FAQ For LISTSERV List Owners

 

It is absolute necessary to read the information in the following URL to fully understand how to manage and administer your new list.

 Listserv Owners Manual

 Listserv Owner FAQ

  Please, follow these steps to get your list ready for subscribers:


List owners - List Setup Guide

How do I get a LISTSERV password? Is my Majordomo password valid?

LISTSERV require that you create a password during your first attempt to use the web interface. LISTSERV associates the password with the List Owner's e-mail address if you already have a list on the server. It also  uses the password for authenticating the user at login. (Your  majordomo password is not copied over to LISTSERV.) To get or change your LISTSERV password visit:

1.       Visit Registering your LISTSERV Password

2.      Type your email address and your chosen password in the required field. Click Register Password

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List Owners - List Setup Guide

How to manage my list?

We recommend that you use the web interface to maintain your list.

1.       Review the Getting Started Guide.

2.      Go to LISTSERV at IEEE 

3.      Select List Management.

4.       On the "Login Required" screen, enter your e-mail address and password.

5.      We recommend that you scroll down and select Login without setting a cookie, especially in public areas.

6.      The "List Management" screen will appear. From this screen you can easily change many of your list settings and view your subscribers.

7.      From the "Please select a list" pull down menu  select YOUR-LIST-NAME.

a.       To view or modify the list settings click Configuration.

b.       To view the list subscribers click Subscribers.

8.   We recommend that you create a Info, Welcome, and Farewell messages (see below for details).

9.   Select log off when you are finished with your LISTSERV session.

You can also maintain your list via e-mail. Please refer to the "List Owner's Guide" and "List Owner's Quick Start Guide" which are available from IEEE LISTSERV <http://listserv.ieee.org/cgi-bin/wa/>.

i.       Address an e-mail message to listserv@listserv.ieee.org

ii.      Put the command in the body of the message.

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List Owners - List Setup Guide

How to check subscribers on my list?

From the web interface:

1.       Select the Mailing List Management Interface

2.      From the "Please select a list"  pull down menu  select YOUR-LIST-NAME

3.      Click Subscribers

4.       Follow the directions on the screen.

5.      Don't forget to log off at the end of your session.

Or via e-mail:

i.       Address an e-mail message to listserv@listserv.ieee.org

ii.      Put the following in the body of the message:
review listname

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List Owners - List Setup Guide

How can I create Welcome, Farewell and INFO messages?

We recommend that the list owner create Welcome, Farewell and INFO messages for their list.

When a user subscribes to a list, LISTSERV sends the Welcome message in addition to its own administrative message.

(The Welcome message does not allow variables.)

When a user signs off a list, LISTSERV sends the Farewell message.

(The Farewell message does not allow variables.)

The INFO message is sent when a user sends the e-mail command INFO listname. If no INFO message exists, LISTSERV sends the list headers.

The INFO message is one of many available templates. A full list of the templates available can be found in Section 9.4.2 Other useful template forms in the List Owner's Manual. These templates can contain variables, such as &LISTNAME. See the Listowner's Manual Section 9.3 Mail template format and embedded formatting commands for a complete list of variables available.

We recommend that you use the web interface to maintain your list. To create or change your Welcome message:

1.       Go to IEEE LISTSERV .

2.      Select the Mailing List Management or List Management.

3.      Login to LISTSERV.

4.       From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

5.      Click Templates.

6.      From the "Select a template to view or edit" pull down menu select Welcome message.

7.      Select Help from the Navigation sidebar for detailed information on editing templates.

8.      Select Edit Form.

9.   See Section 9.3 Mail template format and embedded formatting commands of the List Owner's Manual for formatting tips and allowed variables.

10.   Type in your Welcome message.

11.   Select Update from the bottom of the screen.

12.   You should see the message "The WELCOME message for listname has been successfully updated."

13.   Use the browser Back key (twice) if you want to update other templates.

14.   From the "Select a template to view or edit" pull down menu select Farewell message.

15.   Select Edit Form.

16.   Type in your Farewell message.

17.   Select Update from the bottom of the screen.

18.   You should see the message "The FAREWELL message for listname has been successfully updated."

19.  Use the browser Back key (twice) if you want to update other templates.

20.   In the "Search for a string or template name or description" field type INFO to decrease the number of selections.

21.  Select Refresh.

22.  From the "Select a template to view or edit" pull down menu select Information about the &LISTNAME list [INFO].

23.  Select Edit Form.

24.   Type in your Info message.

25.  Select Update from the bottom of the screen.

26.  You should see the message "The INFO message for listname has been successfully updated."

27.  Use the browser Back key (twice) if you want to update other templates.

28.  Select log off when you are finished with your LISTSERV session.

You can also maintain your list via e-mail. Please refer to the "List Owner's Guide" and "List Owner's Quick Start Guide" which are available from IEEE LISTSERV

1.       Address an e-mail message to listserv@listserv.ieee.org

2.      Put the command in the body of the message.

Example INFO replacement via e-mail (the PUT must be the first line of the e-mail):

PUT listname MAILTPL pw=xxxxx
>>> INFO Information about the &LISTNAME list
List informaion blah blah blah.

.ce &OWNER

Example Welcome Message replacement via e-mail (the PUT must be the first line of the e-mail):

PUT listname WELCOME pw=xxxxx
Subject: Welcome to the listname list
List informaion blah blah blah.

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List Owners - List Setup Guide

Do I need to subscribe to my own list?

Yes. If you want to see the messages you need to subscribe to your own list. We recommend that you create the Welcome message first, so you can see your own Welcome message.

See How do I subscribe to (join) a list? in the Getting Started Guide.

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List Owners - List Setup Guide

I do (don't) want my list displayed in the public online archives. How can I change that?

Do you want to advertise your list on the public online archives web site and make the listname available via e-mail on the list-of-lists?

This convenience to your users may increase the risk of receiving SPAM on this list. By default, lists converted from Majordomo will not be displayed in the online archives or be listed by the "lists" e-mail command.

To change the configuration setting for displaying the list:

We recommend that you use the web interface to maintain your list.

1.       Go to IEEE LISTSERV.

2.      Select the Mailing List Management or List Management.

3.      Login to LISTSERV.

4.      From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

5.      Click Configuration

6.      The "Edit List Header" screen will appear.

7.      Find the line starting with "Confidential = "

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

9.   Select Update from the bottom of the screen.

10.   You should see the message "The header of the listname list has been successfully replaced."

11.   Select log off when you are finished with your LISTSERV session.

You can always access the online archives and other list information directly:

1.       Go to IEEE LISTSERV <http://listserv.ieee.org/archives/index.html>.

2.      Select the Unlisted archive form at the bottom of the page.

3.      Type in the listname

4.      Select Submit

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List Owners - List Setup Guide

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

The Descriptive 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 Descriptive Title:

We recommend that you use the web interface to maintain your list. To change your Descriptive Title:

1.       Go to IEEE LISTSERV <http://listserv.ieee.org/cgi-bin/wa/>.

2.      Select the Mailing List Management or List Management.

3.      Login to LISTSERV.

4.      From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

5.      Click Configuration.

6.      The "Edit List Header" screen will appear.

7.      This first line in the list header is the "Descriptive Title".

8.      Type in your new Descriptive Title.

9.   Select Update from the bottom of the screen.

10.   You should see the message "The header of the listname list has been successfully replaced."

11.   Select log off when you are finished with your LISTSERV session.

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List Owners - List Setup Guide

How can I change the standard "You are now subscribed" message that gets sent to new subscribers?

There are actually three possible places to change this message.

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

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

3.      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 "quiet" or "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 completely eliminate the SIGNUP1 and the ADD1 messages, edit those messages as described below. Add the .QQ command as the first line of each template. This will cancel the message.

See Section 9.3 Mail template format and embedded formatting commands of the List Owner's Manual for formatting tips and allowed variables and Section 9.4.2 Other useful template forms for a list of all available templates.

We recommend that you use the web interface to maintain your list. To change these templates:

1.       Go to IEEE LISTSERV.

2.      Select the Mailing List Management or List Management.

3.      Login to LISTSERV.

4.       From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

5.      Click Templates.

6.      In the "Search for a string or template name or description" field type SIGNUP or ADD to decrease the number of selections.

7.      Select Refresh.

8.      To view or edit the SIGNUP1, from the "Select a template to view or edit" pull down menu select You are now subscribed to the &LISTNAME list [SIGNUP1].

9.   Select Edit Form.

10.   Type in your new message.

11.   Select Update from the bottom of the screen.

12.   You should see the message "The something message for listname has been successfully updated."

13.   Use the browser Back key (twice) if you want to update other templates.

14.   Repeat the above steps for each message that you wish to edit.

15.   Select log off when you are finished with your LISTSERV session.

You can also maintain your list via e-mail. Please refer to the "List Owner's Guide" and "List Owner's Quick Start Guide" which are available from IEEE LISTSERV.

i.       Address an e-mail message to listserv@listserv.ieee.org

ii.      Put the command in the body of the message.

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List Owners - List Setup Guide

How can I add a bottom banner?

When the bottom banner is present, it will be added to the bottom of every message posted to the list. The bottom banner usually gives the name of the list, instructions for signing off the list and possibly the URL of the web archives.

We recommend that you use the web interface to maintain your list.

1.       Review the Getting Started Guide.

2.      Go to IEEE LISTSERV <http://listserv.ieee.org/cgi-bin/wa/>.

3.      Select List Management.

4.       On the "Login Required" screen, enter your e-mail address and password.

5.      We recommend that you scroll down and select Login without setting a cookie, especially in public areas.

6.      The "List Management" screen will appear. From this screen you can easily change many of our list settings and view your subscribers.

7.      From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

8.   Click Templates.

9.   From the "Select a template to view or edit" pull down menu select Bottom banner for plain text postings [BOTTOM_BANNER].

10.   Select Help from the Navigation sidebar for detailed information on editing templates.

11.   Select Edit Form.

12.   See Section 9.4 Creating and editing <listname>.MAILTPL of the List Owner's Manual for more information.

13.   Type in your bottom banner message. Below is an example message:

The archives for &listname are available at http://listserv.ieee.org/archives/&listname.html. To leave this list, send the command "unsubscribe &listname;" to "listserv@listserv.ieee.org"

14.   Select Update from the bottom of the screen.

15.   You should see the message "The BOTTOM_BANNER has been successfully stored in the listname template library."

16.   If senders will be sending messages that contain styled text (html) to this list you should also created an html bottom banner:
( if you don't create an html bottom banner, the plain text bottom banner will be used, but you will probably see wrap around problems.)

a.       Select List Management from the left navigation sidebar.

b.       From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

c.       Click Templates.

1.       From the "Select a template to view or edit" pull down menu select Bottom banner for HTML postings [BOTTOM_BANNER_HTML].

d.       Type in your bottom banner message. Below is an example message:

<p>===================================
<br>SUBSCRIBE/UNSUBSCRIBE/CHANGE E-MAIL
<br>To subscribe, unsubscribe or change your e-mail address
<br>go to: <a href="http://listserv.ieee.org/archives/&listname.html">
http://listserv.ieee.org/archives/&listname.html</a>

e.       Select Update from the bottom of the screen.

f.        You should see the message "The BOTTOM_BANNER_HTML has been successfully stored in the listname template library."

17.   Select log off when you are finished with your LISTSERV session.

You can also maintain your list via e-mail. Please refer to the "List Owner's Guide" and "List Owner's Quick Start Guide" which are available from IEEE LISTSERV.

1.       Address an e-mail message to listserv@listserv.ieee.org

2.      Put the command in the body of the message.

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List Owners - List Setup Guide

How can I add to or remove subscribers from my list?

From the web interface:

1.       Select the Mailing List Management or List Management

2.      From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

3.      Click Subscribers

4.       Follow the directions on the screen.

5.      Don't forget to log off at the end of your session.

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List Owners - List Setup Guide

How can I subscribe multiple addresses at one time?

From the web interface
(from - The List Owner's Manual Section 11.9 Bulk operations via the web):

1.    Create a plain text file contain the email addresses to upload to the mailing list. ( one address per line)

2.       Select the Mailing List Management Interface

3.      From the pull down menu  "- Please select a list  - " select your list to modify.

4.      Select Bulk Button

This will take you to the Bulk Operations page where you can select the file you create.

The input file can notcontain quotes. For example:

Email-address First-name Last-name 
Email-address

5.      Select Enter the full name of the file you've prepared, or click the Browse… button to find and select it.

6.      Under “Function”, select Add the imported addresses to listname; do not remove any subscribers.

7.      Click The Submit Button to complete the process

NOTE: Users added with this method will NOT be notified that they have been added to the list.

To add subscribers to lists in bulk, using e-mail commands
(from - The List Owner's Manual Section 4.4 Adding subscribers to lists in bulk):

1.       Address a message to: listserv@listserv.ieee.org

2.      In the body of the message type:

quiet add listname dd=ddname import pw=yourlistservpassword
//ddname dd *
emailaddress1 firstname lastname
emailaddress2
emailaddress3
/*

To remove/delete subscribers from lists in bulk, using e-mail commands:

1.       Address a message to: listserv@listserv.ieee.org

2.      In the body of the message type:

quiet del listname dd=ddname brief pw=yourlistservpassword
//ddname dd *
emailaddress1
emailaddress2
emailaddress3
/*

A second method for adding subscribers to lists, using e-mail commands
(from - The List Owner's Manual Section 4.1 How to add and delete subscribers to/from a list):

1.       Address a message to: listserv@listserv.ieee.org

2.      In the body of the message type:

quiet add listname emailaddress1 firstname lastname pw=yourlistservpassword
quiet add listname emailaddress2 * pw=yourlistservpassword
quiet add listname emailaddress1 firstname lastname pw=yourlistservpassword

A second method to remove/delete subscribers from lists, using e-mail commands:

1.       Address a message to: listserv@listserv.ieee.org

2.      In the body of the message type:

quiet del listname emailaddress1 pw=yourlistservpassword
quiet del listname emailaddress2 pw=yourlistservpassword
quiet del listname emailaddress3 pw=yourlistservpassword

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List Owners - List Setup Guide

How can I stop a mail loop on my list?

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.

From the web interface:

1.       Select the Mailing List Management or List Management

2.      From the "- Please select a list pull down menu - " select YOUR-LIST-NAME

3.      Click Command

4.       Select Hold listname on the navigation sidebar.

5.      Don't forget to log off at the end of your session.

Or via e-mail:

1.       Address an e-mail message to listserv@listserv.ieee.org

2.      Put the following in the body of the message:
hold listname pw=yourlistservpassword

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List Owners - List Setup Guide

How can I create a sub-lists in a list?

LISTSERV offers a robust facility for creating nested lists by using "super-lists" and "sub-lists".

"With a super-list, the membership of all the sub-lists is added (recursively) and duplicates are suppressed. The super-list is a normal list with its own archives, access controls, etc." - List Owner's Manual by L-Soft.

Only the LISTSERV maintainer can create a super-list. If you have the need for a super-list, contact the IEEE List-master [E-mail: listserv-owner@listserv.ieee.org,

For more information see the List Owner's Manual Section 2.13 How to set up lists for specific purposes and Section 2.13.11 "Super-lists" and "sub-lists".

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List Owners - List Setup Guide

How can I remove/delete a mailing list?

Send email to listserv-owner@listserv.ieee.org

Include the listname and your name, dept and phone number. You will receive a confirmation request by e-mail.

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List Owners - List Setup Guide

How can I view the list archives?

Visit http://listserv.ieee.org/archives/
If the list you are looking for is not listed, click on the link "unlisted archive form" at the bottom of the page. Type your list name and click the submit button.

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List Owners - List Setup Guide

What are the most commonly changed configuration keywords/settings?

Conversions from Majordomo: We will convert the configuration keywords/settings from your majordomo list to your LISTSERV list. You should not need to change any of the settings.

New Lists: Your settings will be created from the New List Request Form. You should not need to change any of the settings.

Detailed information can be found in Appendix B of the List Owners Guide. Help can also be found by using the online Wizard under List Management.

List Owner Information ? To change the list owner, simply modify the owner keyword.

Owner = EmailAddressOne,EmailAddressTwo....

A. Who can subscribe to the list?

Subscription = keyword

B. Who can post (send) messages to the list?

Send = keyword

C. Should the listname be shown on the online archives web page and the e-mail list-of-lists?

Confidential =

D. Who can view the online archives?

This is the last setting in Notebook =

E. Who can review the list of subscribers?

Review =

F. To whom should the replies go?

Reply-to =

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List Owners - List Setup Guide

Why am I unable to see all my mailing lists when I log-on to Listserv?

IEEE staff have the ability to use their email alias with or without a period in their email address. Listserv recognise both email addresses as different accounts. Consistency is important when subscribing to a Listserv maling list.
When subscribing to a list, be sure to always use the same IEEE email address. For example:
If you subscribe to one list as j.doe@ieee.org,(with period) make sure the same email address is use for all other mailing lists in the domain.
If you subscribe as jdoe@ieee.org (without the period) your subscription will not be visible when logged in to Listserv as j.doe@ieee.org (with period). This is important for list owners. Listserv will only display lists belonging to the address j.doe@ieee.org.

                                                                                                                                                                                                                                                          

 

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