Outlook Addressing Limits
For abuse prevention, our mail server (Microsoft Exchange) has maximum "recipient
limits" for faculty, staff, and student Outlook email accounts. The term
'recipients' refers to the people to whom we are sending an email. This includes
anyone included within the To:, CC:, or BCC: fields, as shown below.
What are the limits?
- Faculty and staff limits are set to a maximum of 100 recipients.
- Students are set to a maximum of 25 recipients.
What about Distribution Lists?
Just to review, as users of the campus Outlook/Exchange email application you
are provided with the capability of creating three types of lists to facilitate
the exchange of messages between groups of people.
- Listservs
Listserv software allows us to set up email lists that users may actively
subscribe to and unsubscribe from at will. These lists generally focus on
a particular topic that is of interest to the members who choose to join.
ListServ lists are recommended for lists that will be exchanging information
among many individuals, both on-campus and off-campus. To apply for a listserv
please complete the online campus application.
- Campus Public Distribution Lists
Public distribution lists are created by our campus email administrator
and maintained by designated individuals who have the ability to add and remove
list members. Public lists appear in the Outlook address book of all campus
users, although only select individuals are able to access closed lists. The
permissions for use of the list and editing rights are set by the email administrator.
Anyone on campus can request that a public distribution list be created by
filling out the online form from the CIT web page.
When sending emails to listservs and public distribution lists each list will
count as one recipient. (Not each member of a list counting as one.)
- Personal Distribution Lists
Personal distribution lists can be created by each individual within Outlook.
Only you can see and use your personal distribution lists; no one else can
access them. Personal distribution lists are stored and managed through your
Outlook Contacts file on a Windows computer and in the Personal Address book
on Macintosh computers.
Personal distribution lists that you create within your Outlook Contacts will
count according to the number of entries.
How will I know if I'm over my limit?
If you attempt to send an email that is over the maximum number of recipients,
the system will generate an error message of "You have exceeded the number
of allowed recipients". At this point you are returned to the composed
message and you may edit it to comply with the recipient rules.
