Question: When should I just setup an alias versus creating a group list?

Answer (The Long Version):

The purpose of the mailing list is to exchange information on a given topic. Mailing lists may be created for specific projects, topics or discussion threads. They may support open or closed discussion forums, or function as newsletters or announcements.

An alias is an email address that automatically forwards every email it receives to a list of other email addresses, called the alias list. Aliases provide a convenient way to send email to multiple email addresses at once.

A mailing list is basically an email alias. However, unlike aliases, which simply forward all messages, mailing lists are managed by software that supports the application of rules and features such as digests and archives. Mailing list rules allow for the creation of public, private, moderated, and unmoderated list types, control who has permission to post to each list and determine the availability of web-viewable email archives.

Aliases and mailing lists are designed to meet different needs. The guidelines below can help you decide whether you should create a mailing list or if an alias will suffice.

When to Use a Mailing List

• For discussion groups, newsletters, community support forums and regular announcements
• To capture and present email archives
• When email distribution must be strictly controlled
• To allow people to add themselves as list subscribers

Mailing lists have a lot of powerful options. They are perfect for distributing formal and official email to a large number of email addresses and for facilitating open discussions. With all this power comes an abundance of choices. For each mailing list you create, you will have to decide who can access the list, how subscribers are added, whether email archives are kept and visible, who the moderators will be, and a host of other options. Because mailing lists can operate in so many different ways, they can be more work for administrators to manage.

When to Use an Alias

• For support email, simple inquiries and staff contacts
• When email should be forwarded to only a handful of people
• When email needs to arrive freely; if email should not be automatically moderated or screened
• For temporary email addresses

Aliases are a simple and quick way to have email sent from an official email address on your web site to a small group of other email addresses. Email sent to aliases can be scanned for viruses before it reaches the alias mailbox, but is otherwise forwarded without undergoing any kind of rule-checking. This makes aliases great for administrative or event contact email addresses, because even though more spam will get through to an alias, the absence of rules also means that important email to administrators can't get blocked by a moderator or other mailing list rule. This allows administrators to determine for themselves what constitutes a good or a bad email message.

Aliases must be manually updated by an administrator if they need to forward email to new or different email addresses. For this reason, an alias is not a good choice if members or the general public should be allowed to sign up to receive the email. Email sent to an alias is also not archived on the web site. If you are an administrator receiving important business email through an alias, it is important that you retain copies of the email you receive for auditing purposes as this information cannot be retrieved through the web site.

NOTE: Group Lists are not a replacement for Email Marketing services. Group lists still apply to the server's Bulk Email rules that an email can not be sent out to more than 250 people. If you need to reach a large group such as a client list of congregation, you may want to try our local recommendation Emma - www.myemma.com or a company such as Constant Contact for all of your internet marketing and bulk email needs.