Advantages:
- Only function account required
- Personal RPTU accounts and passwords are not shared.
- Coordinated processing of incoming emails possible
Disadvantages:
- If emails are downloaded and/or deleted by one person, they are no longer visible to the other persons.
- To prevent unauthorised access, the password of the function account must be changed regularly (at the latest when a person leaves and should therefore no longer have access). The change must then be announced to all persons who continue to be authorised to access the account and must be configured for them.
- The procedure for processing emails must be agreed upon in order to avoid emails being processed twice or not at all.
Examples of use:
For a secretariat or dean's office, the (joint) use of a function account is a good idea. In the event of a substitution, the account name and password of the function account can simply be communicated to enable a seamless handover.
Request a function account
You can apply for a function account the same way as for a staff account via the account management. Enter the desired function email address directly in the "Bemerkung" (Comment) field.
FAQ
on the subject of function accounts
Distribution list
An email distribution list ensures that the emails sent to the email address of the distribution list are distributed to several recipient addresses.
The distribution list does not have its own mailbox in which the incoming emails are collected. Each incoming email is merely duplicated and sent to all email addresses on the list. The original message is not kept on the mail server afterwards.
Advantages:
- No passwords have to be shared.
- Through the implementation used at the RHRZ, management and authorised representatives of an organisational unit (OU) can control via an AD group to whom the incoming emails are to be distributed.
- By controlling via an AD group, which can only contain valid RPTU accounts, sending to recipient addresses that are no longer accessible is prevented.
Disadvantages:
- Email loops are not or hardly prevented.
- No access to old emails
- No email or web interface for administration
- Additional persons cannot log in/out via a web interface.
- No protection against unwanted messages from third parties.
- Due to the implementation used at the RHRZ, distribution to external email addresses is not possible.
- Procedure for processing emails must be agreed upon in order to avoid emails being processed twice or not at all.
Examples of use:
You can use a distribution list to forward emails addressed to a functional email address to the responsible persons.
They are less suitable for sending newsletters or similar, since, for example, distribution to non-members of the RPTU is not possible. Furthermore, a distribution list offers no protection against it being used by third parties to send unsolicited messages.
Request a distribution list
You can apply for a distribution list informally by sending an email to rz-support(at)rptu.de.
The email should contain the following information:
- organisational unit (4-digit OU-ID)*
- desired email address of the distribution list
*The OU-ID of your organisational unit can be found at https://am.rz.rptu.de/oubaum.php. It usually corresponds to the respective MACH cost centre.
Mailing list
In contrast to a simple distribution list, a mailing list has its own mailbox. It is also administered via a web interface, which offers you more extensive setting options.
When you create a mailing list, you can, for example, set whether emails from outsiders are also distributed to the mailing list members, or whether only (individual) members of the mailing list may send messages to all other members of the mailing list.
In addition, it can be configured whether emails are distributed directly after receipt, first released by a moderator or, for example, distributed as a daily digest.
Via the web interface, members can access the mailbox of the mailing list (as far as access has been granted by the administrator) and subscribe or unsubscribe to the mailing list.
Advantages:
- No passwords have to be shared.
- Has its own mailbox in which all messages sent via the mailing list are stored.
- Web interface for administration and mailbox access.
- Further persons can subscribe to the mailing list via the web interface.
- Members of the mailing list can also read emails sent via the mailing list before they became members.
- Moderation/protection against unwanted messages possible
- Distribution to external email addresses possible
- Unreachable recipient addresses can be removed from the mailing list for the future by the moderator.
Disadvantages:
- Email loops are not prevented.
- Comparatively high effort for initial set-up, administration and moderation.
Examples of use:
Mailing lists are good for exchanging information within a group and especially with non-members of the RPTU. The larger the group of members the more moderated functions become relevant.
It is also possible to send newsletters via a mailing list. The fact that, for example, interested parties can register themselves (if necessary after being reviewed by the moderator) or terminate their membership is an advantage here.
Create or subscribe to mailing list
list_name@uni-kl.de
https://lists.uni-kl.de/uni-kl/
list_name@rhrk.uni-kl.de
https://lists.uni-kl.de/rhrk/
(Expected from April 2023:
list_name@lists.rptu.de
https://lists.rptu.de)
FAQ
on the subject of mailing lists