Information Technology Team Mailman EMAIL List Instructions

Updated January 2001

The following instructions are designed to help you request, use, and administer specialized Extension email lists using the Mailman software. If you have any questions on these instructions, please feel free to contact the Extension Information Technology Helpline at (612) 624-6700.

INTRODUCTION:

1. Administrative Extension email lists are automatically generated from the Extension Human Resources database (HRIS). These include contact lists (e.g. All Counties: allco@extension.umn.edu), capacity area lists (e.g. Ag. Capacity: c1@extension.umn.edu), and others (e.g. district directors, NEAs, etc.).

2. Specialized Extension email lists are created free-of-charge by the Extension IT team and are directly managed by a contact in the group requesting the list. These lists include fourh-weekly, Epsilon, EFCC, etc. The information on this page refers to these type of lists: how to request them, how to subscribe to them, and how to manage them. A list of current specialized lists is available at http://lists.extension.umn.edu/mailman/listinfo/

REQUESTING A SPECIALIZED EXTENSION EMAIL LIST:

1. Short name of list (8 - 10 characters):

2. Long name of list (up to 4-5 words):

3. Moderator email address

4. How do people join the list?
   • moderator approval necessary or
   • no approval necessary

5. Who can send to list?
   • moderator only or
   • users can send to list

6. When list member replies to a list message should reply go to:
   • person who sent message or
   • entire list

7. Include email addresses of all initial list members

When the list is created, you will receive an email message from Mailman with your password and basic instructions.

HOW TO SUBSCRIBE TO A LIST

The following are generic instructions on how to subscribe to a specialized Extension email list (substitute your list name for "Newlist" when sending these out).

***

Newlist is an email group list that you can subscribe to in order to keep up to date on....... [whatever you want to put in here]

How to subscribe to Newlist:

1. In your Web browser, go to this site: http://lists.extension.umn.edu/mailman/listinfo/newlist

2. Under "Subscribing," enter your email address

3. Pick a password and enter it in two times as indicated on the page.

4. Indicate whether you want to receive individual messages as people send to the list or a daily digest of messages.

5. Click on "subscribe"

6. You will be sent a confirmation to the email address you entered. Reply to the email confirmation to join the list.

7. Unless the list is restricted, you may then send messages to the list at this address: newlist@extension.umn.edu

HOW TO MAINTAIN A MAILMAN LIST: A MODERATOR'S GUIDE

A moderator is the designated "owner" of a list. When a list is created, the initial moderator will receive an automatically generated message with the URL (Web site) and special password for administrating the list.

The administrative Web site will take the form of http://lists.extension.umn.edu/mailman/admin/newlist where "newlist" is the name of the list. As the moderator, after you go to this Web site and enter your password, you will then be brought into Mailman's general options screen. Most moderators will only be interested in 3 areas (listed in more detail in the following sections):

• Subscribing new users (adding);
• Unsubscribing users (deleting) and
• Responding to administrative requests (e.g. messages sent from an email address not on the membership list, very large message, etc.).

One other note: The list moderator(s) do not automatically receive copies of list traffic. To participate as a member of the list (as well as an administrator) you must also add your e-mail address as a subscriber.

Subscribing a user to your list (adding):

1. Go to the administrative Web management site for your list and enter your password

2. In the membership management section, scroll down to the area labeled "Mass Subscribe Users."

3. Type the address of the person you are adding (e.g., djm@umn.edu). If adding more than one person, make sure each person is on a separate line.

4. Check the "yes" or "no" to send a welcome message.

5. Click the "Submit your changes" button at the bottom of the screen to put the changes into effect.

Removing a user from your list:

1. Go to the administrative Web management site for your list and enter your password

2. In the membership management section, find the line with the e-mail address of the individual that you would like to remove.

3. The check mark in the first column by their address, labeled "subscr" indicates that they are subscribed to your list. Uncheck that box.

4. Click the Submit your changes" button at the bottom of the screen to put the changes into effect.

Administrative requests:

As the list administrator, you will receive periodic email notifications that your action is required on an administrative request for the list. The two main reasons for these requests are: a) a message sent in by a non-list member; and b) a very large message that someone tried to send to the list. To take action on these:

1. Go to the administrative Web management site for your list and enter your password

2. Go to "Tend to pending administrative requests". You will see any questionable messages that are awaiting your action.

3. Click on either approve (send it on to the list), reject (if you don't like the content or don't recognize the address - return it back to the sender with an explanation), or discard (delete the message without explanation - used for junk mail). Click "submit."

The other common administrative message is a request to subscribe to the list. The moderator can approve or reject these on the same Web page listed above.

For further questions, please contact the Extension IT Helpline at 612-624-6700.

Information Technology Page

University of Minnesota Extension Home Page

URL: http:// www3.extension.umn.edu/units/cets/it/mailman.html  This page was updated Jan. 25, 2002 .
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