SmarterMail 12.x Help

Create a New Mailing List

This settings page is only available to domain administrators.

To view the mailing lists for a specific domain, click the settings icon. Then expand the Domain Settings and Mailing Lists folders and click Mailing Lists in the navigation pane. To create a new mailing list, click the New button in the content pane toolbar. You can also edit an existing mailing list by selecting the desired mailing list and clicking the Edit button in the content pane toolbar.

List Settings

Use this tab to edit the following mailing list settings:

  • Name - Essentially, the "username" for the mailing list. SmarterMail will use the name to create the actual email address that will be associated with the mailing list.
  • Moderator - The "owner" of the mailing list. This person will actively manage the mailing list, posts to the list and any replies. The moderator must be an active email user for the domain.
  • Password -To restrict subscribers from sending emails to a mailing list, type a password in this field. Note: To send emails to a mailing list that is password protected, you add the password to the subject line of the email, enclosed by brackets and colons. For example, [:password:] Attention all subscribers.
    • Enabled - Check this box to enable password protection for this mailing list.
  • Allowed Posters - An email that is sent to the mailing list (and therefore to its subscribers) is considered to be "posted". Use this field to specify who has access to post to the list.
    • Anyone - Setting the list to "anyone" means that anyone can email the list, regardless of whether they are subscribed to the list or not. In turn, this sends an email to all members. Note: This setting can cause abuse if it is not closely monitored. Therefore, it is recommended to restrict the allowed posters to 'subcribers only', at the very least. For larger lists, allowing Moderator Only is a better idea and will cause less issues.
    • Subscribers Only - Setting the list to "subscribers only" allows the list subscribers, and only the list subscribers, to send and receive posts. The moderator will still be permitted to post. This can cause abuse issues as well if you have an active list, so using Subscribers Only should only be used for smaller lists or for digest mode only.
    • Moderators Only - If the moderator is set as the post option, the moderator is the only one who can post to the list. This means that no one else, not even list subscribers, will be able to post.
  • Subject Prefix - The optional text that will appear in the subject line. SmarterTools recommends using a subject prefix for discussion lists to help subscribers easily filter through posts. For example, add a "List- " or "Discussion -" prefix so that users know that the message is posted to an email list. Recipients can then create filters to move those messages to a specific folder or manage them in some other way.
    • Enabled - Check this box to enable the subject prefix for this mailing list.
  • List To Address - The email address that will display in the To field when a subscriber receives a mailing list message. Setting this to List Address means that the email address associated with the list will display as the To: address when recipients receive the message.
  • List From Address - The email address that will display in the From field when a subscriber receives a mailing list message. By default this is set to List Address.
  • List Reply To Address - The email address that will display in the Reply To field when a subscriber receives a mailing list message. When a subscriber hits 'Reply' to the message, this address will receive the reply. If a subscriber hits 'Reply All' all list recipients will receive the reply. By default this is set to List Address
  • Max Message Size - The maximum number of KBs a message can be. If the message exceeds this size, it will not be posted. By default, the max message size is unlimited.
  • Disable Mailing List - Check this box to disable the mailing list.
  • Description - A brief summary of the mailing list.

Options

Use this tab to enable or disable the following mailing list options:

  • Enable Digest Mode - Digest mode is a way to aggregate all postings to a list so that subscribers can receive a single, periodical email instead of individual replies to the list. This is especially useful for very active lists or lists with a larger number of subscribers. For more information, see the Digest Settings tab.
  • Enable Header - Select this option to append header text to the beginning of the mailing list message. Note: To edit the header text, click the System Messages tab and edit the appropriate system message.
  • Enable Footer - Select this option to append footer text to the end of the mailing list message. Note: To edit the footer text, click the System Messages tab and edit the appropriate system message.
  • Send Subscribe Email - Select this option to automatically send an email to new subscribers confirming their subscription to the list. Note: This is not an opt-in message, only a confirmation email.
  • Send Unsubscribe Email - Select this option to automatically send an email response to unsubscribe requests.
  • Enable Poster Whitelist - Select this option to allow whitelisted email addresses to post to the mailing list.
  • Enable SUBSCRIBE Command - Select this option to allow people to subscribe to the mailing list by emailing a listserv command to the command address. For more information, refer to Listserv Commands. Note: If this option is disabled, only list administrators can add new subscribers to the mailing list.
  • Enable LIST Command - Select this option to allow people to receive a list of the mailing list subscribers by emailing a listerv command to the command address. For more information, refer to Listserv Commands. Note: It is recommended that you leave this option disabled, as people or automated systems could use the user list for malicious purposes.
  • Enable Unsubscribe from Subject - Select this option to allow subscribers to unsubscribe from the mailing list by sending an email to the list with the word "unsubscribe" in the subject line. It is recommended that you usually keep this option enabled, as it will reduce complaints of abuse by giving subscribers a way to quickly opt-out of the mailing list.
  • Enable Double Opt-In - Select this option to automatically send an email to new subscribers that requires them to confirm that they are subscribing to the list by clicking on an activation link. Using double opt-in is a good way to confirm subscriptions to the list and to help reduce abuse complaints.
  • Disable List Error Replies - Select this option to prevent the system from automatically replying to incorrect listserv commands.

Digest Settings

To reduce the number of emails mailing list subscribers receive, domain administrators can allow subscribers to sign up for digest mode or normal mode. Essentially, digest mode condenses all the messages sent to the list into a single email that is sent to subscribers on a monthly, biweekly, weekly, daily, or other defined basis. Use this tab to edit the following digest settings:

  • Last Sent - The date and time a digest email was sent to subscribers.
  • Subject - The subject line for the digest email.
  • Trigger Type - The frequency of the digest emails.
  • Digest Format - The format (HTML, text, etc.) in which digest emails are sent.
  • Disable non-text attachments in digest - Select this option to remove non-text attachments from the digest email.
  • Enable Header - Select this option to append header text to the beginning of the mailing list message. Note: To edit the header text, click the System Messages tab and edit the approrpriate system message.
  • Enable Separator - Select this option to place a separator between messages in a digest email.
  • Enable Footer - Select this option to append footer text to the end of the mailing list message. Note: To edit the footer text, click the System Messages tab and edit the appropriate system message.

System Messages

Use this tab to edit system messages for mailing lists. Some system messages, such as headers and footers, are viewable by list subscribers. Other messages are only viewable when emailing listserv commands to the mailing list username. These messages are noted below, and more information is available to system administrators in their section of the SmarterMail help documentation. Note: This tab is not visible if you are creating a new mailing list. Variables can be used in the footer, header and subscribe system messages.

Mailing List System Messages

  • digestfooter - This is the footer that is displayed when digest emails are sent to digest list subscribers.
  • digestheader - This is the header that is displayed when digest emails are sent to digets list subscribers.
  • digestseparator - This is the character set (e.g., dashes) that will be used to separate messages within digest emails.
  • disabledlistemail - This message is returned when a user attempts to post to a list that is no longer active.
  • doubleoptin - This message is sent to subcribers to verify their subscription request when your mailing list utilized a double opt-in subscription model (recommended).
  • doubleopinreply - This message is sent to subscribers notifying them that they were successfully subscribed to the list when the double opt-in subscription model is used.
  • faildtosetdigestmode - LISTSERV COMMAND ONLY. This message is returned when the list command attempts to set digest mode but digest mode is not enabled for the specific list.
  • failedtosetstandardmode - LISTSERV COMMAND ONLY. This message is returned when the list command tries to set the mode for a subscriber that is not actually subscribed to the list.
  • footer - This is the footer (information at the very bottom of the message) that is displayed o, messages that are sent to list subscribers.
  • header - This is the header (informatin at the very top of the message) that is displayed on messages that are sent to list subscribers.
  • help - LISTSERV COMMAND ONLY. This can be used to return information about the list, such as its creation date, last updated date, etc. or any other information the domain or list owner wants returned.
  • helpmessage - LISTSERV COMMAND ONLY. This is the default message that is returned when a listserv command is sent to the mailing list username but the command is not recognized. By default it returns information on how to properly format commands.
  • insufficientpostingpermissionemail - This email is sent to posters that do not have the proper permission to post to the list. For example, this is returned to list subscribers who reply to the list but only moderators are allowed to post.
  • invalidlistpasswordemail - When a list is password-protected, this message is returned when a person posting to the list provides the incorrect information.
  • listcommandresponse - LISTSERV COMMAND ONLY. This returns a list of subscribers for a partiular list. This requires the LIST command to be set.
  • listoflists - LISTSERV COMMAND ONLY. This reutrns a list of the mailing lists for a particular domain. This requires the LIST command to be set.
  • maxmessagesizeexceededemail - This is returned when a message posted to a list is larger than the maximum size set for messages.
  • nolistcommand - LISTSERV COMMAND ONLY. This is returned when a particular list is set to not allow a list of subscribers to be returned. That is, the LIST command is not enabled for that list.
  • privatelist - This is returned when anyone tries to subscribe to the list but the list doesn't allow for automatic subscriptions. Instead, the list owner will need to add the subscriber manually.
  • setdigestmode - LISTSERV COMMAND ONLY. This is returned when the list command sets the disget mode for a subscriber.
  • setstandardmode - LISTSERV COMMAND ONLY. This is returned when the list command sets the standard mode (one email per list post) for a subscriber.
  • subscribe - This is sent to a list subscriber when they subscribe to a specific list.
  • unsubscribeemail - This is sent to a user when they unsubscribe from a specific list.