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ListServ Administration

Click here for a printable version of this document.

Subscription Options
Adding Members to the List
Making Sure Lists are Private
Options for Keeping Spam from reaching List Participants

Tending to Pending Moderator Requests


Subscription Options

Listed below are email formats to be used for requesting help, posting to a list and for subscribing and unsubscribing. Note: The word listname should be replaced with the actual listname.

List- Help: In order to get assistance from the list owner, send email to:

listname-request@lists.beloit.edu

List - Post: In order to post to your subscribed list send email to:

listname@lists.beloit.edu

List - Subscribe: In order to subscribe to the list go to:

http://lists.beloit.edu/mailman/listinfo/ listname

Or email to:

listname-request@lists.beloit.edu?subject=subscribe

List - Unsubscribe: In order to unsubscribe from your list go to:

http://lists.beloit.edu/mailman/listinfo/ listname

Or email to:

listname-request@lists.beloit.edu?subject=unsubscribe

Note: Some lists are moderated and do not allow users to post, subscribe, or unsubscribe. (eg; faculty, staff, student, and alumni lists do not allow automatic user subscriptions and unsubscriptions.)

 
Adding Members to the List

  1. Sign into your listserv at http://lists.beloit.edu/mailman/admin/(listname)
  2. Click the Membership Management link
  3. Click the Mass Subscription link
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  4. Choose whether to automatically subscribe the users you will enter or to invite them to subscribe themselves.
  5. Choose whether or not to send a Welcome message to new users. If you have a large number of people to subscribe, it's probably best to NOT send a welcome message. NOTE: Under General Options, you will need to set "Send Welcome Message to newly subscribed members" to No and Submit your Changes.
  6. Choose whether or not to Send notifications of new subscriptions to the list owner (you).
  7. Enter the email addresses of the users you wish to subscribe. Each address should be entered on its own line. (e.g. enter smithd@beloit.edu then press the enter key and type the next address)
  8. You can also browse for a file of addresses to upload.
  9. If you chose to send a Welcome message to new users, you can enter personalized text to appear at the top of your invitation or subscription email.
  10. Be sure to click the Submit your Changes button at the bottom of the screen when complete.
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Making Sure ListServ Archives are Private

By default list archives are publicly accessible which makes it easier for members to view archives.  If you do not want the outside world, including search engines such as Google, to view your list content, you should either make the archives private or turn them off.  Follow the steps below to configure the archives appropriately.

  1. Sign in to your ListServ at http://lists.beloit.edu/mailman/admin/(listname)
  2. Under Configuration Categories, click Archiving Options
  3. If you have Yes selected for "Archive Messages?", then you should have Private selected for "Is Archive file source for public or private archival?"
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  4. Be sure to click the "Submit Your Changes" button to save your changes


 Options for Keeping Spam from Reaching List Recipients

 Allow Member-only Postings: With this option, only members of the List will be able to send things to the list. This is the best option for keeping spam out, but you will need to make sure that all users who need to send mail to the list are subscribed as members. See Adding Members to the List for help.

  1. Sign into your listserv at http://lists.beloit.edu/mailman/admin/(listname)
  2. Click the Privacy Options link.
  3. Then, click the Sender Filters link.
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  4. Click the general non-member rules link.
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  5. Choose to either:
    1. Accept (Allow non-member postings)
    2. Hold (Hold the messages for the moderator to review)
    3. Reject (Disallow the posting and send a rejection to the sender)
    4. Discard (Disallow the posting, but don't notify the sender)
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  6. Click Submit your Changes at the bottom of the screen when complete.

  Moderate All Messages: With this option, the List moderator will need to review any message posted to the list and decide if the message will be allowed through or not.

  1. Sign into your listserv at http://lists.beloit.edu/mailman/admin/(listname)
  2. Click the Privacy Options link.
  3. Then, click the Sender Filters link.
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  4. For the first option, "By default, should all new list member postings be moderated?" select Yes.
  5. Then, specify an action to take when a member posts to the list, either:
    1. Hold (Hold the messages for the moderator to review)-this is the suggested option if you choose to moderate all messages.
    2. Reject (Disallow the posting and send a rejection to the sender)
    3. Discard (Disallow the posting, but don't notify the sender)
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  6. If you choose to Hold all messages, then the moderator will need to review the messages and decide which ones to allow to deliver to the list.
  7. You may also add addresses of non-members whose messages will be automatically allowed, automatically held for moderation, automatically rejected, or automatically discarded.
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  8. Scroll a little further down and select which "Action to take for posting from non-members where no explicit action is defined." If you have set member posts to Hold you will probably want to set non-member posts to Hold as well.
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  9. Be sure to click the Submit your Changes button at the bottom of the screen.
  10. As an added precaution, you will want to make sure that all list members are set to be Moderated.
  11. At the top of the screen, click on the Membership Management link.
  12. Select Membership List from the expanded menu.
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  13. In the Additional Member Tasks section, be sure that "Set everyone's moderation bit, including those members not currently visible" is set to On.
  14. Click the Set button after selecting On. NOTE: "On" will only stay selected if "By default, should new list member postings be moderated?" has YES selected under Sender Filters in the Privacy Options area.
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  15. After clicking the Set button, all members should have the mod box checked next to their name.
  16. When you add new members to the list, be sure that the mod check appears automatically for them too. If the mod box is not checked automatically when new members are added, then you will need to make sure that new list member postings are set to be moderated.
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Allow only 'Announce' Messages Through to the List: With this option, anyone wishing to post to the list will need to include the word 'announce' (without the quotes) in their subject line. A few rules will need to be set up to account for capitalization vs. lower case.

  1. Sign into your listserv at http://lists.beloit.edu/mailman/admin/(listname).
  2. Click the Privacy Options link.
  3. Then, click the Spam Filters link.
  4. In the Spam Filter 1 box, enter Subject:.*announce
  5. Choose the Accept option.
  6. Click the Submit your Changes button at the bottom of the screen.
  7. Follow this same process to add two more rules, one for Subject:.*ANNOUNCE and one for Subject:.*Announce to account for the possible differences in capitalization.
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  8. Add one more rule to reject Discard messages where the Subject:.* (meaning that if the subject does not contain the word 'announce' the message will be discarded.
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Tending to Pending Moderator Requests

You may receive a message that you have Pending Moderator Requests to attend to.

  1. Sign into your listserv at http://lists.beloit.edu/mailman/admin/(listname)
  2. Under "Other Administrative Activities", click Tend to pending moderator requests
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  3. Either choose to Accept or Reject each pending request.