Email Lists and Groups Guide
As you make decisions on how to manage email distribution lists and groups, consider these services offered to the Texas State community.
Important: Be sure to fully understand proper use and best practices associated with Data Classification (Confidential, Sensitive, and Public Information). See Data Classification definitions below and contact ITAC if you have questions.
| TXST Email (BobcatMail) | Conscribed Lists | Bulk Email Builder | Distribution Lists | Shared Mailboxes | Microsoft Teams | Group Mailing Lists | |
| Use Type | Send and Receive email to your individual mailbox | Send email to large campus groups (e.g., faculty, staff, students) | Send email to smaller campus groups (e.g., freshmen, full time staff, building occupants) | Send and Receive email to a group of Texas State users only | Send and Receive email to Texas State or Non-Texas State users | Send and Receive email to Texas State or Non-Texas State group members | Send email to Texas State or Non-Texas State users |
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| Individual email account used for Texas State-related business. | Large scale distribution list to individuals who share the same relationship to the university. | Online web application used o export smaller lists or create a temporary email address. | A group list whereby Texas State users are added via the Online Toolkit (Role Management). When email is sent to the address from another Texas State email account, all members received the email to their individual mailbox. | A email account equipped with a fully functional mailbox and calendar. Texas State users are added via the Online Toolkit (Role Management). When email sent to this address from an on- or off-campus address, it is received to the Shared Mailbox inbox. | Groups can be created through Microsoft 365. The owner of the group has full management control over membership. A new group email address will be created based on the group name. Email sent to this group email address will automatically deliver to all members. | Allows you to have an email distribution list that includes users outside Texas State. | |
| Mobile Access | Yes via BobcatMail, the devices mail app, or the Outlook app. | Yes via BobcatMail, the devices mail app, or the Outlook app. | Yes | Yes via BobcatMail, the devices mail app, or the Outlook app. | Yes via BobcatMail | Yes via Microsoft 365 | No |
| Group or List Management | No | No | No | Membership managed via Role Management (via the Online Toolkit) | Membership managed via Role Management (via the Online Toolkit) | Membership managed in Microsoft 365 by Team Owner | Membership managed via subscription lists |
| Available To | Faculty, Staff, and Students | Faculty and Staff in Specific Offices | Faculty and Staff | Faculty and Staff | Faculty and Staff | Faculty, Staff, and Students | Faculty and Staff |
| Data Classification Type Allowed |  | | | | | | |
| Learn More | Group Mailing Lists Support |
Data Classifications Defined
Confidential Information Data Sensitivity: High
| Protection of data is required by law (e.g., TPIA, FERPA, and HIPAA data) or contractual agreements. Confidential information presents the most serious risk of harm if improperly disclosed. Examples: social security numbers, credit card info, personal health records, student records, crime victim info, library transactions, court sealed records, access control credentials |
Sensitive Information Data Sensitivity: Moderate
| Data that is releasable in a controlled and lawful manner under the Texas Public Information Act. Sometimes considered public, some assurance is required so release of information is both controlled and lawful. Unauthorized disclosure of sensitive information could adversely impact the university, individuals, or affiliates. Examples: performance appraisals, employee birth dates, student email addresses, donor information, voicemail, contents of email, unpublished research |
Public Information Data Sensitivity: Low
| Information shared broadly, without restriction, and at the complete discretion of the owner. From the perspective of confidentiality, public information may be disclosed or published by any person at any time. Examples: job postings, service offerings, published research, directory information, degree programs, general information about university products and services |