FermiMail

List Owners Guide for ListServ

 

LISTSERV is a lab wide e-mail list service used to collaborate and share information with a large group of people. This service allows customers to create and maintain e-mail lists through a web interface https://listserv.fnal.gov. This guide is a reference for list owners to use to help answer the most commonly asked questions for list ownership via the web interface.

To manage a list via e-mail, please refer to either of these locations.

       For some common email commands you can refer to our Listserv website https://listserv.fnal.gov and select List Owners - Managing Your List Through E-Mail

       For full documentation please refer to the "LISTSERV List Owner's Manual" which is available at http://www.lsoft.com/resources/manuals.asp.

 

Getting Started

       How do I manage my lists?

       What is the "List Title" and how do I change it?

       How do I manage List subscribers?

       Do I need to subscribe to my own list?

       How can I subscribe one list to another or set up nested lists (sub-lists)?

       I do (don't) want my list AND ARCHIVE VISIBLE to non-subscribers. How can I change that?

       How do I manage automated messages?

       How can I stop my list from sending messages (prevent new postings from being sent)?

 

General Support Information

       What are the most commonly changed configuration?

       Listserv "X-Report-Type:" field found in the mail header

       What is the purpose of Loopcheck=NoSpam?

       How do I restrict my list so that only individuals with AN FNAL email address can send to it?

       All my messages to my list are pre-approved (Send=Editor,Hold,Confirm) and I am getting bombarded with spam. Is it possible to also use the Send=Private option to limit postings to list members only?

       How can I delete unwanted messages from the list archives?

       How Do I Setup Different Types of Lists (moderated, public discussion, etc.)

o   How do I setup a Public Discussion List? (Anyone can subscribe & post)

o   How do I setup a Private Discussion List? (Anyone can subscribe with owner approval, but only list members can post)

o   How do I setup a Basic Edited (Moderated) List? (Only listed editors can post; all other messages are sent to the first editor for approval)

o   How do I setup a Moderated List? (Only listed editors can post; other messages sent to multiple moderators for approval)

o   How do I setup a Self-Moderated List? (Members can post directly to the list but non-member's posts are sent to an editor for approval)

o   How do I setup a Private Moderated List? (All postings from list members are forwarded to the editor/moderator for approval and all postings from non-members are rejected)

o   How do I setup an Announce-only List? (Only the list owner(s) or specific email addresses can post to the list)

       How do I post to an Edited or Moderated List?

       I am the list editor/moderator. How do I approve the messages?

       As the moderator of a list, I get the message for approval plus the posted message. How can I stop getting two copies?

       How can I delete a list?

       I get an email message every time someone subscribes to my list. How do I stop this?

       Can I set my list to require subscribers to renew their subscriptions on a regular basis?

       How do I ban some email addresses from sending or subscribing to my list?

       How can I "hold" or "free" my list?

       How can I completely remove one or both Welcome messages?

       How to Decrease Spam in LISTSERV

       How can I stop an active spammer from posting to a ListServ List?



 

 

Getting Started

How do I manage my lists?

1.    Log into LISTSERV https://listserv.fnal.gov

2.    Select Manage Your Lists

3.    On the Login Required screen, enter your e-mail address and password and click Log In.
Graphical user interface, application

Description automatically generated



4.    The List Dashboard shows all lists you are an owner of and can perform the various management tasks to configure your lists. For help with any topics, simply click on the question mark next to it.

 

What is the "List Title" and how do I change it?

The List Title is a one-line description, maximum of 100 characters, of the list which is assigned when the list is created. This description is automatically included in the mail message sent to new subscribers. This description also appears in the online web archives listing.

To change the List Title:

1.    In List Configuration, select the Descriptions tab

2.    Edit List Title.

3.    Click on Update at the bottom of the page

How Do I manage List subscribers?

1.    Select the list from the menu and select Subscriber Reports.  You can review current subscribers, add or remove a single subscriber, or click on Bulk Operations to add or remove multiple subscribers.

2.    If running Bulk Operations, the input file must be a plain text file (with the extension of .txt) and must contain one address per line, optionally followed with a space (or TAB) and the subscriber's name. The input file cannot contain quotes. For example:

emailaddress firstname lastname

emailaddress firstname lastname
emailaddress

emailaddress firstname lastname

 

 

 

 

 

 

Do I need to subscribe to my own list?

If you want to receive the messages sent to the list, then yes, you will need to subscribe to your own list.

 

 

How can I subscribe one list to another or set up nested lists (sub-lists)?

LISTSERV offers "super-lists" and "sub-lists".

With a super-list, the membership of all the sub-lists is added and duplicates are suppressed. The super-list is a normal list with its own archives, access controls, etc. List owners may convert a standard list that they own into a super-list, but they may only add other lists that they own to the Sub-Lists= setting

For more information see L-Soft Documentation  Click on the LISTSERV 16.0 List Owner's Manual link and see Section 12.13.12 Super-Lists and Sub-Lists.

 

 

I do (don't) want my list AND ARCHIVE VISIBLE to non-subscribers. How can I change that?

Do you want you list and its archives visible to non-subscribers?  This convenience to your users may increase the risk of receiving spam on this list.

1.    In List Configuration, select the Security tab.

2.    Set Confidential = Yes to hide your list, or Confidential = No to display your list.

3.    Click on Update at the bottom of the page.

 

 

 

 

 

 

 

How do I manage automated messages?

To create or change automated messages sent to subscribers when they are Welcome, Farewell, subscribed, removed, modified, etc:

1.    Select the list from the menu and select Mail Templates

2.    Select the mail template you want to customize the automated message for.

3.    Make your modifications.

4.    Click Update

       There are three possible places to change this "YOU ARE NOW SUBSCRIBED" message.

o   The SIGNUP1 or "You are now subscribed to the &LISTNAME list" template which includes/imbeds the $SIGNUP template.

o   The ADD1 or "You have been added to the &LISTNAME list" template which includes/imbeds the $SIGNUP template.

o   The $SIGNUP or "Standard message to new subscribers " template.

       When a user subscribes to a list, LISTSERV sends the SIGNUP1 message.

       When a list owner manually adds a subscriber to a list, LISTSERV sends the ADD1 message, unless "Do Not Notify the User" has been selected.

       By default, both the SIGNUP1 and the ADD1 messages imbed the $SIGNUP message by including a .im $SIGNUP command in those message templates.

       To eliminate the SIGNUP1 and the ADD1 messages, edit those messages as described below.

o   Add the .QQ command as the first line of each template. This will cancel the message.

 

 

 

How can I stop my list from sending messages (prevent new postings from being sent)?

Example: My list keeps sending the same message over and over again (looping). How can I stop my list from sending any messages until I get the problem fixed?

You can prevent new posting from being processed by issuing "hold" command. This will hold all messages until a "free" command is issued.

1.    Select the list from the menu and select LISTSERV Command

2.    Under New Command enter: Hold LISTNAME

       You can also just click on the Sample Commands and it will auto populate the New Command window for the selected list.

3.    To release the hold and resume emails under New Command enter: Free LISTNAME

General Support Information

 

What are the most commonly changed configuration?

Detailed information for key words can be found in the List Keyword Reference for LISTSERV 17.0.

Help can also be found under List Management and clicking on Show Keyword Categories.

List Owner Information

Owner = EmailAddressOne,EmailAddressTwo....

 

Who can subscribe to the list?

Subscription =

 

Who can post (send) messages to the list?

Send =

 

 

Should the listname or archives be seen by non-subscribers of the lists?

Confidential =

 

 

 

 

 

Who can view the online archives?

Notebook =

 

Who can review the list of subscribers?

Review =

 

To whom should the replies go?

Reply-to =

 

 

 

 

 

 

 

 

 

Listserv "X-Report-Type:" field found in the mail header

List owners may receive an error message that reads:

>> The enclosed message, found in the listname mailbox and shown under the spool ID xxxx  in the system log,  has been identified as  a possible delivery error notice for the following reason: "X-Report-Type:" field found in the mail header

 

The list owner should click on the attachment included with this message. The attachment will give them more information about the specific error.

The attachment may read:

This is an automatically generated Delivery Status Notification.
Delivery to the following recipients failed.
janedoe@example.com

In this example, the attachment tells the list owner that the message was unable to be delivered to the recipient. This could be because the subscriber is over quota or the address is no longer valid. If the list owner continues to receive this error message, it is best to remove the subscriber from the list.

This error message occurs when a message cannot be delivered to one or more recipients. The recipient's email address may be incorrect

 

What is the purpose of Loopcheck=NoSpam?

A list owner who sends to multiple lists may wish to add the Loopcheck = NoSpam setting to their LISTSERV configuration file to prevent themselves from being identified as a possible spammer. We would only recommend adding this setting to moderated lists, where the moderator can then prevent spam messages from being sent to the entire list.

 

How do I restrict my list so that only individuals with AN FNAL email address can send to it?

It is possible to use the wildcard symbol to limit postings to @fnal.gov addresses only. The following option in the list header configuration will limit postings to the list owner and anyone with a @fnal.gov address:

Send= Owner,*@fnal.gov,Confirm

 

All my messages to my list are pre-approved (Send=Editor,Hold,Confirm) and I am getting bombarded with spam. Is it possible to also use the Send=Private option to limit postings to list members only?

We recommend you set your list to:

Send = Editor,Hold,Confirm,All

This will require the spammer to confirm that they sent the message. See How to Decrease Spam to LISTSERV for details on using these settings.

 

How can I delete unwanted messages from the list archives?

1.    Open the list archives page.

2.    Find the messages you wish to delete.

3.    Click the Delete button to the right of the message.

 

 

How Do I Setup Different Types of Lists (moderated, public discussion, etc.)

For information concerning different types of lists see the List Owner's Manual section 12.13 Setting Up Lists for Specific Purposes for more detailed information.

 

 

 

How do I setup a Public Discussion List? (Anyone can subscribe & post)

Set the list configuration settings to:

Subscription = Open,Confirm
Send = Public,Confirm

Notebook = ......,Private

This configuration will:

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

How do I setup a Private Discussion List? (Anyone can subscribe with owner approval, but only list members can post)

Set the list configuration settings to:

Subscription = By_Owner,Confirm
Send = Private,Confirm

Notebook = ......,Private

This configuration will:

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.


How do I setup a Basic Edited (Moderated) List? (Only listed editors can post; all other messages are sent to the first editor for approval)

A basic edited list allows the Editor(s) to send directly to the list.

All other messages are sent to the first editor listed for approval or rejection. If you need to have more than one person approving the messages, see "How do I set up a moderated list?" below.

Set the list header settings to:

Send = Editor,Hold,Confirm,All
Editor = UserName@fnal.gov,firstname2-lastname2@fnal.gov

where UserName@fnal.gov is a valid e-mail address. The first editor must be a real address, not an access-level such as "Owner".

This is called an "edited" list. More than one editor may be listed, but only the first one listed will receive copies of messages for approval. All editors may post directly to the list.

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

How do I setup a Moderated List? (Only listed editors can post; other messages sent to multiple moderators for approval)

A moderated list is similar to an edited list or announce-only list, but allows multiple persons to approve or reject the messages.

The editor(s) can still send directly to the list.

All other messages are sent to the moderators for approval or rejection.

Set the list header settings to:

Send = Editor,Hold,Confirm,All
Editor = UserName@fnal.gov,firstname2-lastname2@fnal.gov
Moderator = UserName@fnal.gov,someotherfirstname-someotherlastname@fnal.gov

where UserName@fnal.gov is a valid e-mail address. The first editor must be a real address, not an access-level such as "Owner". All moderators must also be listed as editors. All editors are not required to be moderators.

This list will "load-share" meaning, the first message will go to UserName@fnal.gov for approval, the second message will go to someotherfirstname-someotherlastname@fnal.gov, etc.

To have all the messages go to all of the moderators each time, add "All" before the list of addresses:

Moderator = All,UserName@fnal.gov,someotherfirstname-someotherlastname@fnal.gov

Note: The All, must be before the list of moderators.

Once the message has been approved by one of the moderators the message is sent. Other attempts to approve the message will indicate that the message has already been approved. It will not be sent more than once.

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

How do I setup a Self-Moderated List? (Members can post directly to the list but non-member's posts are sent to an editor for approval)

A self-moderated list allows list member to post directly to the list but non-member's posts are sent to an editor for approval.

Set the list header settings as shown below. Be sure to include the listname in parentheses on the Editor keyword.

Send = Editor,Hold,Confirm,All
Editor = UserName@fnal.gov, (listname)

where UserName@fnal.gov is a valid e-mail address and listname is the name of your list. Be sure to include the parenthesis. The first editor must be a real address, not an access-level such as "Owner".

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

How do I setup a Private Moderated List? (All postings from list members are forwarded to the editor/moderator for approval and all postings from non-members are rejected)

A private moderated list causes all postings from list members to be forwarded to the editor/moderator for approval and rejects all postings from non-members.

Set the list configuration settings to:

Subscription = By_Owner,Confirm
Send = Private,Confirm

Editor = UserName@fnal.gov,....
Notebook = ......,Private

Default-Options = Review

Using the web interface, select List Management > LISTSERV Command. If you own more than one list, use the pull-down arrow in the Select List: field to select the correct list.

In the Command: field type the following command:

QUIET SET listname REVIEW FOR *@*

Press Enter Command.

The editors will need to set themselves to NOREVIEW or they will have to approve their own postings also.

This configuration will:

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

 

 

 

How do I setup an Announce-only List? (Only the list owner(s) or specific email addresses can post to the list)

Only the list owner(s) or specific email address can post to an announce-only list. 

Set the list configuration settings to:

Send= Owner,Confirm
Reply-To= firstname1-lastname1@fnal.gov,ignore

Or

Send= UserName@fnal.gov,Confirm
Reply-To= firstname1-lastname1@fnal.gov,ignore

where UserName@fnal.gov and firstname1-lastname1@fnal.gov are valid e-mail addresses.

With this set up:

This setting will require the list owner to confirm all postings. This helps to prevent hackers from forging the list owner's e-mail address. This may also help prevent mail looping problems.

See the List Owner's Manual section 2.13 Setting Up Lists for Specific Purposes for more detailed information.

 

How do I post to an Edited or Moderated List?

Whether you are a list member or the editor or moderator, simply send the message to listname@list.fnal.gov

Messages posted from the list editors will be automatically sent on with no approval required. If the list configuration headers are set to Send=Editor,Hold,Confirm a confirmation message will be sent to that editor. This is for security to ensure that a hacker has not faked the sending address.

All other messages will be sent to either the first listed editor, for a basic edited list, or the list moderators, for a moderated list.

See the List Owner's Manual section 15 Moderating and Editing Lists through Email for more detailed information.

I am the list editor/moderator. How do I approve the messages?

If the list header settings are set to:

Send=Editor,Hold,Confirm,xxxx

The editor/moderator will receive the following message:

For security reasons, the ESO-WSS-TEST list has been configured to request positive confirmation of messages posted to the list. You must now confirm that the enclosed message did originate from you. To do so, simply reply to the present message and type "OK" (without the quotes) in the text of your message, or click on the link below. If this does not work, or if the message did not originate from you, then contact the list owner for assistance.

 

To APPROVE the message:

https://listserv.fnal.gov/scripts/wa.exe?OK=1253F41E&L=LISTNAME


The above message will include a copy of the message submitted for your approval.

To approve the above message, either

1.    Click on the URL provided

2.    Reply with just "ok" as the body of your message (only if HOLD is specified on the Send keyword)

3.    Or select List Moderation

1.    Review the message

2.    Select the action

3.    Click Submit

Moderation message.

1.    Click Moderate next to the list you wish to moderate

2.    Follow on-screen instructions. If you select List Moderation directly from the toolbar, you must select All Moderators and Refresh to see the messages waiting your approval.

The posting will appear to come from the original sender, Username@FNAL.GOV

You can also edit the message and resend it to the list, but the posting will appear to come from you, the editor, Editorname <EditorUserName@fnal.gov>

+++++

If you always need to edit the messages before sending them on you can change the list configuration headers to (remove the HOLD):

Send=Editor,Confirm,xxxx

See the List Owner's Manual section 15 Moderating and Editing Lists through Email for more detailed information.

 

As the moderator of a list, I get the message for approval plus the posted message. How can I stop getting two copies?

As the moderator, you are not required to also be subscribed to the list. Simply unsubscribe yourself from the list.


 

How can I delete a list?

Fill out the request form on our Listserv webpage https://listserv.fnal.gov/

 

I get an email message every time someone subscribes to my list. How do I stop this?

Set the list header settings to:

Notify=no

Or set the Quiet: option for some of the list owners in the Owner= header setting, for example:

Owner=Username1@fnal.gov,Quiet:, Username2@fnal.gov

See the List Keyword Reference for LISTSERV 17.0 for more information.

 

Can I set my list to require subscribers to renew their subscriptions on a regular basis?

Yes, this can be done using the Renewal header setting. You can also have LISTSERV probe for bad e-mail addresses.

See the List Keyword Reference for LISTSERV 17.0 for more information.

 

How do I ban some email addresses from sending or subscribing to my list?

This can be done using the "Filter" list keyword in the list header. In the list headers set:

Filter = Also,e-mail-address-to-filter

where: e-mail-address-to-filter is the address to be banned.

See the List Keyword Reference for LISTSERV 17.0 for more information.

 

How can I "hold" or "free" my list?

Under LISTSERV Command, enter the command Free listname or Hold listname.

 

How can I completely remove the welcome message?

1.    Select the Mail Templates

2.    Select the Welcome template

3.    At the top of the Contents section add a new line and type: .QQ" (without the quotes). This will cancel the message.

4.    Click Update

 

How to Decrease Spam in LISTSERV

Anti-Spam: Why Set Your List to Send=Public,Confirm or Send=Private,Confirm

By adding the Confirm option, the sender will be required to confirm their message before it is posted to the list.  This reduces the problem of spammers posting to your list by faking the return address.

What difference will your users experience?

When someone sends an email message to your list, LISTSERV will respond to the sender with the following message:

To cut down  on spam,  the LISTNAME  list has  been configured  to request
positive confirmation  of messages  posted from  email addresses  not currently
subscribed to  the list.  You must now confirm that the enclosed  message did
originate from you. To do so, simply reply to the present message and type "OK"
(without the quotes) in  the text of your message, or click  on the link below.
If this  does not  work, or  if the message  did not  originate from  you, then
contact the list owner for assistance.

To APPROVE the message:
https://LISTSERV.FNAL.GOV/scripts/wa.exe?OK=2E1C8995&L=LISTNAME

The sender must either reply to the message with OK (as described above) or click on the link provided in the email.

If they choose to click on the link, LISTSERV will return:

Anti-Spam: Tips to Decrease Spam to the List

Send Keyword Settings:

Setting the above Send and Service keywords will limit the allowed senders to fnal.gov addresses.
Setting Filter=also,*@list.fnal.gov disallows messages sent with the fake email return addresses of other LISTSERV lists.
Details about the service keyword are available at:

https://www.lsoft.com/manuals/17.0/listkwd/kservice.html

Additional Keyword Settings:

        Confidential = Yes <- Recommended default setting for lists.
Setting the Confidential command to Yes, removes the name of the list from the public list-of-lists.

        Subscription = xxxxxxxx,Confirm
The Confirm option requires the sender to confirm their subscription.

        Moderated or Announce-Only lists. You also set your list as moderated or announce-only.

        More tips can be found at Tech Tip (LISTSERV) - Issue 3 - 2007 by L-Soft.

 

 

 

How can I stop an active spammer from posting to a ListServ List?

 

1.    Select the list and select Subscriber Reports

a.     In the Add Subscriber section, type the email address that is sending the spam.

b.    Click the Add Subscriber.

c.     In the Subscribers section perform these steps

                                                    i.     Check the box next to the email address you just added

                                                  ii.     Under Mail Status select No Mail from the pull-down list

                                                iii.     Under Restrictions select No Post from the pull-down list

                                                iv.     Click on Update

 

Send test emails to the list to verify you are receiving good emails.

Spam from specific addresses does eventually stop so you can add this configuration and then at a later date remove it once the spam has ceased to help keep your list configuration clean if desired.