Sending Internal Department Emails

When communicating important updates, announcements, or events to an entire department, effectively using LISTSERVs can ensure that your message reaches all members quickly and efficiently. This guide will walk you through the process of emailing department-wide LISTSERVs.

How To Use LISTSERV 

For your convenience, our Admin team provides multiple email lists and LISTSERV’s to ensure your message reaches the right audience. The process for using these differs based on the group, so please reference the below chart for important details to make sure your message goes through.

Submitting Emails to a HOBI LISTSERV

When sending an email to a HOBI LISTSERV, the process differs depending on whether you are using your employee email or a shared mailbox.

Submitting Emails from an Individual Email

1. Address your email to the appropriate LISTSERV and send.
2. Your message will be sent to LISTSERV moderators for approval and distribution.

Submitting Emails from a Shared Inbox

If emailing from a group email address (HOBI-Administration, HOBI-HR, HOBI-Health), a confirmation email will be received. Follow the instructions to move your message into the approval stage.

1. Address your email to the appropriate LISTSERV and send.
2. An automatic approval request will be sent back to you at the email you sent your message from. You must click on the included link in this email to approve the message for submission to our moderators.
   • Please note, you much be on the UF Health network or VPN to complete this process. 
3. Once approved, your message will be sent to LISTSERV moderators for approval and distribution.

Calendar Invitations Using a LISTSERV

When using these the for outlook calendar invites, attendance tallies will not be recorded.

Why? This is a known Microsoft issue. Individual responses cannot be tracked.  
Workaround: Email HOBI-Administration@ufl.edu to request a full list of email addresses to add manually to the invite.