E-Mail to everyone in your Kerio Connect domain


2013/06/17

Sending an email that goes to everyone in your Kerio Connect domain sounds simple, doesn't it? It actually is - you just need a group that includes everyone. That's easy enough, especially if you use a directory service that creates that group automatically. In that case, you just import the group from the directory service and assign it an email address.

If you don't use a directory service, you'll need to remember to update that group when you add or delete email users, but as you can select everyone at once, that's no great hardship.

Another way to accomplish the same thing is to create an "everyone" alias that delivers email to a public folder rather than an email address. Share that folder with whomever you like.


An alias delivering to a public folder

That also has the advantage of fine tuning who sees and controls these emails

Access rights for a public folder

There is a problem, though: if you have an "everyone" group or alias, people from the outside world can spam all your users at once. If that's not acceptable, what can you do?

There are actually a number of ways to do this. Each has its own advantages and disadvantages, though.

A shared Contact group/distribution list

A distribution list (now called "contact group") is an internal group. See Kerio Connect Webmail Distribution lists

Contact Group/Distribution List

Unlike a group, these are not available from outside.

These are created by individual users, but can be put into Public Folders and thereby shared with everyone. See "Consider using Kerio Connect Contact Groups instead of Mail Groups"


A mailing list

Kerio Connect's mailing lists are an under-utilized feature. As you can control who can post to the list and the people who receive it, this can be a great way to have an "everyone" address. For example, you could restrict posting (sending email to the group) to an administrative group only.

On the members side (people who receive the email sent to the list), maintenance is a bit annoying, but a csv import function makes that a little easier and the list is just a text file on the server, so you could write an external script to keep it updated.

Or you could just instruct new users to join the list or miss out on important communications. All the admin has to do is approve the membership request. If members can post, this takes care of protecting from outside use.

A domain limited user

This method has the disadvantage of consuming a user license (none of the others do), but does have some interesting aspects.

You create an "everyone" group as before, but you only put one user in it. This is a new user who forwards everything to whomever you want. The "everyone" group is set to be limited to your domain

Limiting a group

Note that the user you put in the group is now prevented from sending or receiving outside of your domain, so no outside person can send email to him directly either, therefore don't use an existing user!

You'll need to update this user's forwarding as you add and delete users, of course.

A post at the Kerio forums suggests obfuscating this by having that user forward to an oddly named group that includes everyone. It could also forward to oddly named alias that delivers to a public folder.



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