Mailing List

A mailing list is a collection of names and addresses used by an individual or an organization to send material to multiple recipients. Mailing lists can also be used as department or project related alias. In combination with filters and folders mailing list can help individuals organize their email based on the many tasks or roles they perform. Furthermore the use of shared folders allows for the delegation of tasks within a group while at the same time maintaining a consistent initial point of contact.

If the number of members exceeds a few hundred addresses, you should consider using something other than a mailing list, such as a local newsgroup or a web conference. This document describes the public mailing list service at Western. WTS does not run listserv software and does not offer digest services.

List Guardian is the public mailing list management tool used at Western. Access to Western mailing lists is restricted to Western authentication.

Please Note: There are gaps in the processing of spam content addressed to mailing lists. Messages that are identified as spam are not currently trapped but are still tagged with [Spam?] in the left hand margin of the subject line. Any messages sent to mailing lists that are going undetected as spam would require the list owner to set posting restrictions.

 

 

Creating a Mailing List

This section explains how you can create a mailing list.

NOTE: The maximum number of members permitted is 1000.

Procedure

Choosing a name

When submitting a mailing list name basic edit checking is performed on submission to ensure e-mail compliance and uniqueness. Below are some guidelines for choosing a name for a mailing list.

  • Choose a meaningful name that reflects the specific purpose of the list.
  • Avoid misleading names by prefixing the list with a dept acronym e.g. its-staff
  • Keep it short but easy to remember and type.
  • Use a period or hyphen as separators (i.e. help.desk or wts-staff) avoid the underscore and other special characters.
  • Check the index of current list names at https://www.uwo.ca/its/guardian?m=s&q=list:* to follow existing conventions.

Required Information

This service is only available to faculty and staff for appropriate University-related activities. A valid UWO user ID and password are required to access List Guardian. If you do not know this information please refer to here on how to obtain one.

Important Notice: This service is NOT available to applicants, graduates or undergraduates.

Request Form

To set up a mailing list complete the form https://www.uwo.ca/its/guardian?m=req.

Upon successful submission you will receive on screen and e-mail confirmation. If approved, the new list will be created within 2 business days with an additional e-mail notification sent once your request has been processed. At the point of creation the list owner is automatically added as a member of the list to ensure e-mail delivery is functional. However there is no requirement which states that a list owner must be a list member.

Troubleshooting

Contact list-request@uwo.ca if you cannot access or have trouble completing the form or receive one of the following messages;

  • List requests are restricted to staff and faculty accounts. Please contact list-request@uwo.ca if you need assistance.
OR
  • Only staff and faculty may perform this action.
  • The message should be sent from the same account used to try and login to List Guardian and contain any error message you receive in addition to the list name, description and purpose.

Maintaining a Mailing List

Procedure

Accessing List Guardian

A valid UWO user ID and password are required to access List Guardian. If you do not know this information please to to http://www.uwo.ca/wts/identity/idm.html for more information.

Visit https://www.uwo.ca/wts/guardian and enter your user ID and password when prompted. Once you login you will be presented with the main page of List Guardian. From here you can access many of the major functions of List Guardian.

Finding a list

There are three ways to find lists within List Guardian: searching, browsing and viewing my lists. Please note that if a list owner has chosen to make their list hidden, it will not be displayed in the search results.

Searching for a list

The first way is to search for the list. From the main page, under Search lists enter one or more keywords in the search field and click Search. List Guardian will present you with a page displaying any lists which matched your search terms in the list name or description. Lists that you own will be highlighted in green. There are some special search terms that may assist you in certain cases

Search by owner You can search for lists that are owned by a specific user by typing owner:username, where username is the username of the list owner. You can also use other keywords in addition, such as; owner:username pattern.

Search by list name By default searches match against list name and list description. If you want to match only the list names type list:pattern, where pattern is a series of non-space characters to match against the list names. Unlike regular keywords, searching with list: uses exact matches. For example list:wts will only match the list named "wts". However, an asterisk (*) can be used as a wildcard. For example list:wts* will match any list that begins with "wts".

Browsing lists

Another way to find a list is to browse through the lists. Under Browse lists click on a letter or number. List Guardian will display all lists that begin with the selected character. Lists that you own will be highlighted in green. Alternatively, you can click All to browse all lists, however browsing all lists may take a while to display.

Please note that if a list owner has chosen to make their list hidden, it will not be displayed in the search results.

Viewing my lists

If you want to simply find lists that you own, look at the My lists section of the main page. If you own any lists, the first 3 will be displayed here. You can view all of your lists by clicking All of my lists.

Adding or removing list members

The maximum number of members allowed is 1000. If you exceed this limit you will be asked to contact the Computer Accounts Office. Also note that list membership is automatically sorted in the following order; 1) by anything inside quotes, 2) by number 3) by case and 4) alphabetically.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. Click Edit members.
  4. From the edit members page you can add or remove members of your list. Members should be one address per line and well-formed e-mail addresses, refer to Address syntax below.
  5. Click Submit to save your changes.

By default list owners will be notified by e-mail of this change. You can change this behavior with the checkboxes located directly above the submit button.

NOTE: The maximum number of members permitted is 1000.

Address Syntax

To help ensure e-mail addresses are valid, List Guardian performs several syntax checks on each address. It is recommended that you use a well-formed address when adding members to your list. For example:

Example
"Doe, Jane" <username@uwo.ca>


username@uwo.ca

Description
A description in quotes followed by an e-mail address in angle brackets.

A plain e-mail address.

Adding or removing list owners

List Guardian supports multiple owners per list to allow several responsible individuals to manage your lists. All list owners have the same power to manage the list as you do. This means anyone that you make a list owner can change the list options, add or remove list members, add or remove list owners and even remove you as a list owner or delete your list! Choose your list owners carefully.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. Click Edit owners.
  4. From the edit owners page you can add or remove owners of your list. To add owners, enter their UWO usernames to the list of owners. To remove owners, delete their usernames from the list.
  5. Click Submit to save your changes.

By default list owners will be notified by e-mail of this change. You can change this behavior with the checkboxes located directly above the submit button.

Restricting access to a list

There are three ways to restrict access to your list within List Guardian: Status, Visibility and Posting. Both status and posting refer to e-mail delivery to your respective list.

Status of a list

Used to ensure mail is undeliverable to your list. It can be used to send out system notifications that do not need a reply. Perhaps you are unsure if the list is being used. Rather than deleting the list and losing the contacts only to realize that it needs to be re-created, simply disable it.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. From the Status: drop down menu select Disabled.
  4. Click Save Changes.

Visibility of a list

Another way to restrict access to your list is to reduce the visibility when trying to find your list. By default your list is set to Full visibility however you can chose one of the following options; Hide members, Hide members and owners and full stealth.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. Under Visibility: select the appropriate radial button.
  4. Click Save Changes.

Please note that you will always be able to see all options for lists which you own. However whatever option you chose to make hidden it will not be viewable by others when using the search or browse list features. If you have selected Full stealth, best used in combination with either posting restrictions; Owners/Members-only, then your list will appear as though it does not exist.

Posting restrictions to a list

By default anyone can e-mail your list however you can chose one or all of the following options; Owners-only, Members-only and Local-only.

If you have selected Local-only then only members of the university community with an e-mail address of uwo.ca can post an e-mail to your mailing list e.g. @uwo.ca, @schulich.uwo.ca, @edu.uwo.ca etc.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. Under Posting: select the appropriate check boxes.
  4. Click Save Changes.

Deleting a list

List owners can delete their mailing lists at any time.

  1. Find your list either by searching, browsing or using the My lists feature.
  2. Once you find the list, click on its name to view the list details.
  3. Click Delete list.
  4. Check the box beside Confirm.
  5. Click Submit.

By default list owners will be notified by e-mail of this change. You can change this behavior with the checkboxes located directly above the submit button.


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