E-mail Listserv (Mailman)

What is Mailman??

Mailman is a mailing list program, or "listserv." You may create a mailing list when you have a group or organization that needs an efficient means of communication via e-mail. Members with appropriate permissions can send an email to the list, and that email will be sent out to all others on the list, keeping everyone updated. List administrators also have access to additional features such as spam filters and moderation settings.

Who Has Access?

Anyone with an email address can join a mailing list (some lists require moderator approval before they will allow you join). If you wish to create a Mailman mailing list, you must be associated with OSU and have an ONID account.

Using Mailman

To create a Mailman mailing list, you must have an ONID account. See the List Administrators page for help setting up a mailing list.

How Do I Access Mailman?

You can access Mailman on the following website: http://lists.oregonstate.edu/

Owners/Administrators

Owner's guide

Quick reference guide

    Creating a List

    1. Go to http://lists.oregonstate.edu/.
    2. Click on “Create New List”.
    3. Click on the image to view full size

    4. Login with ONID credentials.
    5. Read the mailing list policy.
    6. Under the “Owner Information” section, type your full name and your e-mail address.
    7. Under the “List Identity” section, type the name of your list, a short description of the list, and a password for the list.
    8. For subscription policy under list configuration, there are several options:
      1. The “Confirm” option sends a confirmation e-mail to all users who subscribe to your list.
      2. The “Require Approval” option requires all users to be approved by the list manager.
      3. The “Both” option uses the first two options together in your list.
    9. Click on the image to view full size

    10. For the Default Moderation for New Members section:
      1. The "No" option means new members can post without administrator approval.
      2. The "Yes" option means new members messages are moderated by the list manager.
    11. For the List Archiving Options:
      1. The “Private Archives” option means that only list members can view the past list messages.
      2. The “Public Archives” option means that everyone can see past list messages.
    12. Finally, you can choose if you want the list publically viewable or not, that is to be able to be seen by people who have not been added by an administrator or owner.
    13. When you are finished with the settings, click the “Create My List” button at the bottom.
    14. Click on the image to view full size

    15. If the list is created successfully, you will be shown a green screen like the one below.
    16. Click on the image to view full size

    Logging Into the List Admin Settings

    1. Go to http://lists.oregonstate.edu.
    2. Enter your list name in the box and click the “Manage List” button.
    3. Click on the image to view full size

    4. Type in your List Administrator Password (click ‘here’ if you do not remember your password).
    5. Click the “Let me in…” button.
    6. Click on the image to view full size

    7. The following page is the list administrator settings.

    Adding/Removing Members For Your List

    To Add a Member:

    1. Log in to your list settings (click here for instructions on logging in)
    2. Click the “Membership Management” option
    3. Click on the image to view full size

    4. Click the “Mass Subscription” option
    5. Click on the image to view full size

    6. Scroll down to the box that says “Enter one address per line”
    7. Enter all the e-mails of people you would like to subscribe to the list
    8. Click on the image to view full size

    9. Click the “Submit Your Changes” button when you are done

    To Remove a Member:

    1. Log in to your list settings (click here for instructions logging in)
    2. Click the “Membership Management” option
    3. Click on the image to view full size

    4. Click the “Mass Removal” option
    5. Click on the image to view full size

    6. Scroll down to the box that says “Enter one address per line”
    7. Enter all the e-mail addresses of the users you would like to remove
    8. Click the “Submit Your Changes” button when you are done

    Adding/Removing Moderators For Your List

    1. Log in to your list settings (click here for instructions on logging in)
    2. Click the “General Options” option
    3. Click on the image to view full size

    4. Scroll to the section that says “The list moderator email addresses”
    5. Add or remove any emails to or from the box
    6. Click on the image to view full size

    7. Scroll to the bottom and click the “Submit Your Changes” button when you are done
    8. Make sure you send your new moderators the list name and moderator password

    Adding/Removing Administrators For Your List

    1. Log in to your list settings (click here for instructions on logging in)
    2. Click the “General Options” option
    3. Click on the image to view full size

    4. Scroll to the section that says “The list administrator email addresses”
    5. Add or remove any emails to or from the box
    6. Click on the image to view full size

    7. Scroll to the bottom and click the “Submit Your Changes” button when you are done
    8. Make sure you send your new administrators the list name and admin password

    Updating the List Information

    1. Log in to your list settings (click here for instructions on logging in)
    2. Click the “General Options” option
    3. Click on the image to view full size

    4. Scroll to the section that says “An introductory description”
    5. Enter whatever information you want to display about your list in the box
    6. Click on the image to view full size

    7. Scroll to the bottom and click the “Submit Your Changes” button when you are done

    Changing List Passwords

    1. Log in to your list settings (click here for instructions on logging in)
    2. Click the “Passwords” option
    3. Click on the image to view full size

    4. Enter a new administrator or Moderator (or both) password in the appropriate box
    5. Repeat the password in the box below it
    6. Click on the image to view full size

    7. Click the “Submit Your Changes” button when you are done

    Resetting a Forgotten Admin Password

    1. Contact the OSU Computer Helpdesk to have the password reset
    2. After the Helpdesk sends you the temporary password, go to http://lists.oregonstate.edu
    3. Enter the name of your list and click the "Manage List" button
    4. Click on the image to view full size

    5. When you get to the password page, enter the temporary password given to you by the Helpdesk
    6. Click on the image to view full size

    7. After logging in, click the “Passwords” link
    8. Set up a new administrator password once you are in (click here for more help setting up a new password)

    Setting List Post Moderation

    1. Log in to your list settings (click here for instructions on logging in)
    2. In the upper left portion of the screen, click "Membership Management..."
    3. Click on the image to view full size

    4. Scroll down to the list of members at the bottom
    5. Put a check next to the members you would like to moderate and click the “Submit Changes” button
    6. If you would like to moderate all members, scroll to the very bottom under “Additional Member Tasks” and select the “On” option for the “Set everyone's moderation bit” option, and click the “Set” button
    7. Click on the image to view full size

    Deleting a List

    Note: Deleting a list is permanent and cannot be undone.

    1. Log in to your list settings (click here for instructions on logging in)
    2. Under the “Other Administrative Activities” section, click “Delete this mailing list
    3. Click on the image to view full size

    4. On the next page, enter the list password, select “Yes” for the “Delete Archive” option and click “Delete this list
    5. Click on the image to view full size

    Tending to Moderator Requests

    1. Log in to your list settings (click here for instructions on logging in)
    2. Under the “Other Administrative Activities” section, click “Tend to pending moderator requests
    3. Click on the image to view full size

    4. This will bring you to any pending moderator requests that your list has

    View List History/Archives

    1. Log in to your list settings (click here for instructions on logging in)
    2. Under the “Other Administrative Activities” section, click “Go to list archives
    3. Click on the image to view full size

    4. You can select how you want to view the archives (by thread, subject, author, or date), or you can download the archives.

    Banning Non OSU/OUS Adresses From Subscribing

    1. Go to lists.oregonstate.edu

    2. Log into the list you would like to manage

    3. Click on privacy options

    4 Scroll down to the section "List of addresses which are banned from membership in this mailing list."

    5. In the text box copy and paste the line of text below, this line only allows OSU/OUS addresses to subscribe to this list. This is typically used to prevent list subscription spam.

    ^(?!(.*@.*oregonstate\.edu|.*@.*orst\.edu|.*@osucascades\.edu|.*@ous\.edu|.*@osuosl\.org))

    If you'd like non OSU emails to subscribe to this list, remove that line from the Ban List.

     

    6. Click on Submit Your Changes

     

    If you're concerned about unwanted subscription spam, you can use the Subscribe Policy setting on the same page (http://lists.oregonstate.edu/mailman/admin/iamslic-exec/privacy).  A brief explanation of the options for Subscribe Policy follows:

     

    confirm - subscriber confirms via clicking on URL sent to them in email

    require approval - list admin approves the request; no email confirmation sent to subscriber

    confirm and approve - subscriber confirms via email AND list admins approves the request

     

    Confirm and approve is best bet again subscription spam if you remove the address restriction in the Ban List.

    Subscribers

    User's Guide

    Quick Reference Guide

      Finding a List

      Finding a List if you know the list name

      1.  Go to http://lists.oregonstate.edu
      2.  Enter the list name in the “List Name” box and click “Go to List”
      3.   Click on the Image to view full size

      4.  This will take you to the main list page

      Finding a List if you do not know the list name

      1. Go to http://lists.oregonstate.edu
      2.  Click the "Go to List” button with nothing in the search box
      3.   Click on the Image to view full size

        Scroll through the list of listservs and see if you can find the list you are looking for
        *For security reasons this option has been made unavailable, if you would like access to this information please contact the OSU Computer Helpdesk and we can email a list to you.
        The request form can be found here

      Subscribing to a List

      1. Go to http://lists.oregonstate.edu
      2. If you know the name of the list, enter it and click, “Go to List.”  If you do not know it you can click the link “View all advertised lists,” find the list you would like to join and click on it.
      3. Click on the image to view full size

      4. Under the heading “Subscribing to <listname>,” enter your email address.  Optionally, you can choose a name the list will refer to you as and the password you would like to use with the list.  Once you are done, click Subscribe
      5. Click on the image to view full size

      6. A join request will be sent to the list’s administrator who then can choose whether or not to add you to the list.
      7. Click on the image to view full size

      Posting to a List

      1. Get the e-mail for your list from the list’s main page (click here for help finding your list’s main page)
      2. Copy the list e-mail into whatever e-mail program you use
      3. Type the message you want to send to your list
      4. Before sending, make sure there are no restrictions for the list you are posting to (you can find out by reading through your lists main page)
      5. Hit send and the message will be sent to all members of the list

      Logging Into Your List Settings

      1. Go to http://lists.oregonstate.edu
      2. Enter the name of your list and then click “Go to List”
      3. Scroll to the bottom and enter your e-mail and hit the “Unsubscribe or edit options” button next to it
      4. Click on the image to view full size

      5. Enter your password in the “Password” field and click the “Log in” button
      6. Click on the image to view full size

      7. The page that comes up will be your list settings page

      Unsubscribing From a List

      1. Log into your list settings (click here for instructions on logging in)
      2. On the next page, put a check in the box next to “Yes, I really want to unsubscribe”, and click the “Unsubscribe” button.
      3. Click on the image to view full size

      4. You will then be sent an email with a link that you can click on to complete the removal process.

      Advanced Settings

      Here are some advanced features:

      Updating Your Email Address

      1. Log into your list settings (click ‘here’ for instructions on logging in)
      2. Under the “Membership Information” section, enter your new e-mail in twice in the box that says “New address”
      3. Click on the image to view full size

      4. Hit the “Change My Address and Name” button when you are done

      Updating Your Name

      1. Log into your list settings (click here for instructions on logging in)
      2. Under the “Membership Information” Section, find the “Your Name” box
      3. Enter the new name you want to be shown as
      4. Click on the image to view full size

      5. Click the “Change My Address and Name” when you are done

      Updating Your List Password

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll down to the “Change Your Password” section
      3. Type your new password in twice
      4. Click on the image to view full size

      5. Click the “Change My Password” button when you are done

      Getting a Reminder if you Forget your List Password

      1. Go to your list’s main page (click here for instructions on finding your lists main page)
      2. Scroll to the bottom and put your e-mail address in the box next to “Unsubscribe or edit options
      3. Click the “Unsubscribe or edit options” button
      4. Click on the image to view full size

      5. On this page, click the “Remind” button in the “Password reminder” section
      6. Click on the image to view full size

      7. A password reminder will be e-mailed to you

      Viewing the List History

      1. Go to your list’s main page (click here for instructions on finding your lists main page)
      2. Scroll to the “about listname” section and click “View the listname archives”
      3. Click on the image to view full size

      Temporarily Disabling Mail Delivery

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll down to the “Mail Delivery” Section
      3. In this section, select the “Disabled” option
      4. Click on the image to view full size

      5. Scroll to the bottom and click the “Submit My Changes” button when you are done
      6. Make sure to re-enable it when you are ready to start receiving mail again

      Digest Mode

      How can I start or stop getting the list posts grouped into one big email?

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll to the options at the bottom. Under the “Set Digest Mode” option, select On or Off
        1. Selecting “On” means that messages from the list will be sent to you once a day (or another time period as specified by the list admin) all at once.
        2. Selecting “Off” means that messages are delivered to you right when they are posted to a list
      3. Scroll to the bottom and hit the “Submit My Changes” button when you are done

      Receiving MIME or Plane Text Digests

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll to the options at the bottom. Under the “Set Digest Mode” option, select MIME or Plain Text
      3. Scroll to the bottom and hit the “Submit My Changes” button when you are done

      Getting a Copy of your Own Email to a List

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll down to the “Receive your own posts to the list” Section
      3. Select “Yes or “No” from the options on the left
      4. Click on the image to view full size

      5. Scroll to the bottom and hit the “Submit My Changes” button when you are done

      Conceal Yourself From the General Subscribers List

      1. Log into your list settings (click here for instructions on logging in)
      2. Scroll down to the “Conceal yourself from subscriber list” Section
      3. Select “Yes or “No” from the options on the left
      4. Click on the image to view full size

      5. Scroll to the bottom and hit the “Submit My Changes” button when you are done