MAIL LIST SERVER
Hotspace is keen to help you make the most of the Internet, and
is also concerned with the growing amount of spam companies and
individuals have to deal with. To this end Hotspace works closely
with people setting up their mail lists. Mail Lists allow messages
to be easily distributed to a group of users. By using a mail
list, you can broadcast a message to all members of the list by
sending it to a single email address.
How it works
Only authorized individuals may post messages to the mail list.
When a message is received it checks the domain to see if it belongs
to a mail list or a mailbox. If you have a mail list and a mail
box of the same name the message will always be delivered to the
mail box. Mail list names must be unique within the domain. Once
the message is received it sits in a queue waiting to be moderated.
Only authorized individuals are able to moderate a mail list.
Once the message has been accepted by the moderator the email
message is sent to all the members of the mail list.
Creating a Mail List
Although it is possible to directly input a list of names into
the mail list database this is usually not permitted as it has
the potential to cause problems with non-deliverable addresses
and complaints of spamming.
The normal process is to set up a form on your web site where
people can subscribe to your list. Access Example Files Here.
You can also enter and delete email addresses manually.
People can unsubscribe to your list in 2 ways. They can either
unsubscribe through the form on your web site. Access Example
Files Here. Or, they can reply to the email with the words unsubscribe
in the first line of the body of the message.
Setting Up Your Default Messages
You will need to create standard Messages for the following functions
provided by the mail list. They are:
· Welcome - sent when a request for subscription is received.
· Help - sent when a user requests help in relation to
the mail list.
· Goodbye - sent when someone unsubscribes from the mail
These messages will be need to be copied into the mail list.
Sending a Message for Broadcast Through
the Mail List
For the message to perform correctly you will need to create a
specific account in your mail client. The account should have
the following properties:
· The Mail Account Name should be the same as the name
as the Mail List e.g. NewsUpdate.
· Email address should be the same as the mail list. E.g.
· The reply address is firstname.lastname@example.org
For ease of use you should make an entry in your address book
for the mail list. If you wish to send your email message using
Rich Text Format you will need to ensure that the check box in
the address book named "send email using plain text only"
is not checked.
It is important that all actions of the list are tested properly
before making it public. A Hotspace representative will work through
this with you. Once you have created the subscribe and unsubscribe
forms you should contact Hotspace for assistance. The Hotspace
representative will act as moderator until it is confirmed that
all features are working correctly. Then an individual within
your organization will be appointed moderator, who will take full
responsibility for the mail list.