IT Services

Mailing List Creation and Deletion


1. Who may own a mailing list

Any current University staff, Member of Congregation, or Graduate Student may apply to manage a mailing list.

A Club or Society recognized by the Proctors, must first get an Oxford Single Sign-On (SSO) username to act as the List Owner. See

College JCR, MCR and college club lists must be owned by a member of staff or IT Officer so that the ownership does not have to change each term/year.

The List Owner can add any member of the University with a SSO account as a Manager of a List with the same rights as the Owner (or less).

2. Acceptable subject matter

Mailing lists covering any subject matter relating to the academic or social/cultural life of the University will be accepted. The majority of members, and of list traffic, should be internal to the University - OUCS's remit does not include the provision of a general world-wide mailing list service.

If you want a list which does not meet the above criteria, there are several commercial sites which offer mailing lists, for example Yahoo! Groups.

3. Requesting the creation of a mailing list

If the ownership and subject matter conditions are met (see above), send a message to The message must contain the following information:

List name
Your preferred name for the list. The list name should be meaningful to other members of the University i.e. not initials. If it is a college list of any sort, the college must be identifiable.
List Name Characters
The name must start with a letter and be made up from the following set of characters:
  • lower case letters
  • digits
  • hyphen '-'
  • underscore '_'
List Topic
A brief description of the list's topic.
The Single Sign-On (SSO) username to own the list
The username to be used to manage the list via Other SSO usernames can be added as Managers by the List Owner.

You will receive a message (usually within one working day), either telling you that your request has been approved and the list has been created, or that your request has been denied.

When your list is created a mail alias will be created which will redirect all mail sent to the list owner to you. For example, if your list was called mylist then any mail sent to would be passed on to the email account of the list owner.

4. Requesting the deletion of a list

A list owner may request that their list be deleted at any time. Send the request to

Obviously, the list owner should warn any remaining subscribers that the list is about to be deleted!

5. When a list owner leaves

The list owner will be reminded when their University Card is about to expire, that the list needs a new owner.

To change ownership of a list, email with the name and Oxford Single Sign-On account of the new owner.

Two months after the previous owner has left, if the list appears to be active, an attempt will be made to find a new owner- other wise the list will be deleted.