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IT Support / E-mail and calendar

Email lists

Outlook's address book includes automatic email lists, locations, students, student lists and groups at HiOA.

Contents

Types of email lists

Email lists in Outlook Address book

All types of email lists can be found in the Address book in Outlook.

We distinguish between:

  • email lists by organisational affiliation
  • student lists
  • other email lists

Skjermbilde: Adressebok i Outlook

There are two types of email lists:

  1. Automatically generated lists according to organisation affiliation
  2. Regular email lists

1. Automatic lists according to organisation affiliation

You will find the lists in the address book in Outlook under the Organisation> Employees (by organisation).

  • Automatic lists are generated by organisational affiliation, and they only change in the event of new or changed working conditions.

Important! Sending email to a list

Email lists at the top level

Note that if you for instance wish to send an email to a faculty, all the faculties will receive this email when you are using an email address at the top level of the organisational structure of Outlook.

The email list is linked to all email addresses below the top level.

You should therefor scroll down to the desired unit or email list before sending your email. 

The overview of the employees in the unit (the list) that you want to send the email to can be found in the right column.

  • Right-click on the unit: Select New message.

Skjermbilde: Sende melding fra Adressebok til organisasjonsliste

2. Regular lists - Other lists

Under Other lists, you will find all lists that are not created on the basis of organisational or class affiliation.

  • You will find lists according to local identity, variety, associations and other groups, places etc.

The lists can be found in the address book in Outlook under the tab Organisation > Other lists. See the screenshot below.

Trade union lists

There are some exceptions when it comes to trade union lists. These can be seen online in the overview of normal email lists for employees. Should you wish to add a member / extend the list, contact the list administrator.

  • NB! Some lists - including trade union lists - cannot be found in the address book in Outlook due to privacy considerations.
  • The trade union lists are available in the normale email lists on the Internet (requires a username and password) 

Important! Sending email to a list

When you send an email to the list, you will send it to all the members of the list in question.

The members can be found in the right column.

  • Right-click on the unit: Select New message.

Skjermbilde: Sende epost til vanlige lister

How to create an email list

You can create a group in Office 365 and add members. You interact with the group by sharing documents/files etc. and emails in a group space - also available in Outlook Online. Groups in Office 365 replaces previous mailing lists.

Create a group in Office 365.

Student lists

  1. Email lists at the top level
  2. Names of student lists

1. Email lists at the top level

Note that if you for instance wish to send an email to a faculty, all the faculties will receive this email when you are using an email address at the top level of the organisational structure of Outlook. 

The email list is linked to all email addresses below the top level. You should therefor scroll down to the desired unit or email list before sending your email. 

2. Name of student lists

The lists are automatically created from the information registered in the student register FS, the National Student Database

Changes in FS will therefore lead to corresponding changes in the student lists that are updated every night.

The lists are generated based on the following data in FS: Location - faculty, institutes and groups

  • Format: stud-<type>-<stedsnavn>-liste@stud.hioa.no.

Examples:

  • stud-fakultet-tkd-liste@hioa.no
  • stud-institutt-iprod-liste@hioa.no
  • stud-gruppe-pd-prdem-liste@hioa.no
Group:
  • Format: stud-gruppe-studieprogram-<studieprogramkode>-liste@stud.hioa.no
  • Example: stud-gruppe-pd-prdem-liste@hioa.no
Programme of study
  • Format: stud-studieprogram-<studieprogramkode>-liste@stud.hioa.no
  • Example: stud-studieprogram-mapd-liste@hioa.no
Year group
  • Format: stud-kull-<studieprogramkode>-liste@stud.hioa.no
  • Example: stud-kull-mapd-h2011-liste@hioa.no
Class
  • Format: stud-klasse-<studieprogramkode>-<terminbokstav><årstall>-<klassekode>-liste@stud.hioa.no
  • Example: stud-klasse-mapd-h2011-a-liste@hioa.no
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