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Email Lists and Groups

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!

 

Texas State Email (BobcatMail)

Conscribed Lists

Email List Management Web App

Distribution Lists

Shared Mailboxes

Office 365 Groups

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
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Description

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 to export smaller lists or send email directly from the online tool.

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 Office 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.

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 Office 365

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 Office 365 by Group Owner

Available To

Faculty, Staff, and Students

Faculty and Staff in Specific Offices

Faculty, Staff, and Students Faculty and Staff Faculty and Staff Faculty, Staff, and Students

Data Classification Type Allowed

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Data Classifications Defined

Confidential Information

Data Sensitivity: High

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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

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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 e-mail addresses, donor information, voicemail, contents of e-mail, unpublished research

Public Information

Data Sensitivity: Low

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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

Learn more about Data Classification best practices.