Distribution lists

Definition
A Distribution List is a list of e-mail addresses of people who are interested in the same subject, are part of a service, are attending a particular class in a particular subject or who in some way make up a group with common interests.

Types of mailing lists
There are two systems for using email distribution lists, the Groups in the global directory of contacts at the University's headquarters and the ‘Mailing lists’ created by users.

• Groups in the University's global contact directory: These are group addresses, automatically updated every day according to the information contained in the central systems, which correspond to groups of students who are part of a course in a given academic year, or general groups of users of a given type in a given organic unit of the University, more details on this system in the chapter on ‘How to use Groups in the global contact directory’.
• Mailing lists created by users: These are email distribution lists created and maintained by staff or professors that provide all the mailing list functionalities, more details on this system in the chapter on ‘Microsoft 365 Communication Groups’.

How to use Groups in the global contact directory
There are two types of groups in the global contact directory, (1) groups that correspond to students enrolled on a course in a given academic year, (2) groups that correspond to types of users in a given organisational unit of the University. These group addresses can be found directly in the Address Book of Outlook (or any email client compatible with the Microsoft Exchange service) or from the Outlook portal on the web (portal.office.com), simply by searching for the name of a course or type of user.

• Groups corresponding to course students: The group corresponding to a course in a given academic year is made up of all the students enrolled on that course in the chosen academic year. To get the address of a course you have to search for the name of the course or the course code in the Outlook address book, for example searching for the word ‘Theology’ you get several groups that correspond to several courses containing the word ‘Theology’, all groups relating to courses are followed by the academic year of enrolment. The group with the address 1181-2021.lisboa@ucp.pt will contain all the students enrolled on course 1181 in the academic year 2021.
  The email address for these groups takes the form ‘course code’-‘academic year’.lisboa@ucp.pt. Sending an email to these groups corresponds to sending an email to all the students who are part of the group.
• Groups corresponding to types of users: There are also special general groups that represent all the users of a particular type in a particular organisational unit of the University, the possible types of users are:

1. Professors-‘Unit’-Lisbon - Employees with a teaching relationship in the ‘unit’ at Headquarters/Lisbon
2. Staff members-‘Unit’-Lisbon - Staff members working in the ‘unit’ at the Head Office/Lisbon
3. Researchers-‘Unit’-Lisbon - Employees working in research at the ‘unit’ of the Head Office/Lisbon
4. Service Providers-‘Unit’-Lisbon - Employees who provide services to the ‘unit’ at Headquarters/Lisbon
5. Scholarship Holders-‘Unit’-Lisbon - Employees working on scholarships at the Head Office/Lisbon ‘unit’.
6. Trainees-‘Unit’-Lisbon - Employees working as trainees at the ‘unit’ of the Head Office/Lisbon
7. Staff-‘Unit’-Lisbon - Employees and professors in the ‘unit’ at Head Office/Lisbon
8. Students of ‘Unidade’-Lisbon - Students with active enrolment in ‘unidade’ at Head Office/Lisbon
9. Alumni of ‘’Unit‘’-Lisbon - Former students who have completed a course at (after 2010) the ‘’unit‘’ at Headquarters/Lisbon
10. Staff-Lisbon - All staff (teaching and non-teaching) at Headquarters/Lisbon
11. UCP Lisboa Students - All students at the Head Office/Lisbon
12. Alumni UCP Lisboa - All former students (after 2010) of the headquarters/Lisbon

These special groups can only be used by staff belonging to the respective organisational units to which the groups relate.
 

Microsoft 365 Communication Groups

The University has the Microsoft Office 365 system, which offers functionalities for creating, maintaining and using email distribution lists, also known as Microsoft 365 Communication Groups.

You can find out more about Microsoft 365 Groups via the following links:

• https://support.microsoft.com/pt-pt/office/conhe%C3%A7a-os-grupos-do-microsoft-365-b565caa1-5c40-40ef-9915-60fdb2d97fa2
• https://support.microsoft.com/pt-pt/office/introdu%C3%A7%C3%A3o-aos-grupos-do-microsoft-365-no-outlook-b86c141b-39cf-49d9-a4db-124c3d786204