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Sometimes it’s easier to send SharePoint Announcements out to a mailing list that your users are already subscribed to rather than trying to get everyone to browse to your Announcement List and subscribe themselves or to manually subscribe everyone yourself.

Another added benefit is that subscribers of your mailing list are already used to receiving messages from that list so this won’t be such a new thing (although the email address that posts these messages will be new).

Here is how iSchool IT did this.

Provision a Shared UW NetID

  • Ideally you will create a new/unique NetID just for this purpose. The reason is you don’t want this email address being used for anything else and you don’t want this SharePoint/Mailman relationship to suddenly break for any reason. A dedicated NetID for a dedicated purpose is best.
  • You can get a Shared UW NetID here:

https://www.washington.edu/computing/forms/shared/index.cgi

  • Make sure this NetID has a strong password and record it somewhere, it only has one function so you won’t need to remember it once this has been configured.

Forward the UW email for your Shared NetID to your Mailman list

  • Log into MyUW (https://myuw.washington.edu/) as the Shared NetID you just provisioned.
  • Click Change Email Forwarding.
  • Forward the email to your Mailman list: <list name>@uw.edu

Add the NetID to SharePoint

You can’t subscribe to a SharePoint Announcement List unless you have permission to do so and the easiest way to do this is to add the NetID you just provisioned directly to this list with the Read permission.

Subscribe the NetID to the Announcement List

  • Browse to your SharePoint Announcement List using using the NetID you just provisioned.
  • Click the List tab and then Alert Me > Set alert on this list
  • We left all the defaults alone since we don’t post announcements very often but you are of course free to adjust any variable or interval as it best suits your needs.
  • Click OK to save your alert preferences.

Allow the Announcement List to post to your Mailman list

  • Browse to the administrative interface of your Mailman list with an account that is an Administrator for this list.
  • Click Privacy options > Sender filters

If your SharePoint site is on sharepoint.washington.edu
[The UW IT on-premise SharePoint 2010 service.]

  • Add a_spnotification@u.washington.edu to the “List of non-member addresses whose postings should be automatically accepted.” field and submit your changes.

If your SharePoint site is on SharePoint Online
[The UW IT Office 365 service hosted by Microsoft.]

  • Add no-reply@sharepointonline.com to the “List of non-member addresses whose postings should be automatically accepted.” field and submit your changes.

Qualify alias as explicit to or cc

  • Browse to the administrative interface of your Mailman list with an account that is an Administrator for this list.
  • Click Privacy options > Recipient filters
  • Add the Shared UW NetID email address to the “Alias names (regexps) which qualify as explicit to or cc destination names for this list.” Be sure to use the exact same format (@uw.edu, @u.washington.edu, etc.) as you did when you set up the forwarding.

Done! Now every time you post a new SharePoint Announcement to your Announcement List it will be sent to your Mailman list. Feel free to test before you need it, we suggest making the subject and body of your test post an obvious test so users recognize this.


If you have any questions after reading this article or if you need any help, please don't hesitate to contact the iSchool IT Help Desk.

http://ischool.uw.edu/help
(206) 616-3086