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Mailing lists

Aim: Instructions on how to get an email distribution list.

Prerequisites

  • Employee status;
  • Some familiarity with Mailman type mailing lists;
  • A proper descriptive name for a mailing list. Check here for examples of names which are already in use.

Mailing lists can be requested from the CT Helpdesk. After the Helpdesk creates the mailing list, you will become the owner of the list, and you will get access to a web interface to manage the list.

Signing Up

If you have not signed up to our listserver before, you will need to do so by using the "Sign Up" function on the top left of the page. Otherwise use the "Sign In" function right next to it. Usernames and passwords for the listserver are entirely separate from the rest of our user data.

For signing up you will have to fill in the following information:

  • The email address you want to sign up with
  • A username of your choice
  • A password of your choice (please make sure you use something reasonably complex with at least 8 characters and variation )

After signing up you will receive an email at your chosen address to confirm your account registration. Use the link in that email to do so. You can then start using the web interface.

Usage

Once you have signed in you will see all mailing lists you are either member, moderator or owner of. By clicking on a list name you can access the functions available to you.

The majority of the options you may want to adjust can be found under "Settings" on top of the page.

Here are a few common actions you may want to undertake and how to do them:

  • Designating additional owners/moderators of the list:

    Click on "Users" in the menu and choose the role you want to add someone as

  • Adding new members

    This is done with the option "Mass operations" and then choosing "Mass subscription". You can add one email address per line.

  • Setting your Archive policy

    Choose "Settings" on top and the "Archiving" on the options list to the left. We strongly recommend to keep your archives private whenever the list includes personal information or internal communication of a team.

  • DMARC mitigation

    This can also be found on the left side obnce you chose "Settings". The DMARC mitigation helps passing mails to restrictive recipient services which reject emails which seem to come from known users but with another address. By choosing to replace the "From" field or wrapping the mail header as the second option offers you can mitigate such issues.

Further information about the diverse list options can be found in this How To list.