Carnegie Mellon University

List Manager

Use the steps below to create and manage your Mailman mailing lists. Log in to Mailman at lists.andrew.cmu.edu/ to begin.

  1. Select Create a New Mailing List.
  2. Enter a name for your mailing list in the Name of list field - lowercase, no spaces. The name mustinclude a hyphen.
    Note: This name will become part of the mailing list email address. 
  3. For Auto-generate initial list password do one of the following:
    • Select Yes to automatically create an initial list password; Mailman will email it to you.
    • Select No to create the password yourself OR to authenticate through Web Login.
  4. For Initial list password and Confirm list password, do one of the following:
    • If you selected No at the auto-generate option, enter your desired password.
    • If you selected Yes, leave these fields blank.
  5. Select if new member postings should be held for moderator approval in the Should new members be quarantined.
    • Yes - Mailman will hold messages in a storage area so you can review, post, and/or reject them.
    • No - posts will be sent directly to the list.
  6. Select Yes in the Send "list created" email.
  7. Click Create List.
  8. Use the format list-name@lists.andrew.cmu.edu to send mail to your list.

View/Edit Preferences

Follow these steps to view and edit the preferences of your mailing list's subscribers:

  1. Click Administer My Lists and click the list to edit.
  2. Click Membership Management (Configuration Categories).
  3. In the subscribers table edit the preferences as you see fit. To view a legend, click the "include the legend for this table" link.
  4. Click Submit Your Changes.

View/Set Privacy Options for your List

To view/set privacy options:

  1. Click Administer My Lists and click the list to edit.
  2. Click Privacy Options (Configuration Categories).
  3. Select Subscription rules.
  4. Consider the purpose of your list, whether it is private or not and how you people will subscribe to it. 
  5. Select one of the following privacy options:
    • Confirm - Anyone may subscribe, but the subscriber must follow an automated process to confirm their subscription.
    • Require Approval - The list administrator must approve all subscription requests.
    • Confirm and Approve - (default) The list administrator must approve a subscription request and the subscriber must follow an automated process to confirm the subscription.
  6. Click the Submit Your Changes.

Mass Add/Remove Members

Create a text file in the format of first name, last name and email address to mass add/remove. 

Joe User juser@cmu.edu
Jane User jauser@cmu.edu

IMPORTANT: Include a blank line at the end of the text file.

Add Members

  1. Click Administer My Lists and click the list to edit.
  2. Click Membership Management.
  3. Click Mass Subscription.
  4. Select Yes to send a welcome message. (optional)
  5. Do one of the following:
    • Add one email address - type the email address in the Enter one address per line text box.
    • Mass add members - click Choose File and browse for the text file you created. 
  6. Click Submit Your Changes.

Remove Members

  1. Click Administer My Lists and click the list to edit.
  2. Click Membership Management.
  3. Click Mass Removal.
  4. Do one of the following:
    • Remove one email address - type the email address in the Enter one address per line text box.
    • Mass remove members - click Choose File and browse for the text file you created. 
  5. Click Submit Your Changes.

To export the list of subscribers to Excel or another application:

  1. Click Administer My Lists and click the list to export.
  2. Select Go to the general list information page (below Other Administrative Activities).
  3. Scroll to the bottom of the page.
  4. Select Visit Subscriber List.
  5. An alphabetical list of subscribers displays.
  6. Copy and past this list into an Excel spreadsheet or other application.

List Password

BEFORE YOU BEGIN! You need to know the list password to delete a mailing list; your Andrew userID and password will not work.  If you do not know your list password, follow these steps to set a new one:

  1. Click Administer My Lists and click the list you want to delete.
  2. Login using your Andrew userID and password.
  3. Click Passwords.
  4. Type a new list administrator password and confirm.
  5. Click Submit Your Changes.

Delete your List

  1. Click Administer My Lists and click the list you want to delete.
  2. Click Delete this mailing list in the Other Administrative Activities section.
  3. Enter your mailing list's password.
  4. Do one of the following for Also delete archives:
    • Select No if you wish to retain your list's archives.
    • Select Yes if you want the archives to be deleted with the list.
  5. Click Delete this list to confirm. (Or click Canceland return to list administration if you've changed your mind.)

Note: List members are not notified when you delete a mailing list. Be sure to inform your members, as mail sent to a deleted list will bounce.

When a message is posted to the list, the Mailman server implements a series of moderation steps to decide whether a moderator must approve the message. You can control some of these steps.

Moderate Your List

You can define who can subscribe and post to your mailing list.

Set Moderation for Subscribers/Members 

Follow the steps below to set who can SUBSCRIBE to your mailing list.

  1. Click Administer My Lists and click the list to edit.
  2. Click Membership Management.
  3. For each subscribers email address, do one of the following:
    • Check the mod box - to hold that subscriber's posts for moderation.
    • Uncheck the mod box - to allow their messages to go to the list.
  4. Click Submit Your Changes.

Set Moderation for All Subscribers

In the Additional Member Tasks area, select Off or On for Set everyone's moderation and click Set:

  • Off - allows all current subscribers to post directly to the list.
  • On - will hold all current subscribers' posts for moderation.

Set a List to be Non-Moderated  

Follow the steps below to automatically accept messages.

IMPORTANT: If you choose this option anyone will be able to post to your list. This includes non-Carnegie Mellon affiliates and spammers. For help with controlling spam, see Manage Spam.

  1. Click Administer My Lists and click the list to edit.
  2. Click Privacy Options.
  3. Click Sender Filters.
  4. Select No for the By default, should new member postings be moderated
  5. Select Accept for Action to take for postings for non-members for which no explicit action is defined.
  6. Click Submit Your Changes.

Emails Sent From a Domain With a DMARC Policy

Some domains use a protocol called Domain-based Message Authentication, Reporting & Conformance (DMARC) to help recipient domains determine the authenticity of an email message. An email domain server sets its DMARC policy on the sending server, and includes the DMARC policy reference in the header of the email sent. The receiving server reads the DMARC policy in the header, determines whether the email sent is valid, then takes the appropriate action: pass (send through), quarantine or discard.

Default Andrew Mailman DMARC Settings

Two options work together to manage the DMARC policy on the Andrew Mailman receiving server: from_is_list and dmarc_moderation_action. The from_is_list setting applies to all posts to a list, while the dmarc_moderation_action setting applies only to posts received from domains with a DMARC policy. 

Described below, the default list settings for these options allow "reply all" to work properly with Mailman posts, and improve recognition of non-member posters for umbrella lists (lists subscribed to other lists). We do not recommend making modifications to these settings, however, you can access them through Privacy Options > Sender Filters.

  • from_is_list (default: No)
    Allows all posts to pass
  • dmarc_moderation_action (default: Munge Headers)
    Rewrites the From and Reply-To headers to prevent rejection or quarantine from sites that honor a DMARC policy.
  • dmarc_quarantine_moderation_action (default: Yes)
    Confirms that the "Munge Headers" action will apply to domains with a quarantine or reject DMARC policy.
  1. Click Administer My Lists and click the list.
  2. Click Tend to pending moderator requests.
  3. For each email address, there is a table containing all of its held posts.
  4. Do one of the following:
    • To act on all posts from an email address, select the appropriate Action to take radio button.
    • To act on a single post, click the post number (near the subject line). Information about post the displays. select the appropriate Action to take radio button.
  5. Click Submit All Data. If you check the box labeled Discard all messages marked Defer, any messages you have elected to defer will be discarded instead.
  6. For further instructions on what can be done from the administration requests page, click the More detailed instructions link near the top of the page.

Actions

  • Defer - take no action, and save the messages in question for another time.
  • Accept/Approve - allow the messages in question to be posted to the list.
  • Reject - prevent the messages in question from being posted; this option will also send a message to the author explaining why the messages were rejected.
  • Discard - prevent the messages in question from being posted; this option does not notify the author that you have discarded the posts.

There are three options a list owner can use to handle spam sent to their list and held for moderation.  

Option 1: Discard Messages not from Authorized Posters

This option is best for those who rarely need to Accept messages that are held for moderation.

  1. Click Administer My Lists and click the list to edit.
  2. Click Privacy Options (Configuration Categories).
  3. Click Sender Filters
  4. Select Discard for Action to take for postings from non-members for which no explicit action is defined (bottom of page).
  5. Select the No for the next option Should messages from non-members, which are automatically discarded, be forwarded to the list moderator.
  6. Click Submit Your Changes.

Option 2: Filter Messages for Spam

  1. Click Administer My Lists and click the list to edit.
  2. Click Privacy Options (Configuration Categories).
  3. Click Spam filters.
  4. To discard ANY message that the mail system has identified as spam, type X-Spam-Warning: .* in the rule text field.
  5. Select Discard.
  6. Click Submit Your Changes.

Note: After you submit your changes the option to define additional filters will display. Choose a radio button to determine what action the list will take.

Actions

  • Defer - take no action, and save the messages in question for another time.
  • Accept/Approve - allow the messages in question to be posted to the list.
  • Reject - prevent the messages in question from being posted; this option will also send a message to the author explaining why the messages were rejected.
  • Discard - prevent the messages in question from being posted; this option does not notify the author that you have discarded the posts.

Option 3: Receive Daily Notification of Held Messages

If, after creating a spam filter, you still receive numerous messages, configure Mailman to send a daily notification of held messages.

  1. Click Administer My Lists, then click the list to edit.
  2. Click General Options.
  3. Select the No for Should the list moderators get immediate notice of new requests. This option is within the Notifications section.
  4. Select Submit Your Changes.

Content Filter

Follow the steps below to set up content filters for your mailing list.

  1. Click Administer My Lists and click the list to edit.
  2. Click Content filtering.
  3. Use the fields to configure the way the list filters incoming posts based on their content.
  4. Determine what action to take when messages match the content filter.
    • Defer - take no action, and save the messages in question for another time.
    • Accept/Approve - allow the messages in question to be posted to the list.
    • Reject - prevent the messages in question from being posted; this option will also send a message to the author explaining why the messages were rejected.
    • Discard - prevent the messages in question from being posted; this option does not notify the author that you have discarded the posts.
  5. Select Submit Your Changes.

Topic Filter

    1. Click Administer My Lists and click the list to edit.
    2. Click Topics.
    3. Use these fields to configure the way the list sorts incoming messages into topic categories.
    4. Click Submit Your Changes.

Follow these steps to add or change owners and/or moderators to your mailing list:

  1. Click Administer My Lists and click the list to edit.
  2. Click General Options.
  3. Do one of the following:
    • Administrators - enter the email address in the the list administrator email addresses field.
    • Moderators - enter the email address in the the list moderator email addresses field.
  4. Click Submit Your Changes.

Set Passwords

If you've specified both administrators and moderators for your list, you will need to set up a moderator password separate from the administrator password.

  1. Click Passwords.
  2. Set the administrator and/or moderator password.
  3. Click Submit Your Changes.

Follow the steps below to configure your mailing list's archiving capability.

  1. Click Administer My Lists and click the list to edit.
  2. Click General Options.
  3. Click Archiving Options.
  4. Use the fields to configure the way the list handles its archives.
  5. Click Submit Your Changes.