also be sent directly from list.smu.edu. The “To” field needs to contain the appropriate email address for the desired list. These addresses will be provided to the requester when the list is created.

How does someone opt-out of the lists?

There are two ways to unsubscribe from the managed lists. At the bottom of each email that is sent to these lists, a custom footer is automatically added with an unsubscribe link, as well as a link to the Subscription Portal page located at mylists.smu.edu.

Is there a way for a department to know how many individuals are subscribed to their managed lists?

Yes, a subscription report is emailed automatically to the list owners with the number of addresses subscribed on a monthly basis.

Can a list be requested for a single event?

Lists should only be created for recurring use. If there is a one-time event, please utilize the existing lists in your department whenever possible. Exception requests will be reviewed for approval.

As new employees or students arrive, are they added to the appropriate lists automatically?

Yes. A process is in place to add all new employees to all of the lists when they are hired. Students are also subscribed automatically. Student lists are refreshed on an annual basis.

Can someone subscribe to a list from which they previously unsubscribed?

Yes. They can opt-in to any of the lists via the Email Subscription page at mylists.smu.edu.