Mailing lists in Outlook for employees

A large number of (department) mailing lists are automatically created and visible in Microsoft Outlook. Additional specific mailing lists can be requested by employees. 

Good to know before you start your request

Email lists in Outlook

  • ...can only contain students and employees. Please use other tools for mailing lists that contain external users. Contact for advice. 
  • ...are by default visible for all students and employees. 
  • ...can be used by students and employees. (Larger groups are protected: only certain accounts can send emails. See the user rights section below for details.) This in indicated when you are trying to send an email to that group as shown below. External users can get rigths to send to the email list, but that's blocked by default.
  • ...can be recognised by the bold format:
  • ... can be opened by clicking the plus in front of the name. This gives an overview of members and sub-lists. For some groups, clicking the plus is disabled.

More information

  • Default lists (automatically) generated for all departments

    For all faculties/service departments and their sub departments (as listed in the HR system), the following lists are created automatically. 

    • Members list: the list contains all members of a faculty of a research group, as listed in the HR system AFAS, including employee guest accounts. The list is filled and updated automatically and cannot be edited. Examples:
      • BMS Members (contains all BMS employees) or
      • BMS-ABC Members (contains all employees at research group ABC)
    • Members plus list: the list automatically contains the members list mentioned above, but an admin (for example the secretary) can add additional users or additional groups. Examples:
      • BMS Members Plus (contains all BMS employees + for example LISA and MC account managers who work for BMS + others who need to access the BMS P drive)
      • BMS-ABC Members (contains all members of the ABC department + additonal people like internship students or technicians who are officially employed at another group but also work for this group)

    For some departments, the lists may be active but hidden in Outlook.

  • Additional lists on request: available types

    Additional lists are available on request. The following types are available:

    • Type 1: Distribution lists: a mailing list that contains several users, used just to send emails to. Example:
      • A mailing list in Outlook, containing all study advisors for all BSc programmes.
      • A mailing list in Outlook, containing all technicians for the TNW faculty.
    • Type 2a: Security lists: a list that is primarily used to set up rights, not visible in Outlook for emailing. Example: EEMCS Project XYZ. Everybody in that list has access for the project mailbox and the project files on the P drive.
      (Rights can only be granted to 1 'thing', as soon as 2 people need to access something, they need to be put in a list.)
    • Type 2b: Security lists with email address: A list just like 2a, but with an email address on it so also be able to mail to that group.
  • User rights

    There are different types of (user) rights available:


    The Servicedesk ICT can grant edit rights for lists. If you have been granted that access, you can use the Group Manager in Windows (see the Windows start menu) to edit users in the list. Apple users can use the Horizon virtual workspace service to access the lists. 


    To prevent spam, sending email to large groups (like the whole faculty) is by default blocked. The ICT Servicedesk can grant rights to send email to a certain list. Example: The functional mailbox of the Dean's Office is allowed to send mail to that group. Rights may only be requested by the departments secretary or ICT contact person. 


    To prevent spam, sending mail to mailing lists is by default blocked for external email addresses. To grant these rights to external users, contact the ICT Servicedesk. 


    By default, you can click the plus in front of the group's name to see who's in the group. For some groups, this feature can be disabled. That way UT members cannot see who is in the group and cannot email the members individually.  

  • Name policy for Outlook mailing lists

    To make the large number of lists easier to find in Outlook, the name policy has been introduced in 2021. Outlook display name format requirements:

    • the mailing list starts with the abbreviation of the unit or overall University of Twente purpose for which this group was created. Where applicable, this is followed by the name of the sub-unit (department), preceded by a minus sign. This can be followed by a number of descriptive terms, such as ‘Secretaries’ or ‘Admins’
    • any abbreviations of units and their respective sub-units are written in capital letters while any descriptive text is in lower case. The individual words of descriptive texts are separated by spaces, and start with a capital letter
    • to avoid problems with automated processes, underscores and other unusual characters are not used. The following character set is permitted “ABCabc123 .,-&() ”
    • the parentheses are used only to indicate variations; when multiple parameters are used, the individual parameters are separated by commas (e.g. Plus, Test)
    • it is important for lists to be clearly distinguishable from functional mailboxes, to avoid situations in which emails are unintentionally sent to entire groups of people. Situations like this can be avoided by including Members, Group or Employees in the name
    • the assigned name should preferably be in English.

    Examples: EEMCS-BFD Employees or EEMCS-BFD All or EEMCS-BFD SecretaryICT Email Admins (Plus).

    The part of the email address that comes before the @ is the same as the display name described above, in which spaces are replaced with minus signs, and all of the letters are in lower case. Example: The email address of a mailing list ends with and, by default, can only be used from University of Twente mailboxes. Mailing lists for mail traffic from outside the University of Twente can be made available on request.

Mailing list request form

Example: EEMCS Technicians or EEMCS-ABC Technicians. See the name policy section above for agreements on the format. If your request does not meet the agreed format, the admins will change the name according to the agreements.

The email address is automatically derived from the name: 

  • all letters are lower case 
  • all spaces are replaced by -

Example: the list EEMCS-ABC Technicians will get the email address

One or more users possible. Please mention email address or m-number. 

By default

  • all UT members can see that list in Outlook, 
  • can send emails to the list and
  • can see who's in the list.
  • Externals cannot send an email to your list.

If this needs to be changed for your list, please use the other field below to indicate which limitations/changes you want to request.

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