Managing Subscribers/Members On Distribution List

Introduction

This guide provides Distribution List administrators with step-by-step instructions for managing Distribution List membership and privacy settings. Whether you need to add or remove subscribers, replace existing members, access a list of subscribers, or configure subscription and privacy options, this guide will walk you through each process.

Jump to Section 

1. Adding Subscribers To Distribution List 

2. Removing Subscribers From Distribution List

3. Replace Current Members With New Members 

4. Accessing List Of Subscribers/Members 

5. Managing Subscription Policies, Banned Members, & Visibility Of Distribution List Members 

Adding Subscribers To Distribution List 

Step 1: Navigate to https://lists.uwyo.edu/mailman/admin/ListName to open the distribution list's admin page. Here ensure you log-in by entering the lists password 

• Note: ListName should be replaced with the name of your distribution list

Step 2: Once you are logged-in, the General Options Section should appear. Here, navigate to "Membership Management...Section" then select "Mass Subscription" 

Step 3: In the Mass Subscriptions section, you will be presented with three options:

• Subscribe these users now or invite them?

• Send welcome messages to new subscribers? 

  • If "Yes",  you may enter the desired message in the textbox labeled "Below, enter additional text to be added to the top of your invitation or the subscription notification. Include at least one blank line at the end..."

• Send notifications of new subscriptions to the list owner? 

Once you have selected your desired choice for each option, below,  there will be a textbox titled "Enter one address per line below...", here you will put in the desired UW addresses you would like to add 

• Option 1: Entering the UW address(es) in the textbox 

• Option 2: Uploading a file 

  • Benefit: If you were provided with or created a text file that contains all the members you would like to add uploading this text file will be the fastest process    

Step 4: Once all desired information is filled out, select "Submit Your Changes" to complete the process 

Removing Subscribers From Distribution List 

There are two options when removing subscribers from a distribution list.

• Option 1: Through the "Membership List" Menu

  • Best Use: When you have a small amount of individuals you need to remove or the overall membership list is short and easy to navigate through 

• Option 2: Through the "Mass Removal" Menu 

  • Best Use: When you have a large amount of individuals you need to remove or the overall membership list is long and difficult to navigate through 

Ensure you are navigating to the option that best fits the circumstances. 

Jump to Section 

1. Removing Subscribers Through Membership List 

2. Removing Subscribers Through Mass Removal 

Removing Subscribers Through Membership List 

Step 1: Navigate to https://lists.uwyo.edu/mailman/admin/ListName to open the distribution list's admin page. Here ensure you log-in by entering the lists password 

• Note: ListName should be replaced with the name of your distribution list

Step 2: Once you are logged-in, the General Options Section should appear. Here, navigate to "Membership Management...Section" then select "Membership List" 

Step 3: Navigate to the desired UW address you would like to remove, then select the checkbox "unsub" located on the left side of the members address.  

Step 4: Once all desired information is filled out, select "Submit Your Changes" to complete the process 

Removing Subscribers Through Mass Removal 

Step 1: Navigate to https://lists.uwyo.edu/mailman/admin/ListName to open the distribution list's admin page. Here ensure you log-in by entering the lists password 

• Note: ListName should be replaced with the name of your distribution list

Step 2: Once you are logged-in, the General Options Section should appear. Here, navigate to "Membership Management...Section" then select "Mass Removal" 

Step 3: In the Mass Removal section, you will be presented with two options:

• Send unsubscription acknowledgement to the user?

• Send notifications to the list owner?

Once you have selected your desired choice for each option, below,  there will be a textbox titled "Enter one address per line below...", here you will put in the desired UW addresses you would like to add 

• Option 1: Entering the UW address(es) in the textbox 

• Option 2: Uploading a file  

  • Benefit: If you were provided with or created a text file that contains all the members you would like to remove uploading this text file will be the fastest process 

  • Create Text File of Current Members/Subscribers: Navigate to Creating Text File Containing Members of Distribution List to find instructions on how to do this.

Step 4: Once all desired information is filled out, select "Submit Your Changes" to complete the process 

Replacing Current Members With New Members

The easiest way to do this is through mass removal using a Text File of the listed members. 

• If you do not have a text file that contains all the current members you would like to remove from the distribution list please navigate to Creating Text File Containing Members of Distribution List, to do so. 

Once you have a file containing the desired members to be removed, navigate to Removing Subscribers Through Mass Removal, and on Step 3, upload the Text File you have created. 

Once removal has been completed, you may navigate to Adding Subscribers To Distribution List, and follow the steps provided. 

Accessing List Of Subscribers  

Step 1: Navigate to https://lists.uwyo.edu/mailman/admin/ListName to open the distribution list's admin page. Here ensure you log-in by entering the lists password 

• Note: ListName should be replaced with the name of your distribution list

Step 2: Once you are logged-in, the General Options Section should appear. Here, navigate to "Membership Management...Section" then select "Membership List" 

Managing Subscription Policies, Banned Members, & Visibility Of Distribution List Members 

The University provides several privacy settings that Distribution List administrators can configure. The sections below provide a comprehensive guide to each setting, beginning after you complete Step 1.

Step 1: Navigate to https://lists.uwyo.edu/mailman/admin/ListName to open the distribution list's admin page. Here ensure you log-in by entering the lists password 

• Note: ListName should be replaced with the name of your distribution list

Step 2: Once you have signed in, the General Options page will appear. From here, navigate to the Privacy Options section. The Privacy Options page will then open.

Scroll down to find the three main sections covered in this guide. Each section is explained in detail below.

Jump to Section

1. Subscribing 

2. Ban list 

3. Membership exposure

Subscribing 

Step 1: Once you locate the "Subscribing" section, there will be four options to select from: 

• Option 1: Advertise this list when people ask what lists are on this machine

• Option 2: What steps are required for subscription?

  • Confirm: This setting is recommended for open Distribution Lists, where anyone can subscribe to the list or view its members. 

  • Require approval: This setting is recommended for Distribution Lists to allow selective membership 

  • Confirm and approve: This setting is recommended for closed Distribution Lists and limits membership and is recommended to use this over the other options   

• Option 3: List of addresses (or regexps) whose subscriptions do not require approval.

• Option 4: Is the list moderator's approval required for unsubscription requests? (No is recommended)

  • If it is required for a individual to gain approval through a moderator before they can unsubscribe from a distribution, ensure you are selecting "No".

  • Note: We do not recommend this for open Distribution Lists. 

Step 2: Once all desired information is filled out, select "Submit Your Changes" to complete the process 

Ban list 

Step 1: Once you locate the "Ban list" section, there will be one option. This textbox is where you can enter desired individuals who are banned from the Distribution list. 

Step 2: Once all desired information is filled out, select "Submit Your Changes" to complete the process 

Membership exposure 

Distribution List administrators can control who is able to view the list of members and how that information is displayed to users who access the list.

The University provides recommendations on who should have access to member lists as a best practice. However, the final decision rests with the administrators of each individual Distribution List, who can configure these settings according to their specific requirements and preferences.

Step 1: Once you locate the "Membership exposure" section, there will be two options to select from: 

• Option 1: Who can view subscription list?

  • Highly Recommended (Private Listing): For most lists, the "List admin only" setting would be the most appropriate 

  • Suggested (Members Listing): If you don't want to keep the list completely private to only the admin, we recommend choosing "List members" to allow members part of the Distribution list to view the members list  

  • Not Recommended (Public Listing): We do not recommend selecting "Anyone" can view the members as it will allow anyone with the website to access members and their email addresses

• Option 2: Show member addresses so they're not directly recognizable as email addresses?

  • If "Yes" Is Selected: when viewing the members list it will be presented in a similar form as "UWusername at uwyo.edu" 

  • If "No" Is Selected: when viewing the members list it will be presented as a normal UW email "UWuseraname@uwyo.edu"

Step 2: Once all desired information is filled out, select "Submit Your Changes" to complete the process