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Education Queensland discussion lists > Getting Help >

List owners frequently asked questions (FAQ)

How do I manage my discussion list?


How do I manage my list ?

Your discussion list can be managed through the web interface at ;

http://discussions.eq.edu.au/cgi-bin/wa?LMGT1

You will be prompted to enter the email address you manage the list under and the password you have created for your address. If you have not created a password yet, you can do so on this page ;

http://discussions.eq.edu.au/listserv/password.html

Once you log in you will be able to access the configuration options for your list, including templates for messages, message footers, list configuration and subscriber management. If you manage more than one list from your email address you will have a drop down box showing all your lists you can access.

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How do I subscribe a member to my list ?

Your list subscribers can be managed in the List Management -> Subscriber Management webpage ;

http://discussions.eq.edu.au/cgi-bin/wa?ACTMGR1=

If you own several lists, select the appropriate list from the drop down box.

In here you can enter the email address of the person you wish to subscribe to the list in the "Add New Subscriber" section.

Subscribe the address in one of the formats as listed ;

henry@somewhere.com Henry Brown

or

Henry Brown <henry@somewhere.com>

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How do I unsubscribe a member from my list ?

Your list subscribers can be managed in the List Management -> Subscriber Management webpage ;

http://discussions.eq.edu.au/cgi-bin/wa?ACTMGR1=

If you own several lists, select the appropriate list from the drop down box.

In here you can enter the email address of the person you wish to unsubscribe from the list. After searching listserv will provide a list of matching subscriptions to the details you entered, here you can delete the subscriber. If you manage more than one list there is also the option to remove this address from all lists that you manage.

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How do I delete my list when I no longer require it?

To delete an existing list that you own - Open Service Centre Online and login with your departmental username and password.

If you are not the list owner, contact the list owner to submit this request.

If the list owner has left the department - Log the job with the title changed to:

"Delete Listserv D/L <Enter the LIST NAME > - Owner <Enter Owner's Name> has left the department"

Once ownership is confirmed the list will be deleted and the Service Centre will notify the requester by email.

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How do I bulk manage subscribers on my list ? or How can I bulk upload a list of new subscribers ?

In the List Management -> Subscriber Management menu option is a Tab for Bulk Operations ;

http://discussions.eq.edu.au/cgi-bin/wa?BULKOP1=

In here you can provide a file with a list of subscribers and their addresses and choose from a number of options ;

Note:
The input file must be a plain text file (not a word processor document or spreadsheet) and must contain one address per line, optionally followed with a space (or TAB) and the subscriber's name. The subscribers being added or deleted will not be notified.

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How do I get a password for my email address ?

Go to the password webpage at ;

http://discussions.eq.edu.au/listserv/password.html

From here you can create a new password for your email address.

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How do I reset my password if I have forgotten it ?

Go to the password webpage at ;

http://discussions.eq.edu.au/listserv/password.html

From here you can send a reset request to listserv which will then confirm your details and clear your password. After this you can create a new password.

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How do I set the welcome message that is sent to new subscribers of my list?

A welcome message is an email which is sent to new subscribers of your list. It welcomes the new subscriber, outlines the purpose of the list, any acceptable use requirements and any special rules which the list operates under. Once you have created your welcome message, select List Management -> Customisation -> Mail Templates option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?TPLED1

In here a dropdown box of various forms for your mailing list can be changed. Select Welcome Message from the list and click on Edit Template. On this page you can enter in the subject and content of your welcome message. Once done click the Update button and your new welcome messages will be saved.

In the templates area you can also customise several of your lists options, setting a message footer with information about your list (how to unsubscribe, location of list archives) with every message that is sent to the list. There is also the option to set a farewell message to be sent to members unsubscribing from your list.

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I'm tired of receiving error messages for my list, is there anyway I can stop getting these?

In order to stop receiving the non-delivery reports and error reports that listserv generates when sending out messages to addresses that no longer exist, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list, to let listserv handle the error messages itself, select the Error Handling tab and change the line ;

Auto-Delete= No

to

Auto-Delete= Yes

After 50 unsuccessful deliveries to an address, listserv will automatically remove the address from the list and will only send summaries to you as list owner of troublesome addresses.

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When someone tries to send a message to the list with an attachment it comes back rejected, how can I change the list to accept attachments ?

By default only limited types of attachments are allowed on your discussion list ( image files (jpg, gifs), word documents and excel documents ). If you wish to open up the list to allow any attachments to be sent, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list. To let any attachments be sent, go to the Access Control tab and set ;

Attachments= Yes

This can also be changed to "No" to block all attachments from being sent to the list as well.

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I don't like the list name that comes up under the subscribe page for my list, how can I change this ?

If you wish to change how your list is described, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list. To change how your list is described, change the List Description field in the Descriptions tab to whatever you would like the list to be known as.

Any changes here will be updated the next day in the subscription pages.

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When a list member tries to send a message to a list it replies that they are not authorised to send to this list from their email address, even though they are subscribed and receive messages, what is wrong?

They may be sending email from another address or from a different email alias. Listserv treats different email aliases as completely separate email addresses. If they have an email address of username@domain which they are subscribed under and try to send a message to your list from the alias of firstname.lastname@domain listserv treats these as separate addresses. You will either need to change their subscription address to the address you are trying to send from (this should be revealed in an email message you receive back from listserv) or if they wish to use both addresses both will have to be subscribed to the list to allow you to post from either. To prevent extra copies of messages being delivered to you as a result of more than one address being subscribed to a list please see 'How can I subscribe several addresses to a list'.

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How do I change the email address I manage my discussion list under?

If you wish to change the email address you manage your list under, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list. To change your email address details, go to the List Maintenance tab and change the field

Owner= current@emailaddress

to

Owner= new@emailaddress

Press the Submit button and this change will take effect.

Please note - you will need to create a new password for your your new email address.

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I want to add someone else to be the owner of my list as well, how can I do this?

If you wish to add someone else to manage the list as well, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list, to add the extra list owners, Select the List Maintenance tab, and insert the new owner on a new line in the Owner= section

Owner=

you@emailaddress
newowner@emailaddress

and press the Submit button. Now this email address can be used to manage the list as

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I want to change the owner of my list to someone else, how can I do this?

If you wish to hand over the management of the list someone else, select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

In here is the setup of your list. To change ownership to someone else, go to the List Maintenance tab and replace your email address in the Owner field

Owner= currentowner@emailaddress

to

Owner= newowners@emailaddress

Press the Submit button and the change will take effect.

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What are list archives and how can I access them ?

List archives are a record of messages sent to a list. It allows added functionality of searching for previous topics that have been mentioned on a list. The list archives can be accessed at this web address ;

http://discussions.eq.edu.au/archives/

Please note that in order to access most list archives, you must:

1) Be a current subscriber of the list.

2) Log in using the same exact email address you are subscribed as. Aliases will not work, they must match identically.

3) Have created a password for your email address.

Also note some lists do not have archives of messages.

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How can I control who has access to my list's archives?

There are several options for controlling the access to your list archives. First select List Management -> List Configuration -> List Configuration Wizard option from the menu.

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

and select the List Maintenance tab.

Underneath the Notebook= section, set

Access level= Public

Underneath the Notebook= section, set

Access level= Private

Please note - subscribers will be prompted to provide their email address and password they have created when accessing the archives now. Create a new password.

If your list deals with confidential information this is the best option to choose, no accessible records of contents of messages sent to your list will be kept.

Set the option Notebook= to "no" eg.

Notebook= No

Please Note : Once the archives have been removed they cannot be restored, if you want to re-add archives for your list later on, only messages sent after that will be recorded.

Press the Submit button for the changes to take effect

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On a busy day a large number of messages are posted to my list but then it stops accepting messages, what is happening here?

By default discussion lists are configured to only accept 100 messages to be delivered to it a day and a maximum of 10 messages from an email address. If you wish to change this, go List Management -> List Configuration -> List Configuration Wizard option from the menu

http://discussions.eq.edu.au/cgi-bin/wa?WIZARD

and select the Distribution tab.

Set the Daily-Threshold and Per sender variables to what ever is appropriate for your list. Eg

Daily-Threshold= 200
Per sender= 20

Press the Submit button to save the changes.

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