Mailing Lists - University of · PDF file · 2012-07-09Mailing lists can be used for one-way and two-way communications. One-way ... hyphen and the word “subscribe” followed by

Mailing Lists

Mailing List - User Version 1.0

BSP Training Team

Business Services and Projects

Contents

Table of Contents

1. Introduction 3

Conventions 3

2. What is a Mailing List? 4

Terminology 4

3. Mailing List Subscription 5

Subscribe to a Mailing List 5

Unsubscribe From a Mailing List 7

Using Email to Unsubscribe 7

Using the Mailing List Manager to Unsubscribe 8

4. Using a Mailing List 12

5. Document Information 13

6. Further Help & Information 14

Introduction

Mailing list - Users v1.0.docx 3

1. Introduction

This manual is designed primarily as a reference guide to provide information about mailing lists and how to use them.

Conventions

The conventions and icons used in this manual are described below:

Indicates additional useful information.

Indicates an important piece of information, take particular care to read the information in these boxes.

Bold Text Indicates menu names and window titles.

[F4] Keys on your keyboard are indicated in bold text enclosed in square brackets [ ].

File > Open Moves through a navigation path are indicated with a >. In this case you would click on the File menu, then select Open.

What is a Mailing List?

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2. What is a Mailing List?

A mailing list is simply a list of email addresses of people that are interested in the same subject, are members of the same work group, or who are taking class together. When a member of the list sends a note to the group's special address, the email is broadcast to all of the members of the list.

Mailing lists can be used for one-way and two-way communications. One-way lists are typically used for announcements and two-way lists are used for discussion on a specific topic or between a group of individuals.

There are a large number of mailing lists and not all of them are accessible by everyone. There are many restricted mailing lists that a user will not be able to subscribe to. The owner of such a mailing list keeps complete control over it and they will add and remove people from the list when it is required. If you think you should be added to a restricted mailing list you must contact the owner of the list. In most cases individuals can subscribe or unsubscribe themselves to a mailing list.

Terminology

Subscriber – Someone that signs up to belong to a mailing list voluntarily or is included by the mailing list manager to a restricted mailing list.

Moderator – Is a person that moderates the posts to a mailing list and accepts or rejects them. These people are nominated by the mailing list manager to certain types of mailing lists (e.g. announcement, discussion, work team, etc)

Manager – A person that maintains a mailing list by adding and removing subscribers and moderators, allowing or denying posters and formatting the text fields if required.

Owner – Person or Organisation that creates and/or configures a mailing list for a manager.

Mailing List Subscription


3. Mailing List Subscription

Subscribing and unsubscribing to and from mailing lists is completed using email. In order to do this, you will need to know the name of the mailing list you want to subscribe to or unsubscribe from.

A list of mailing lists can be found at:

http://www.admin.ox.ac.uk/uas-groupware/introduction/mailing/

Subscribe to a Mailing List

There are approximately 1500 mailing lists on the UAS mailing list server of which approximately 700 are restricted use and most people will not have access to them.

1. In the To field of your email message, type the name of the mailing list followed by a hyphen and the word “subscribe” followed by “@maillist.ox.ac.uk”. For example, [email protected]. Do not add a subject or add anything into the body of the email.

2. Send the email. 3. A confirmation email will be received, that you will need to reply to, in order to confirm

the membership to the mailing list.

4. Open the email.

The email gives the option to confirm subscription by replying with an empty email or do nothing and the subscription will not take effect.



5. To confirm the mailing list subscription, select Reply on the email and ensure the body of the message is empty. Then Send the email.

6. An email is sent confirming that the subscription has been successful.

7. Open the email.

The email displays information about the subscribed mailing list.



Unsubscribe From a Mailing List

As a Mailing List is something that can be subscribed to, it makes perfect sense that when a user does not require being included in that list then they would be able to easily unsubscribe from it. In fact this is the case and it can be done in two ways, either directly using an email to the mailing list or through the mailing list manager. Either way the unsubscribing will be confirmed by replying to an email.

Using Email to Unsubscribe

1. In the To field of your email message, type the name of the mailing list followed by a hyphen and the word “unsubscribe” followed by @maillist.ox.ac.uk. For example [email protected]. Do not add a subject or add anything into the body of the email.

2. Send the email. 3. A confirmation email will be received that will need to be replied to confirm membership

has been unsubscribed from the mailing list.

4. Open the email.

The email gives the option to confirm unsubscribing by replying with an empty email or do nothing and the unsubscription will not take effect.

5. To confirm the mailing list to be unsubscribed, select Reply on the email and ensure the body of the message is empty. Then Send the email.

6. An email is sent confirming that unsubscribing has been successful.



7. Open the email.

The email displays information about the unsubscribed mailing list. Unsubscribing from the mailing list has been successful.

Using the Mailing List Manager to Unsubscribe

1. In your Internet Browser go to the following web address: https://maillist.ox.ac.uk/ 2. The Mailing List Manager is displayed:

3. Select in the list. 4. The Single Sign-on screen is displayed.



5. Type in your Username and Password, and then click the button. 6. The University of Oxford Single Sign On Confirmation is displayed.

7. Click the button. 8. The Mailing List Manager screen is displayed. It defaults to „Your Subscriptions‟:

9. The subscribed mailing lists are displayed in the list:

10. Select the mailing list you want to unsubscribe from and click the link adjacent to the mailing list.



11. The screen appears not to have changed, however the text did change and displays that the request had been successful:

12. An email will have been sent to your email account to confirm that the you want to unsubscribe from the mailing list. When the email is received it needs to be replied to, in order to confirm membership has been unsubscribed from the mailing list.

13. Open the email.

The email gives the option to confirm unsubscribing by replying with an empty email or do nothing and the unsubscription will not take effect.

14. To confirm the mailing list to be unsubscribed, select Reply on the email and ensure the body of the message is empty. Then Send the email.

15. An email is sent confirming that unsubscribing has been successful.



16. Open the email.

The email displays information about the unsubscribed mailing list. Unsubscribing from the mailing list has been successful.

Using a Mailing List


4. Using a Mailing List

To send an email to a mailing list:

1. Populate the To field with <mailing list name>@maillist.admin.ox.ac.uk (e.g. [email protected]).

2. Complete the rest of your email as normal.

An example of this:

3. Send the email as normal.

When you use a mailing list for the first time, it is a good idea to put the address into your list of contacts for future use.

Document Information


5. Document Information

This document is subject to change – amendments will be apparent from a change in version numbering.

Revision Changes

Revision Date

Version Number

Summary of Changes Changed By

09/06/10

v0.1 First draft of completed manual. NBH1

10/06/10

v1.0 Amendments made and document signed off. NBH1

Further Help


6. Further Help & Information

BSP Helpdesk Web: http://www.admin.ox.ac.uk/uas-groupware/help/ Email: [email protected]

UAS Groupware Website: Web: http://www.admin.ox.ac.uk/uas-groupware/

Business Services and Projects Website: Web: http://www.admin.ox.ac.uk/bsp/

Documents

Mailing Lists - University of · PDF file · 2012-07-09Mailing lists can be used for one-way and two-way communications. One-way ... hyphen and the word “subscribe” followed by