FAQ about mailing lists

  • This is a list of instructions for managing mailing list.  If you can not find the information you need, please log a ticket via ihelp so we can provide the any necessary information.

     

    Logging into the mailing list

    Go to http://listserv.iup.edu

    All mailing lists have an owner account.  The owner account name is in the format owner-mailing-list-name.  For example, if the mailing list address is dept-acct@iup.edu, the username entry would be owner-dept-acct.

    Enter the password for the "owner" account.

    Click Login.

    Proceed with your mailing list maintenance.  Please note that you can not log into an RBEA owner account.

    Adding (or subscribing) email addresses to a mailing list.

    When you are logged into the mailing list, you will see a folder list in the left pane.  You will right click on the list name folder (the one that's below the gray line, not the owner address).  From the menu list that appears, choose List Settings...

    Now click on the Subscription tab.

    To add (or subscribe) an email address

    1. In the Single User text box, enter a valid email address.
    2. Click Subscribe.
    3. Repeat until you've finished with your additions.

    Removing (or unsubscribing) addresses from a mailing list.

    When you are logged into the mailing list, you will see a folder list in the left pane.  You will right click on the list name folder (the one that's below the gray line, not the owner address).  From the menu list that appears, choose List Settings...

    Now click on the Subscription tab.

    To remove (or unsubscribe) an email address

    It's easiest to use the filter when unsubscribing, particularly if your list has many subscribers.

    1. In the Filter text box, enter part of the email address (for example - for jdoe@gmail.com, you could enter jdoe).
    2. Click Display.
    3. Locate the address you wish to unsubscribe. Select the checkbox in the first column, next to the address. You can check multiple addresses, and you can check all addresses by clicking on the checkbox in the grey bar at the top next to Email Address.
    4. Click Unsubscribe.
    5. To remove the filter, simply clear the Filter text box, then click Display.
    6. Repeat until you've finished with the removals.

    When you have completed your list updates, click Log Out.

     

    Adding (or subscribing) a group of addresses.

    Create a .txt document that contains the email addresses

    In order to add many email addresses at once, you will have to create a .txt document that contains all the of email addresses you want to import.  This document can only contain one email address per line and must be saved as a .txt file.

    1. Go to Start | All Programs | Accessories | Notepad
    2. Enter each email address and press the Enter key after each one, so there is only one email address per line. If you already have a list of addresses in another document, you can copy the email addresses from the document, and paste them into Notepad.  However, be sure you edit the document so there is only one email address per line. 
    3. Save and close the .txt document.  Make sure you know where you saved the document.

    When you are logged into the mailing list, you will see a folder list in the left pane.  You will right click on the list name folder (the one that's below the gray line, not the owner address).  From the menu list that appears, choose List Settings...

    Now click on the Subscription tab and you are ready to import your list of addresses.

    Import the addresses from the .txt file

    1. Click on the Choose File button (next to Import List:).
    2. Browse to where you saved the .txt file and double click on it.
    3. Click on the Subscribe button.
    4. You will then see the list of new email addresses in the Subscribers area. 
    5. Click the Close button.

     

    Redirect a message to a moderated mailing list.

    When you are logged into the mailing list, you will see a folder list in the left pane.  You will look at the folder under the list name folder (the one that's below the gray line, not the owner address).  You will see 3 subfolders (approval, reports, and requests).

    Check for messages waiting for approval

    Any message sent to a moderated list will be delivered to the approval folder for the owner's review. To review the message(s) in the approval folder, follow the below directions.

    1. If you don't see the approvals  folder, click on the plus sign (+) next to the list name to display the folders.
    2. Click on the approvals folder in the folder list. This will display the list of messages waiting for approval.
    3. Click on the message you wish to review. In the preview pane, you will see This message is waiting for approval, followed by a link that says Approve message for list.
    4. If you wish to approve the message, click on the Approve message for list link.

      If you do not approve the message, click the Delete button on the toolbar. This will mark the message for deletion. You can remove it by clicking Purge.

     

    Recover disk space for a mailing list.

    When you are logged into the mailing list, you will see a folder list in the left pane.  You will need to review these folders to delete messages from the mailing list.  There is a quota bar near the bottom of the menu pane.  This will show you how much space the list is currently using.

    Remove messages

    1. From the folder pane on the left side, click on a folder.
    2. Review the messages in the folder. To delete a message, click on the checkbox next to the message, then click Delete.
    3. When you have finished deleting messages in that folder, click Purge Deleted.
    4. Repeat these steps for each folder.

     

    Commonly used terms when working with mailing lists.

    Posting - Sending a message to mailing llist for redistribution to subscribers of the list.

    Subscribers - The email addresses that receive messages sent to the list.

    Archive - Copies of all postings sent to a mailing list.  Archives are only available for full featured mailing lists.

    Digest - Option to receive a periodic collection of mailing list postings in a single message rather than individual messages.

    Moderated list - A mailing list where a person is designated as the moderator, and the moderator determines which messages are delivered to the list.