Owners/Administrators

Owner's guide

Quick Start 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 Addresses 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.

Quickstart Guide for Lists

Table of Contents

  1. Creating a list
  2. Logging in to manage your list
  3. Brief overview of different administrative sections
  4. Editing moderation options
  5. How to mass subscribe/invite users
  6. How to add other moderators

 

1. Creating a list
http://oregonstate.edu/helpdocs/e-mail/e-mail-listserv-mailman/ownersadm...

2. Logging in to manage your list

  1. Go to lists.oregonstate.edu
  2. Type the name of your name into the “list name” field
  3. Click on “Manage List”
  4. You will then be prompted to enter in your administrator password. Enter it in and click on “Let me in…” to log into your list.


3. Brief overview of different administrative sections

  • General Options - contains options for the list in general.
  • Passwords - you can change list administrator and list moderator passwords here.
  • Language options - You can choose from 37 different languages to display your list in. Keep in mind that this will only translate general list information pages, and will not translate any messages sent to the list.
  • Membership Management - View all the member of your lists. You can also mass-subscribe and mass-remove subscribers.
  • Non-digest options - Set options for all messages sent out to the list that aren’t in a digest format.
  • Digest options - set options for all digest letters sent out by the list. 

CONFIGURATION CATEGORIES

  • Privacy options… - split into four sub-categories.
  • Subscription rules - decide what to do when a new member subscribes to the list
  • Sender filters - set rules on what to do when a message is sent to the list. You can also choose who can or cannot send to the list.
  • Recipient filters - set restrictions on what messages can be sent out to a list based on the information in the recipient fields. Can help filter spam.
  • Spam filters - Set up rules that can help filter out specific spammers.
  • Bounce processing - Tells the list what to do when it receives multiple bounce messages from an invalid e-mail address that may be subscribed to the list.
  • Archiving options - Choose whether or not you’d like to archive all messages sent out to the list.
  • Mail<->News gateways - Forward the messages sent to your list to a newsgroup. If you don’t know what this means, you can ignore this section.
  • Auto-responder - Set up an automatic response that can be sent out to all users who send a post to the mailing list.
  • Content Filtering - Set up filters to automatically discard potentially malicious file attachments.
  • Topics - Choose to either enable or disable the use of topics within your mailing list. Topics are essentially like mini mailing lists within a mailing list - you can find more information here. http://www.list.org/mailman-member/node29.html

OTHER ADMINISTRATIVE ACTIVITIES

  • Tend to pending moderator requests - Accept/reject any messages, mail subscriptions, or other requests that require your moderation here.
  • Go to the general list information page - This links you to the list’s main page, containing its about information and subscription methods.
  • Edit the public HTML pages and text files - If you have knowledge of HTML, you can customize your list’s webpages to however you want it to look. Do be warned that any changes submitted here are irreversible.
  • Go to list archives - View the list’s archive.


4. Editing moderation options

Moderation is divided into two parts: subscription moderation and mail moderation.

FOR SUBSCRIPTION

  1. Under Configuration Categories, click on “Privacy options…” This will take you straight to the “Subscription rules” page.
  2. Under Subscribing - you have three options.
  3. Advertise this list when people ask what lists are on this machine? - choose whether your list will be listed publicly or not.
  4. What steps are required for subscription? - “Confirm” means the subscriber receives a confirmation e-mail asking if they really want to subscribe to the list. Require approval means that you as the moderator will have to approve their request to subscribe before the user is subscribed.
  5. Is the list moderator's approval required for unsubscription requests? - This is, by default, set to “No.”

FOR MAIL
By default, all members are set to have their posts moderated. To turn this moderation option off:

  1. Click on “Membership management.” This will take you straight to the membership list.
  2. Scroll down to the very bottom of the page, to “Additional Member Tasks.”
  3. Under “Set everyone's moderation bit, including those members not currently visible,” select “Off,” then click on the “Set” button.
    This will turn off mail moderation for all members.

All new members will continue to be flagged for mail moderation unless you turn that option off under the Sender Filters page, which is located under Privacy options. Non-members also automatically are set to have their posts moderated. To turn that option off:

  1. Go to the Sender Filters page
  2. Underneath Member Filters, select “No” for “By default, should new list member postings be moderated?”
  3. For non-members, scroll down to the bottom of the page
  4. Look for “Action to take for postings from non-members for which no explicit action is defined,” and select the action you’d like to take for non-members.
  5. Submit your changes.


5. How to mass subscribe/invite users

  1. Go to Membership management -> Mass Subscription
  2. On this page, you can either manually copy&paste e-mail addresses one-by-one into the text field available, OR you can upload a text file/excel spreadsheet of the addresses.
  3. Above the text field, you can choose to either automatically subscribe all users, or send out an invite to subscribe.
  4. Once you’ve confirmed all the information entered in to this page, click on “Submit your Changes.”


6. How to add other moderators

  1. If you’re not already on the page, go to General Options
  2. Under General list personality, find the line that says “The list moderator email addresses. Multiple moderator addresses, each on separate line is okay.”
  3. Once you’ve entered in the moderators you’d like to add, scroll to the very bottom of the page and select “Submit your changes.”

If you have any other questions, or you have suggestions for topics that could be added to this quick startup guide, you can contact the OSU Computer Helpdesk by filling out the form located here or by calling (541) 737-3474.

Why is my list missing?

Beginning March 2015, all lists which have not been used for over 18 months will be diabled and archived. The list will be unusable, but can be restored by contacting the OSU Computer Helpdesk - (541) 737-3474. Once a list is disabled and archived, it will be saved for an additional 18 months. If it is not reactivated in this time period, it will be permanently deleted.

Note: An archived list only contains the list config, the list's archive mailbox, and the subscriber list. If this information is not needed, a disabled list can simply be recreated.