Guide to Using Webvault Mailing List Services

Introduction

A mailing list server is a powerful tool for managing and distributing emails to multiple subscribers efficiently. It allows organizations, businesses, and communities to send announcements, newsletters, and important updates to large groups of recipients with minimal effort. By using a mailing list server, you can streamline communication, ensure consistency, and maintain control over subscriber management, making it an essential resource for effective email distribution.

Definitions

• List Server: A system for managing one or more mailing lists. Your list server has a unique email address (e.g., listserv@yourdomain.com) used for sending and receiving commands related to mailing lists.

• Mailing List: A collection of email addresses (subscribers). Each mailing list has a dedicated email address (e.g., listname@yourdomain.com). When an email is sent to this address, it is distributed to all subscribers.

• Moderator: An administrative user overseeing the list server. If the server is moderated, a password must be provided before certain actions (e.g., adding subscribers) can be performed. This helps prevent unauthorized additions to mailing lists.

List Server Commands

To execute a command, send an email to the list server address with the command(s) in the email body. Each command should be on a separate line, followed by a carriage return. Emails must be in plaintext format without signatures or extra text.

JOIN Command

Adds a subscriber to a mailing list.

Format:

JOIN password list_email_address, subscriber_email, subscriber_name

• The subscriber name is optional.

• The password is required only for moderated servers.

• If a subscriber email is omitted, the sender’s email will be added.

Example:

JOIN yourpassword listname@yourdomain.com, subscriber@webvault.com.au
JOIN yourpassword listname@yourdomain.com, subscriber@hotmail.com

LEAVE Command

Removes a subscriber from a mailing list.

Format:

LEAVE password list_email_address, subscriber_email

Example:

LEAVE yourpassword listname@yourdomain.com, subscriber@webvault.com.au
LEAVE yourpassword listname@yourdomain.com, subscriber@hotmail.com

REVIEW Command

Emails a complete list of all subscribers in a mailing list.

Format:

REVIEW password list_email_address

Example:

REVIEW yourpassword listname@yourdomain.com

WHICH Command

Lists all mailing lists to which a specific email address is subscribed.

Format:

WHICH password subscriber_email_address

Example:

WHICH yourpassword subscriber@webvault.com.au

LISTS Command

Lists all mailing lists managed by the list server.

Format:

LISTS password

Example:

LISTS yourpassword

HELP Command

Requests the list server help file, containing command details.

Format:

HELP password

Example:

HELP yourpassword

Sending Emails to a Mailing List

To send an email to all subscribers, simply address your email to the mailing list email. Emails can include attachments, but size limits may apply based on mailing list settings.

Moderated Mailing Lists

If a mailing list is moderated, emails must be approved before distribution. There are two moderation methods:

Client Moderated Mailing List

• The sender must include the mailing list password at the start of the subject line.

• The list server will strip the password before distributing the email.

Server Moderated Mailing List

• The designated moderator receives an email requesting approval.

• The subject line of the confirmation email will contain a unique message ID (e.g., $$Msg-Id:200412131847440C65.tmp$$Test Email).

• The moderator reviews the email content in the confirmation email body.

• To approve, reply to the confirmation email and add the mailing list password at the start of the subject line.

• To delete the email instead of sending it, append -DELETE to the password.

Examples:

Approve an Email:

yourpassword$$Msg-Id:200412131847440C65.tmp$$Test Email

Delete an Email:

yourpassword-DELETE$$Msg-Id:200412131847440C65.tmp$$Test Email