Email & Mailing Lists

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EliApps

During the 2011-2012 school year, Yale migrated away from a self-hosted email service ("Horde") to the glorious Google Apps for Education (EliApps). The interface to EliApps is thus more or less the same as for a standard Gmail account. It comes with a calendar, Google Docs, etc.

To access your EliApps mail through a mail client, you first need to set up a special EliApps password which is used only for this purpose (mail clients). You still log in to EliApps webmail with your NetID and password.

Keyboard Shortcuts for Google Apps

Press "?" on any google app page, or see:

Alternatives to EliApps

EliApps (GMail) is great! But if you wanted to, there are two other ways you could use your YaleMail:

  1. Forward to your own non-university GMail account
  2. Or use Thunderbird or Applemail

Mailing Lists

Want to create a list or three? Use EliLists. Don't even use Mailman Lists, it's too hard. You can't even create a Panlists list and you wouldn't want to.

  • Depending on the size of your group, you may want up to three separate lists for the three types of emails that are sent out:
    1. Announcement Emails (for official things that everyone must know)
    2. Social Events (for organized events that many/most people in the group would go to)
    3. Discussion (anything goes! - lolcats, interesting articles useful-but-irrelevant information, etc)

EliLists

  • http://groups.bulldogs.yale.edu/
  • The preferred university-supported mailing list system.
  • Functions pretty much the same as Google Groups.
  • To create a new EliList you need to request one.
  • To remove yourself from a list, go to the EliLists homepage, click on the name of the list you want to unsubscribe from; click "Edit My Membership" from the right pane; and click "Unsubscribe".

Migrating to EliLists

From the official university help docs:

  • Question: I currently own a Panlist/Mailman list and would like to migrate membership to an EliList. Who should I contact?
  • Answer: Please fill out the EliList Request Form for the creation of your new list. Once the list is created, contact listmaster@yale.edu with the name of the Panlist/Mailman list you would like to migrate. If your list contains over 200 members, they will be invited to join your new EliList, not automatically subscribed.

Mailman Lists

How to extract emails from a Mailman List

  1. Log in to the admin site: http://mailman.yale.edu/mailman/admin/LISTNAME
  2. Go to "Privacy Options" => "Subscription Rules" and set "obscure addresses" to no
  3. Go to the roster page: http://mailman.yale.edu/mailman/roster/LISTNAME

How to make an open and user-friendly Mailman List

Mailman settings to set to make the list as open and user-friendly as possible:

Initial Setup

  1. When requesting a new mailman list at http://www.yale.edu/its/stc/lists/mailman/mailman_list_request.html, select "List members only" for the "type of list".
  2. After the list is created, you will receive an email with your log in password. Go to http://mailman.yale.edu/mailman/admin/LISTNAME to change your list settings.
  3. The first thing you should do is go to "Passwords" and enter a new administrator password and click "Submit Your Changes".

Options

Then, to make the list as open and user-friendly as possible, set the following options. Make sure to click "Submit Your Changes" at the bottom of each page in order to save your changes!

  1. Under General Options
    1. Enter all administrator emails in "The list administrator email addresses". If you want, enter moderator emails in "The list moderator email addresses", but for Yale mailing lists, there's probably no need to have separate administrators and moderators.
    2. Enter "A terse phrase identifying this list". This description will appear in email headers as well as on this list of public mailing lists: http://mailman.yale.edu/mailman/listinfo/
    3. Enter "An introductory description...about the list". This will appear under the "About LISTNAME" section on http://mailman.yale.edu/mailman/listinfo/LISTNAME.
    4. Modify the "Prefix for subject line of list postings." if you want. This automatically appears at the beginning of the Subject line of emails sent to the list.
    5. Enter a "subscriber welcome message" ["List-specific text prepended to new-subscriber welcome message"]. This gets included at the top of the welcome email that a new subscriber receives.
    6. If you want, enter an "unsubscribe message" ["Text sent to people leaving the list"] if you wish. This will be received by people if they unsubscribe from your list.
    7. Change "Should administrator get notices of subscribes and unsubscribes?" to "Yes".
    8. Change "Maximum length in kilobytes (KB) of a message body" to "0" (for no limit).
  2. Under Privacy Options => Subscription rules
    1. Change "Advertise this list when people ask what lists are on this machine?" to "Yes".
    2. Change "What steps are required for subscription?" to "Confirm".
    3. Change "Who can view subscription list?" to "Anyone".
  3. Under Privacy Options => Sender filters
    1. Change "Action to take for postings from non-members for which no explicit action is defined." to "Accept".
  4. Under Privacy Options => Recipient filters
    1. Change "Must posts have list named in destination (to, cc) field (or be among the acceptable alias names, specified below)?" to "No". This allows you to BCC the list.
    2. Change "Ceiling on acceptable number of recipients for a posting." to "0" (for no limit).
  5. Under Archiving Options
    1. Change "Archive messages?" to "Yes".
    2. Change "Is archive file source for public or private archival?" to "public".

Some other useful things

  • To change the welcome email that new subscribers receive, go to "Edit the public HTML pages and text files" => "Welcome email text file". Any words like "%(WORD)s" are special commands that are replaced wtih information you filled out elsewhere. For the most part, the WORDs are self-explanatory. %(welcome)s refers to the welcome message you entered under "General Options".
  • To mass subscribe people, go to Membership Management => Mass Subscription. Enter a list of emails, one per line, in the text box. Then enter any message you want added to the subscription notification. Finally, click "Submit Your Changes".
  • Assuming you have archiving enabled (under "Archiving Options"), you can view the archives by going to "Go to list archives" OR by going to http://mailman.yale.edu/mailman/listinfo/LISTNAME => click the "LISTNAME Archives" link under the "About LISTNAME" section.


Panlists

  • Being phased out; you can't create one if you don't already have one. Horrendously prone to spam-attacks. Good riddence.
  • To remove yourself from a list, see: http://panlists.yale.edu/
  • Reasons why Panlists Suck
  1. You can't control who sends mail to it. So you have to bcc every time and if you slip up.... oops.
  2. They explode with spam every few months.
  3. Your recipients can't filter your emails since there's no to: address
  4. And you can't really unsubscribe yourself

Remove yourself from a list

  • EliLists: Go to the EliLists homepage, click on the name of the list you want to unsubscribe from; click "Edit My Membership" from the right pane; and click "Unsubscribe".
  • Mailman Lists, see: http://mailman.yale.edu/mailman/listinfo/<name of the list you're looking for>
  • Panlists, see: http://panlists.yale.edu/
  • The Toads Mailing List: Email the word UNSUBSCRIBE to toadsplac@aol.com.

Phishing and Spam

Spam is a problem


If you do receive a phishing email, you can help!

  • If it's from an "@yale.edu" address
    1. mark it as "Spam" in your EliApps email
    2. forward the email to abuse@yale.edu - if it's a rogue account, they should be able to stop it!
  • If it's from any other email
    1. mark it as "Spam" in your EliApps email


References

http://www.yale.edu/its/eliapps/faq/elilists