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University of Tartu IT wiki

In this guide, you will find instructions on how to use the mailing list service.

This guide regulates the use of the University of Tartu mailing list service.

Mailing list management interface SYMPA:

For more information, contact IT helpdesk.

The service is to achieve and support the goal stipulated in the statutes of the University of Tartu.

The target group of the University of Tartu mailing list service is primarily the academic structure of the University of Tartu, students, administrative and structural units. Secondly, the University of Tartu offers a mailing list service to other educational and research organizations such as corporations, research organizations, etc.

  • It must be taken into account that the number of users of the University of Tartu mailing list service and the number of lists on the server is large.
  • It is very important to make sure that mailing lists are only used for their intended purpose, that the IT department's recommendations are followed when choosing the name of the mailing list, and that the name and content of the list are consistent.
  • The name of the list must make it clear whether it is a university-wide mailing list, a list necessary for the work of a structural unit, a list for a specific subject, major or field, or a list for a project or an academic organization.
  • In the case of exceptions, the IT department makes a decision, involving specialists from other structural units of the university if necessary.


  • Do not send spam through the mailing list.

  • The mailing list administrator must have knowledge of mailing list management and be actively involved in managing the mailing list.

The clients of the service are divided into two groups depending on the client's affiliation with the university:

  • Group 1 - Customers closely associated with the university
    • Administrative and support structure units

    • University institutions

    • Other UT institutions and organizations

    • Faculties

    • Courses

    • Students of majors

  • Group 2 - customers indirectly connected to the university
    • Sororities and student organizations

    • Scientific topics

    • Other educational and research organizations

The first step is to link your email address to the mailing list software SYMPA, because most of the options in the SYMPA user interface require entering a password.
NB! The password is not the same as your password in the central information systems of the University of Tartu.
To set the SYMPA password, click the "Log in" button at the top of the page and then "Log in for the first time?" or "Forgot your password?". If the corresponding online form is filled out, a confirmation letter with a validation link will be sent to the entered email address, where you can set your own password.

From the SYMPA web interface, you can browse existing public mailing lists using the search and list, read brief information about them, and in the case of public mailing lists, you can also access the archive and apply to join the list, i.e., subscribe to the mailing list.

In the case of self-subscribed mailing lists, in addition to the archive, you can usually also view the list of subscribers, if the owner of the list has not disabled it. If you browse through the mailing lists you have subscribed to and click on one of them, a selection of settings will open under the "Member preferences" button - whether you want to receive emails (normal) or not (no mail), whether you want to receive all emails at once as a summary (digest).

To stop being a member of a list, you can perform with action from the home page of the corresponding mailing list in the SYMPA web interface, from the "Leave list" option.

When writing to lists, general rules of courtesy and internet etiquette apply. The same letter can be sent to up to 3 different lists at the same time. The limitation of cross-mailing comes from the fact that many people may be subscribers to several mailing lists, and the same information would reach them many times through different mailing lists, unnecessarily cluttering the inbox.

When sending files by e-mail, you should follow the practice of not attaching large files to the letter, but uploading them to the Internet and sending them by e-mail, only a reference to the files.

The mailing list will be closed if:

  • The owner or administrator of the mailing list wishes to do so.

  • This procedure or other university rules are violated or the email list does not meet the requirements.

  • At least 12 months have passed since the last post on the mailing list.

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