Mailing Lists. Mailing List - Manager. BSP Training Team Business Services and Projects. Version 1.0

Transcription

1 Mailing Lists Mailing List - Manager Version 1.0 BSP Training Team Business Services and Projects

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3 Contents Table of Contents 1. Introduction 3 Conventions 3 2. What is a Mailing List? 4 Mailing List Manager 4 Terminology 4 3. Creating a Mailing List 5 4. Getting Started 6 5. Setting up the Mailing List 9 Subscribers 9 Add New Members Individually 10 Upload New Members Using a List 11 Removing Subscribers From a Mailing List 13 Moderators 14 Add New Members Individually 14 Upload New Members Using a List 15 Removing Moderators From a Mailing List 17 Allow (Posters) 17 Deny (Posters) 17 Text (Files) 18 Sublog (Logs) Document Information Further Help & Information 20

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5 Introduction 1. Introduction This manual is designed primarily as a reference guide to provide information about mailing lists and how managers can set them up. There is a separate manual for mailing list users. Both of the manuals are available for download from the UAS Groupware website: Conventions The conventions and icons used in this manual are described below: Indicates additional useful information. Indicates an important piece of information, take particular care to read the information in these boxes. Bold Text [F4] File > Open Indicates menu names and window titles. Keys on your keyboard are indicated in bold text enclosed in square brackets [ ]. Moves through a navigation path are indicated with a >. In this case you would click on the File menu, then select Open Mailing list - Manager v1.0.docx 3

6 What Is a Mailing Lists? 2. What is a Mailing List? A mailing list is simply a list of addresses of people that are interested in the same subject, are members of the same work group, or who are taking class together. When a member of the list sends a note to the group's special address, the is broadcast to all of the members of the list. Mailing List Manager There are a large number of mailing lists and not all of them are accessible by everyone. There are some restricted mailing lists that a person will not be able to subscribe to voluntarily. The manager of such a mailing list keeps complete control over it and they will add and remove people from the list when it is required. One type of electronic mailing list is an announcement list, which is used primarily as a oneway conduit of information and can only be "posted to" by selected people. This may also be referred to by the term newsletter. Another type of electronic mailing list is a discussion list, in which any subscriber may post. On a discussion list, a subscriber uses the mailing list to send messages to all the other subscribers, who may answer in a similar fashion. Thus, actual discussion and information exchanges can happen. Mailing lists of this type are usually topic-oriented (for example, politics, scientific discussion), and the topic can range from extremely narrow to "whatever you think". Mailing list managers have the responsibility of managing their mailing list for people to use, deciding what type of mailing list they would like to create. The manager is also responsible for the up keep of their mailing list. Terminology Subscriber Someone that signs up to belong to a mailing list voluntarily or is included by the mailing list manager to a restricted mailing list. Moderator Is a person that moderates the posts to a mailing list and accepts or rejects them. These people are nominated by the mailing list manager to certain types of mailing lists (e.g. announcement, discussion, work team, etc). Manager A person that maintains a mailing list by adding and removing subscribers and moderators, allowing or denying posters and formatting the text fields if required. Owner Person or Organisation that creates and/or configures a mailing list for a manager. 4 Mailing list - Manager v1.0.docx

7 Creating a Mailing List 3. Creating a Mailing List Contact the BSP Helpdesk via at BSPHelpdesk@admin.ox.ac.uk if you require a new mailing list. Firstly, you should visit the mailing list support web page at: On this web page there is a checklist that will help you identify the type of list you want / need, prior to contacting the Helpdesk. When they have created the mailing list the helpdesk will test your configuration to ensure everything is set up properly. They aim to set up a new list for you and test it in within three working days. Mailing list - Manager v1.0.docx 5

8 Getting Started 4. Getting Started To set your mailing list settings, you must log into your account using your Single Single-On username and password. To Log in to the Mailing List Manager: 1. Open your internet browser and type in the following address: 2. In the Ezmlm Mailing List Manager screen, select Admin Interface for List Owners. 3. The Single Sign-on screen is displayed. 4. Type in your Username and Password, and then click the button. 6 Mailing list - Manager v1.0.docx

9 Getting Started 5. The University of Oxford Single Sign On Confirmation is displayed: 6. Click the button. 7. The Mailing List Manager is displayed listing your mailing lists: The mailing lists are set out in list order and in the example above organised by global (maillist.ox.ac.uk) and divisional (maillist.admin.ox.ac.uk) mailing lists. Each line shows the name of a mailing list that is managed and includes set up options adjacent to the name of the mailing list (some may not be accessible, i.e. it is greyed out). In the left navigation column is displayed. Under this will be an alphabetic link to the mailing lists you have access to as a sub link. Clicking on the individual letters filters what is displayed in the list and will display mailing lists starting with the letter selected. Mailing list - Manager v1.0.docx 7

10 Getting Started The set up options are listed below: Subscribers allows you to add subscribers to your mailing list. Moderators allows you to add moderators to your mailing list. Allow allows you to include additional addresses for the same person. They can then send messages to the list from each address. You can also add unsubscribed people to this list and allow them to post to your list. Deny allows you to prevent messages from being posted from particular accounts. Texts - allows you to edit the standard messages your subscribers receive from the mailing list. Sublog displays the subscriber list change log. 8 Mailing list - Manager v1.0.docx

11 Setting up the Mailing List 5. Setting up the Mailing List The manager has access to the set up options as described above. The set-up options are used depending on how the manager has had the mailing list configured and how they would like to maintain the list. Subscribers This area allows the manager to add and remove subscribers to the mailing list manually. This can be done singularly person by person or as an upload using a list in the plain text format (using notepad). To navigate to the subscribers screen: 1. Click the link adjacent to the mailing list name in the list, to display the subscribers list manager screen. Mailing list - Manager v1.0.docx 9

12 Setting up the Mailing List Add New Members Individually 1. Type the of the subscriber in the Add new member free text box. 2. Click the button. Enter one per line in the free text box to subscribe multiple addresses. 3. The is added to the list on the left side of the subscribers list manager: 10 Mailing list - Manager v1.0.docx

13 Setting up the Mailing List Upload New Members Using a List You may use the upload facility to add multiple subscribers to the mailing list. If an upload is completed for subscribers it will overwrite any subscribers already populated in the mailing list. If you wish to make a large number of changes to an existing mailing list it is recommended that you download the list and save it to a plain text file. You can then edit the file, using something like Notepad, and upload the new list using the procedure outlined below. 1. Beneath the Upload heading, click the button. 2. In the Choose file window, select the.txt file containing the list of subscribers and then click on the button. 3. The File field is populated: 4. Click the button. 5. The review changes screen is displayed: Mailing list - Manager v1.0.docx 11

14 Setting up the Mailing List 6. Review the list to ensure everything is correct. If there is an in the list that should not be there deselect it by clicking on the adjacent to the address to remove the tick and not include it in the upload. 7. When the list has been reviewed and amended, click on the button. 8. The s are added to the list on the left side of the subscribers list manager. 12 Mailing list - Manager v1.0.docx

15 Setting up the Mailing List Removing Subscribers From a Mailing List From the subscribers list manager members can be easily removed for the mailing list. 1. Locate the member in the list you would like to remove. 2. Select the adjacent to the member to remove, and a tick will be placed in the box. 3. Click the button. 4. The member is removed from the list: Mailing list - Manager v1.0.docx 13

16 Setting up the Mailing List Moderators This area allows the manager to add and remove moderators to the mailing list manually. This can be done singularly person by person or as an upload using a list in the plain text format (using Notepad). Moderators are used for a moderated mailing list. This a mailing list which many people subscribe to but where posts must be approved by a moderator before being distributed to the list, thus the need for the mailing list manager to assign moderators. To navigate to the moderators screen: 1. Click the link adjacent to the mailing list name in the list, and the moderators list manager screen is displayed: Add New Members Individually 1. Type the of the moderator in the Add new member free text box. 2. Click the button. Enter one per line in the free text box to subscribe multiple addresses. 14 Mailing list - Manager v1.0.docx

17 Setting up the Mailing List The is added to the list on the left side of the moderators list manager: Upload New Members Using a List You may use the upload facility to add moderators to the list. If an upload is completed for moderators it will overwrite any moderators already populated in the mailing list. If you wish to make a large number of changes to an existing mailing list it is recommended that you download the list and save it to a plain text file. You can then edit the file, using something like Notepad, and upload the new list using the procedure outlined below. 1. Beneath the Upload heading, click the button. 2. In the Choose file window, select the.txt file containing the list of moderators and then click on the button. Mailing list - Manager v1.0.docx 15

18 Setting up the Mailing List 3. The File field is populated: 4. Click the button. 5. The review changes screen is displayed. 9. Review the list to ensure everything is correct. If there is an in the list that should not be there deselect it by clicking on the adjacent to the address to remove the tick and not include it in the upload. 6. When the list has been reviewed and amended, click on the button. 7. The s are added to the list on the left side of the moderators list manager: 16 Mailing list - Manager v1.0.docx

19 Setting up the Mailing List Removing Moderators From a Mailing List From the moderators list manager members can be easily removed for the mailing list. 1. Locate the member in the list you would like to remove. 2. Select the adjacent to the member to remove, and a tick will be placed in the box.. 3. Click the button. 4. The member is removed from the list: Allow (Posters) This setting may be used for a restricted mailing where subscribers are not able to post to it. The manager of the mailing list may decide to allow a person that may or may not be a subscriber post to the mailing list. The procedure to add and remove members to Allow Posters is exactly the same as for Subscribers and Moderators. Please see the Subscribers (on page 9) or Moderators (on page 14) sections for instructions. Deny (Posters) This setting may be used to deny a person form being able to post to a mailing list. This person may or may not be a subscriber to the mailing list. The procedure to add and remove members to Deny Posters is exactly the same as for Subscribers and Moderators. Please see the Please see the Subscribers (on page 9) or Moderators (on page 14) sections for instructions. The mailing list must be configured for this before the Deny setting becomes available. Mailing list - Manager v1.0.docx 17

20 Setting up the Mailing List Text (Files) This section allows the manager to amend the information displayed by the mailing list s if it is required. If you require the text files to be amended please contact the BSP Helpdesk ( Sublog (Logs) This is a log of all changes to the subscriptions for the list. The entries in the method column are explained in the table at the bottom of the page. An example of a log is displayed below: The blue colour identifies that someone has subscribed to the mailing list. The pink colour identifies that someone unsubscribed from the mailing list. The Method column displays how the subscription or unsubscribing was completed. The table below shows the key to the method of subscription and unsubscribing: 18 Mailing list - Manager v1.0.docx

21 Document Information 6. Document Information This document is subject to change amendments will be apparent from a change in version numbering. Revision Date Version Number Revision Changes Summary of Changes Changed By 09/06/10 v0.1 First draft of the manager manual. NBH1 10/06/10 V1.0 Amendments made & document signed off. NBH1 Mailing list - Manager v1.0.docx 19

22 Further Help 7. Further Help & Information BSP Helpdesk Web: UAS Groupware Website: Web: Business Services and Projects Website: Web: 20 Mailing list - Manager v1.0.docx