Mailing lists

A mailing list consists of a (usually) large list of e-mail addresses to which certain messages are regularly sent. Interested parties can (optionally) subscribe themselves without (or with) the intervention of a moderator.


  • For e-mail messages to internal groups (faculty, departments and services; all or certain personnel categories): use the groupmail web application.
  • For messages to groups of students: use the options on the e-learning platform Ufora.
  • Manage mailing lists yourself: use the Mailing List Server

Mailing list on

  • reside on a DICT server and can be managed via the web
  • to reach an external group (people who do not have a UGent e-mail address)
  • for a mixed group (interns plus externals)
  • for a group not retrievable from central databases
  • useful for associations, research groups, conferences, ...

The management of such a list is done by a personally chosen person, who becomes the owner (and possibly also a moderator). The use of the lists is monitored by DICT. Since a mailing list has many functionalities and most changes are made by the chosen person(s) themselves, they should have the necessary time.

What types of Mailing lists are there?

Depending on the way they function, we can distinguish between two types of lists:

  • On announcement lists subscribers can receive messages without being able to send messages themselves. These are actually newsletters. With this type of mailing list, the information comes from a unique sender to one large number of addressees.
  • All subscribers can exchange information on discussion lists. These lists may or may not be moderated:
    • On a moderated discussion list, forwarded messages to all subscribers are send after they became approved by one of the list moderators. Moderation demonstrates the quality of the list. It make's sure subscribers will not receive, for example, off-topic messages, unsolicited advertising messages (spam), messages that have large attachments, etc...
    • On a unmoderated discussion list messages will be sent to all subscribers as soon as the mailing list management robot receives the messages.

How to create a list?

Create a new list on the Mailing List Server. When filling in the list data, you must take the following rules into account. After verification of the data by the helpdesk, the mailing list is activated and the corresponding e-mail address is provided.

List addresses always end with The list name you chose (the part before the @ sign) must meet the following restrictions and conditions:

  • Only letters, numbers and the "-" sign are allowed.
  • The list name contains only lowercase letters.
  • The list name always starts with a letter.
  • The list name must be clear and cover the content.

We recommend that you put the name together as follows:

  • Abbreviation of the entity (management, faculty, department, doctoral school, lab, research group, conference, etc.).
    Important: to abbreviate the name of a UGent entity, use the abbreviations as in the (paper) administrative guide, namely lw, re, ge, ir, eb, di, bw, fw, ps, ds and ca. /> This also applies to departments.
  • Short indication of the target (audience) of the list.

For example: ""

  • Choose a not too long name for your list, the list e-mail address must be easy to type without too much chance of errors, also by non-native speakers.
  • Don't forget to enter the subject of the list clearly and correctly in the list definition. Specify what you want to use this list for and what abbreviations it represents. For example: "spreading information about the DICT training offer"
  • Also select the correct category in "topics for the list".

In the list overviews (by category or not) the lists are sorted alphabetically .