GNU Mailman: List Manager's Quick Reference Card

This document is intended to serve as a quick reference guide for mail list managers. It will briefly outline some of the more common tasks that are assigned to persons who "own" a list, normally a novice list administrator who only needs to know about a few of Mailman's features. Persons wanting a complete reference for all of Mailman's list administration functions should read the http://staff.imsa.edu/~ckolar/mailman/mailman-administration-v2.html for complete information.
  

Accessing your list management screen.

When your list was created and you were designated the "owner" by the system administrator you should have received a welcome note informing you that your list was active, telling you the URL to visit for administrative functions, and informing you of your password.
If you did not keep this note, you should be able to find your list's administrative features by going to
http://name.of.listserver/mailman/admin/YourListName
The screen that you access will prompt you for your list administrator's password. Enter it in the blank and then click the button to access your administration screen. If you do not know the password for your list then you will need to contact support@cgnet.com to have it reset.
Note, this list management screen allows not only configuration of the functional properties of your listserv, but also allows configuration of its public html pages and access to the list archives. 
 

Removing a user from a list

Mailman allows the list manager to remove an individual from their mail list, but the method is not entirely intuitive.
  • Access your list management screen.
  • In the Membership Management section, find the line with the e-mail address of the individual that you would like to remove.
  • Put a checkmark in the box in the first column labeled "unsub" by the address that you would like to remove.
  • Click the "Submit your changes" button at the bottom of the screen to put the changes into effect.  
 

Add a member to your list

Mailman allows a list manager to add people for their mail list, but the method is not intuitively named.
  • Access your list management screen.
  • Note, the list of members is accessible under the Membership Management section on the Membership List link.
  • In the Membership Management section, scroll down to the area labeled "Mass Subscription”.
  • Type the address of the individual that you would like to add into the text box. If you would like to add more than one person, enter each address on a separate line.
  • If you would like to send a welcome message to the new members then make sure that the "yes" button is checked. This will send the new members some basic information about using the list as well as any personalized welcome text. 
  • Click the "Submit your changes" button at the bottom of the screen to put the changes into effect.
  • Note: Network etiquette generally frowns on opt-out lists -- adding unsuspecting persons to a list and then telling them that they can leave if they want. Do not use Mailman for unconscionable activities such as sending Spam.
 

Keep unwanted persons from joining

Mailman allows you to prevent persons from joining your list without explicit approval of the administrator. To activate this feature:
  • Access your list management screen.
  • In the Privacy Options section look at the second field, labeled "what steps are required for subscription."
  • Set the option to "Require approval" or "Confirm and approve" and click the "Submit your changes" button at the bottom of the screen.
Future subscription requests will cause Mailman to send you an e-mail message telling you that someone has tried to join your list. Go to the URL in the message and then use the on-screen form to accept or reject their request.
  

 Keep membership list private

This setting dictates access to the subscription list via the web:
Access your list management screen.
In the Privacy Options section under Subscription Rules link, look at the field labeled “Who can view subscription list?” The traditional setting is “List members” which allows other participants to see the list membership, but blocks the view to the general public. To allow only the administrator to see the list members, choose “List admin only”.
Choosing “Anyone” is HIGHLY DISCOURAGED because it allows anyone to see the membership list. Never ever use this setting unless you are trying to say "I have contempt for all of my list members and hope that they get spammed out of their minds."
 

Configure posting privileges

This setting dictates whether postings to the list require moderator approval or not:
Access your list management screen.
In the Privacy Options section, choose the “Sender filters” link
If the list is to be a traditional “Members only” type list in which only members are allowed to post, but their posts go directly to the list without being moderated, then choose “No” for the first option “By default, should new list member postings be moderated?” Near the bottom, in the field labeled “Action to take for postings from non-members for which no explicit action is defined” choose Reject.
If the list is to be a broadcast list in which only moderators are allowed to post then choose “Yes” for the first option “By default, should new list member postings be moderated?” Then under the second option “Action to take when a moderated member posts to the list” choose “Reject”.  And near the bottom, in the field labeled “Action to take for postings from non-members for which no explicit action is defined” choose Reject.  A customized text can be added to the 3rd and 4th fields to be sent in these rejection notices if desired. Be sure that the moderator addresses are set to be unmoderated (in the Membership Management section make sure the box in the “Mod” column is deselected).
If the list is to be a Moderated list – that is all postings must first be approved by the moderator, then choose “Yes” for the first option “By default, should new list member postings be moderated?” Then choose “Hold” for the second option “Action to take when a moderated member posts to the list”. And if you want to allow moderated postings from non-members as well, then choose “Hold” for the Action near bottom of page “Action to take for postings from non-members for which no explicit action is defined”
Note in all cases, exceptions can be made for individual member addresses as to whether they should be moderated or not (use Membership Management section and the “Mod” column) or for individual non-members – use the Privacy Options – Sender Filters section to add addresses to the “List of non-member addresses whose postings…..” type boxes.
 

Changing maximum message size

Mailman places a limit on the size of message that it will deliver to prevent large messages from disrupting the list server of user mailboxes. In some cases the default value may not be large enough to allow messages and file attachments to pass through in a manner suitable for your list's purpose. To change the limit:
  • Access your list management screen.
  • In the General Options section,near the bottom, locate the field for "Maximum length in Kb of a message body" field. Change the limit to something suitable, or enter 0 for no size limit.
  • Click the "Submit your changes" button at the bottom of the screen to put the changes into effect.
 

Changing Passwords and Delegating and tending to moderator duties

List administrators have privileges to change any list configuration parameters available via the web admin pages, while list moderators have only the privilege of tending to pending subscription and posting requests (privileges which the list administrator of course also has). To split the list ownership duties by creating moderator privileges:
Access your list management screen.
In the General Options sections near the top, add the moderator email addresses in the “The list moderator email addresses” field. Then in the Passwords section, enter a moderator password that is distinct from the administrator password into the “Enter new moderator password” field. This password can be distinct from the moderator’s password they use for their list access, and if there are multiple moderators, they must all use this same password to access the Moderator requests page. Note, this Password section is also where you can change the Administrator password.
To tend to the moderator duties, choose the “Tend to pending moderator requests” link on the General Options page.
 
 
GNU/Mailman Documentation
1999, 2000 Christopher Kolar and Aurora University
ckolar@admin.aurora.edu
Modified: kc – CGNET Service June 2007Sunday, April 29, 2001