Sympa Mailing Lists Management Tools

Connect Mailing Lists provides a web interface that allows for management of your department's Sympa-based mailing lists. You can find the instance for your department at https://lists.connect.ucsb.edu.

 

Logging In

The mailing lists interface maintains its own set of userids and passwords for account management. If you've not yet signed-in to the mailing list interface you'll need to create an account:

  1. Click on the instance for your department at the link above
  2. Click the "Create My Account" link at the upper-left hand side of the window
  3. Enter your e-mail address and click "Request first password"
  4. Check your email -- you should receive a message from Connect Mailing Lists with a link to confirm your account creation (so click it)
  5. Set your Connect Mailing Lists password

Once you have an account set up, in the future you can sign-in directly using your email address and password at the upper-right hand side of the window.

When signed-in, you can sign-out using the "Logout" button at upper right.

 

Creating a Mailing List

Unlike other mailing lists services, anyone in your department can create and manage their own mailing list. With Connect Mailing Lists you just sign-in and submit a request to create a new mailing list. The request goes to your department's List Manager who has sole discretion to approve or deny any Mailing List Management needs within your department.

Before creating a new mailing list, there are a few things you'll need to know first.

  • What type of list do you want -- meaning: is it a discussion list to which all subscribers can post, a distribution list where only certain individuals can post, or something else?
  • Who is going to be the list owner? And, if it's a moderated list, who will be the list moderators?
  • Who will be subscribed to your list?
  • Should replies to posts go to the sender of the original message? Or to all mailing list subscribers?

Once you've got these basics, you can create a list. Here's how:

  • Sign-in to the Mailing Lists Management Interface
  • Click on the "Create List" tab near the top center of the window
  • At this point you can either copy the configuration from an existing mailing list or create a new configuration from scratch. If you'd like to copy an existing configuration, select that list name from the drop-down menu, provide a name for your new list, and click "copy list configuration".
  • Alternately if you create a new configuration you'll need to provide the following:
    • List Name: the address prefix for your new list (e.g. a name of "mylist") will result in a mailing list address of mylist@lists.department.ucsb.edu
    • List Type: this helps set up your configuration by using a preconfigured template; you can change various items once the list has been created
    • List Subject: this is the display name for your list, which is seen by members when using the Mailing Lists Management interface and in communications about their subscription
    • List Description: a longer description of your mailing list, which should explain its purpose and use
  • Click "Submit your creation request" to submit your list for creation. A message about your request will be sent to the List Manager within your department, at which point they can either approve or deny your request. Either way, you'll get a confirmation by email about whether your request was accepted.
  • Once your list has been created you're designated as the List Owner. Your new mailing list will show up in the white box on the left-side of the List Manager window; the orange "admin" button next to it denotes that you're an owner.
  • Click the "admin" button to continue editing your list configuration.

 

Managing List Subscribers

  • To add and remove subscribers to your list configuration, locate your list in the left-side of the List Manager window and click the orange "admin" button
  • Click on the blue "Manage Subscribers" tab
  • You can add subscribers one-at-a-time by filling their address into the "Add a user" box and clicking the "Add" button
  • Add multiple subscribers by clicking the orange "multiple add" button and providing one address per line
  • By default new subscribers will receive a subscription notification by email; by clicking the "quiet" option on either of these methods this notification will be suppressed
  • Subscribers can be removed by clicking the checkbox next to their addresses and clicking the "Delete selected email addresses" button

 

Sending Messages

 

Message Archives

  • All messages posted to a Connect Mailing List are archived online; this is a great benefit for new subscribers to see what's been sent previously
  • To view message archives, locate your list in the left-side of the List Manager window and click the name of your list in blue
  • In the left-hand pane, click the "Archive" link to view the list archives
  • Archives are sorted by month and year; use the month/year buttons to browse
  • Alternately, use the search field in the upper-right to perform a text search across all messages stored in the archive

 

Managing List Owners

  • To add and remove owners to your list configuration, locate your list in the left-side of the List Manager window and click the orange "admin" button
  • Click on the blue "Edit List Config" tab, and then the "List definition" tab beneath that one
  • Scroll down to the section labeled "Owner"; in those fields you can provide the contact information for a new List Owner
  • Click the "Update" button at the bottom of the page to process this change
  • Once you've updated the configuration, you can repeat this process to add additional owners
  • Owners can be removed by deleting their contact information and clicking the "Update" button

 

Managing List Moderators

  • To add and remove moderators to your list configuration, locate your list in the left-side of the List Manager window and click the orange "admin" button
  • Click on the blue "Edit List Config" tab, and then the "List definition" tab beneath that one
  • Scroll down to the section labeled "Moderator"; in those fields you can provide the contact information of a new List Moderator
  • Click the "Update" button at the bottom of the page to process this change
  • Once you've updated the configuration, you can repeat this process to add additional moderators
  • Moderators can be removed by deleting their contact information and clicking the "Update" button

 

Changing a List Reply Address

  • Verify whether replies to posts go to the sender of the original message or to all mailing list subscribers
  • Click on the blue "Edit List Config" tab, and then the "Sending/receiving setup" tab beneath that one
  • Scroll down to the section labeled "Reply address"
  • A setting of "sender" means that replies go to the message sender, whereas a setting of "list" means that replies go to the mailing list
  • Select one as appropriate and click the "Update" button at the bottom of the page

 

Deleting a Mailing List

  • To delete a mailing list, locate your list in the left-side of the List Manager window and click the orange "admin" button
  • Under the "Drastic operations" section click on the "Remove List" button
  • The list is now gone, and messages sent to the list address will bounce