Transition from Listserv to Office 365 Groups and Distribution Lists Enhancing Collaboration at Emory

Emory plans to phase out Listservs and transition to Office 365 Groups and Distribution Lists over the next couple of years.

Listserv is an email-based system that allows messages to be sent to a group using a single address, making it useful for sharing updates or discussions with large teams or organizations. However, it is considered a legacy tool with several limitations:

• Poor integration with modern collaboration platforms

• Manual membership and security management

• Increased risk of inefficiency and data protection issues

Currently, Emory Libraries and Museum maintain over 150 Listservs, though many are inactive or lack an active owner.

Office 365 Groups provide a modern, integrated approach to collaboration, offering:

• Shared mailbox and calendar

• OneDrive and SharePoint site

• Seamless integration with Microsoft Teams (optional)

• Enhanced SharePoint permissions management, allowing group-based access control for documents and sites, reducing manual permission updates and improving security consistenc

+Distribution Lists will remain available for simple, email-only communication needs.

For a detailed comparison of Exchange Distribution Lists, Office 365 Groups/Teams, and LISTSERV mailing lists, refer to the [comparison matrix].

As part of this transition, we also recommend revamping the main SharePoint environment. SharePoint serves as the backbone for document management and collaboration within Office 365 Groups. By modernizing SharePoint, we can improve usability, security, and enable automation that complements Office 365 Groups.

Emory DeskNet (local IT support community) will host a session with the Emory Messaging Team (EMDS), who will present on the transition from Listserv to Office 365 Groups and Distribution Lists. This meeting will provide an opportunity to learn more about the changes and ask questions directly to the team.

Please note: DeskNet meetings are only open to local IT support staff.

To ensure your questions are addressed, please submit them in advance by January 22, 2026 using the link below:
Submit Your Questions Here: Transition from Listserv to Office 365 Groups

By adopting Office 365 Groups and modern SharePoint practices, we position ourselves for improved collaboration and security—and unlock automation opportunities. This alignment will allow us to automatically add new staff and remove exiting staff based on position attributes, reducing manual effort and ensuring accurate group membership.

1. Improved User Experience

   • Modern, intuitive interface for easier navigation

   • Mobile-friendly design for access on any device

2. Centralized Information Hub

   • One-stop location for policies, resources, and team updates

   • Reduces reliance on scattered documents and email threads

3. Enhanced Collaboration

   • Integrated with Office 365 Groups and Teams

   • Real-time co-authoring and version control for documents

4. Better Security & Compliance

   • Granular permissions aligned with organizational roles

   • Built-in compliance features for HIPAA, FERPA, and other regulations

5. Automation & Workflow

   • Automate approvals, notifications, and document routing

   • Use Power Automate for custom workflows

6. Search & Discovery

   • Advanced search capabilities to quickly find documents and resources

   • Metadata and tagging for better organization

   • Record Mangement

7. Integration with Microsoft Ecosystem

   • Seamless connection to Outlook, OneDrive, Teams, and Power BI

   • Ability to embed dashboards and reports for data-driven decisions

8. Scalability & Future-Readiness

   • Supports growth and evolving business needs

   • Prepares for automation like dynamic group membership based on attributes