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Post.Office List Owners Guide

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1. 5 If the Postmaster has set a system wide maximum message limit that is smaller than the message size limit for your list the system limit takes precedence 6 Note that this is different from the number of messages posted to the list If 100 messages are submitted but you reject all of them and zero messages are posted Post Office still counts 100 messages against your daily total 10 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Local Mailing List Management Mailing List Information Form Netscape File Edit View Go Communicator Help List Policies Subscription Local Users Moderated 7 E Remote Users Closed With Notification 7 fi Consider Users from the following Domains as Local rex software com Li M Verify subscribers via e mail Li Posting Subscribers Open 7 it Non subscribers Moderated fi Allow the following users to post irrespective of policies lt postmaster software com gt lt adam admin software com gt i M Detect requests Li Unsubscription C Verify Unsubscribers i M Moderated il a Document Done Figure 2 2 Mailing List Information Form part 2 of 6 2 1 3 List Policies Subscription These policies allow you to specify how requests for subscription to your list should be handled You can choose to deny all requests hold all requests for your approval or rejection or just open it u
2. delete your mailing list from Post Office no farewell message is sent Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 22 Setting Up a Mailing List Local Mailing List Management Mailing List Information Form Netscape Standard Message Editing Options Prologue Text gt Baseball Team Mailing List lt Epilogue Text To unsubscribe from this mailing list send an unsubscribe request to baseball request software com Advanced Message Editing Options Headers to Add Reply To baseball software com X Obscure Rule Of The Day Infield fly Remove X Headers i Other Headers to Remove Reply To Other Header Rewrites prefix subject Baseball gt Figure 2 5 Mailing List Information Form part 5 of 6 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 1 8 Standard Message Editing Options These fields allow you to specify text that will be inserted before and after the body of each message posted to your mailing list The text in the Prologue Text field is inserted before the body of the message and the text from the Epilogue Text field is inserted after the message body It s completely up to you to decide what you want to include in these fields which have no limit to the number or type of characters that can be entered Mailing lists
3. Software com the SMTP gang View Current subscribers Edit Current Subscribers All lt john doe software com gt John Doe immediate lt jane doe software com gt Jane Doe immediate lt adam admn software com gt Adam Admin immediate Software com Inc 1993 1998 All nghts reserved za Document Done Figure 2 8 View List Subscribers Form The e mail address and delivery mode of each subscriber are given here Use the A Z links to search through subsets of subscribers or click on the All link to view a list of all list subscribers To return to the List of Subscribers Form click on the Edit Current Subscribers link If you want to go all the way back to the Owned Mailing Lists menu click the 4BACK ink 28 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 3 Public Mailing Lists A mailing list is referred to as public if its subscription policies allow users without mail accounts in Post Office to subscribe to the mailing list recall that there are separate subscription policies for users with and without e mail accounts on the Post Office mail server These users known as remote users do not go through the same interface to subscribe to mailing lists as users who have Post Office accounts Since they don t have a mail account remote users cannot log in to the system from the Authentication Information Form so they can t get
4. States of America TJ Figure 3 14 Message approval As you can see this looks almost identical to the original notification The only difference is that the line Approved thepassword has been added before the message When a message in this format is sent to the list for posting complete with the list owner s password the e mail message contained in it is officially posted to the list Although no alteration of the original message was done in this example any or all of the body of the message could have been modified before posting This ease of editing is one clear advantage of this somewhat awkward moderation since the message approvals done using the Web and E mail mode do not allow for editing of the message via e mail 15 After submitting a message like this you will receive a notification that confirms that the message was posted As a security measure your password is removed from this notification 50 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List Notice that this approval is not sent to the Request Address of the mailing list but to the address for posting Remember with this method of moderation you are actually posting on behalf of the original sender Unlike the Web and E mail mode of moderation the E mail only mode holds no copies of a moderated message in Post Office while it awaits approval so technically you aren t approving thi
5. a message follow the directions in the notification message that arrived in your mailbox to alert you to the posting You should reply to the notification with your password the approvemail command and the number of the message as given in the notification The body of your response will look like the following set password yourpassword approvemail Note that you do not include of copy of the original message when using this command only the approval or rejection command and the message number Because the message is not included you cannot modify the contents of the message via E mail when using the Web and E mail method of moderation Refer to Chapter 3 for examples of message moderation using the approvemail command 4 8 Rejecting a Message rejectmail The rejectmail command is used to reject messages submitted to a mailing list that is using the Web and E mail mode of moderation Mailing lists that use E mail only moderation do not require a rejection command simply ignoring the message effectively rejects it To reject a message follow the directions in the notification message that arrived in your mailbox to alert you to the posting You should reply to the notification with your password the rejectmail command and the number of the message as given in the notification The body of your response will look like the following set password yourpassword rejectmail Refer to Chapter 3 for examples of message moderation usin
6. fancy with it We ll take a closer look at public mailing lists in Chapter 3 1 4 The List Management Menus To get to the mailing list manager interface log in to Post Office as described in Chapter 2 of the Post Office User s Guide Initially you will see the Account Management menu Click on the menu button at the left labeled Mailing Lists to display the Mailing List Management menu 2 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 A URL is a World Wide Web WWW address The letters stand for Uniform Resource Locator Getting Started Local Mailing List Management Netscape File Edit View Go Communicator Help TnterMail PostOffice Account Info Mailing BEG Available Mailing Lists Displays all available lists and your current subscription status Manage Owned Mailing Lists Displays all lists under your control and provides access to various moderation mechanisms Subscribe to Lists Unsubscribe from Lists Obtain summary information for the Mailing List identified by the List Name 7 entered below Get Shows subscription status and allows you to change it Software com Inc 1993 1998 All rights reserved ey Document Done Figure 1 2 Mailing List Management menu The menu contains four links as well as a text field and execution button These links and the forms that they invoke are described in the Post Office User s G
7. field displays the address of each user who has been given ownership privileges for the mailing list naturally this should include you All list owners have equal authority over the mailing list Address Expansion Style Unlike the other information in this section of the form you can modify this field which controls the contents of the To line in the header of outgoing mailing list messages The three choices for this field are none group and expand If none is selected the destination address for mailing list postings is the primary list address For example To surfing tenon com If the group expansion style is selected the destination of the message includes the mailing list s List Name as well as the address of each subscriber to the list For example To surfing jane doe tenon com joe smith tenon com If expand is selected the destination of the message includes the address of each subscriber to the list but no mailing list address or description For example To jane doe tenon com joe smith tenon com 2 1 2 List Limits Another group of read only fields the List Limits section of the Mailing List Information Form shows you the limits that the Postmaster has set on you and your list These limits include the following Maximum Number of subscribers This limit sets the total number of subscribers your mailing list can have Once your list reaches this limit any new subscription attempts by individual users or
8. mailing list allow you to access forms for performing other list related operations editing the subscriber list moderating subscription and unsubscription requests and moderating messages The forms invoked from this menu are discussed in Chapters 2 and 3 Software com Inc 1994 1998 5 Open Technologies and Tenon Intersystems 2002 Getting Started 1 5 Getting Locked Out Although we re quite sure that you Il be a great list owner and that your mailing list will bring only happiness and harmony to the universe your Postmaster may think otherwise If your Postmaster decides that for one reason or another your mailing list should be temporarily shut down he or she may lock it When a mailing list is locked no postings will be accepted by the list and you the list owner will be prevented from modifying or accessing the list in any way In this case the Owned Mailing Lists menu will indicate that the list is locked as in the following illustration Local Mailing List Management Owned Mailing Lists Netscape File Edit View Go Communicator Help InterMail PostOffice eus archery software com Guys amp gals armed with bows amp arrows LOCKED Info baseball software com Software com baseball team list Edit Subscriber List Moderate Applicants 3 Moderate Messages 2 Mailing surfing software com Salsa Surfers of Software com the SMTP gang Haiz Edit Subscriber List Moderate Ap
9. notification These are the only pieces of information required to process the moderation request which must be addressed to the Request Address of the mailing list The original message is shown in the notification for you to read but it should not be included in the response The following is a response to the above notification that approves the message Software com Inc 1994 19P Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List To surfing request tenon com From joe tenon com Subject Re List posting approval requested set password scoobydoo approvemail 1 Figure 3 12 Message approval The list owner s Post Office password in this case scoobydoo is given after the set password command The approvemail command is used to approve the message for posting while the rejectmail command not shown in this example is used to reject the message and delete it forever Both approvemail and rejectmail must be followed by the message number as given in the notification message in Note Like subscription and unsubscription requests multiple messages can be approved in a single request message simply include the appropriate command and message number for each one Only one instance of the set password command is required Because this type of e mail moderation involves only commands and does not include a copy of the original message there is no way for you to make changes to the message d
10. owner to simply ignore the request to reject it To approve the subscription request shown in the example above you would reply to the notification with a message like the following Subject Re APPROVE surfing From john doe tenon com To list manager tenon com Date Mon 23 Dec 1996 13 58 13 set password scoobydoo subscribe surfing lt joe smith tenon com gt Figure 3 7 Subscription request approval If you instead decided to reject this subscription request you would reply like this Subject Re APPROVE surfing From john doe tenon com To list manager tenon com Date Mon 23 Dec 1996 13 58 13 set password scoobydoo rejectuser surfing lt joe smith tenon com gt Figure 3 8 Subscription request rejection Remember that the list owner password in this case scoobydoo must be specified with the set password command on the line before the actual moderation command Notice that in these examples the List Name is included as a parameter with the subscribe and rejectuser commands This is required because these moderation messages are being sent to the system level list management account list manager host domain If the original subscription request had been sent to the Request Address for this mailing list then the notification Figure 3 6 would have been From this address and the moderation reply would be sent back To this address As with all e mail commands no List Name is required when subscribe and
11. rejectuser commands are sent to the Request Address for a specific mailing list If you have any doubts about where to send the moderation message or whether you need to include the List Name with the command just follow the directions in the notification message in Note As with all e mail commands you can include more than one subscribe command in a single request message This means that you can approve or reject 44 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List multiple subscription requests in a single request message 3 2 2 Moderating Unsubscription Requests Moderating unsubscription requests via e mail is nearly identical to moderating subscription requests When the unsubscription policy for a mailing list is moderated any request to be removed from the subscriber list generates a notification similar to the following Subject APPROVE yachting From yachting request tenon com To john doe tenon com Date Tue 24 Dec 1996 13 53 08 yachting request tenon com requests that you approve the following unsubscribe lt susie queue tenon com gt If you approve please send a message such as the following back to yachting request tenon com with the appropriate PASSWORD filled in of course set password YOUR PASSWORD unsubscribe lt susie queue tenon com gt If you disapprove do nothing yachting request tenon com Figure 3 9 Unsubscriptio
12. reserved License to copy and use this software is granted provided that it is identified as the RSA Data Security Inc MD5 Message Digest Algorithm in all material mentioning or referencing this software or this function License is also granted to make and use derivative works provided that such works are identified as derived from the RSA Data Security Inc MD5 Message Digest Algorithm in all material mentioning or referencing the derived work RSA Data Security Inc makes no representations concerning either the merchantability of this software or the suitability of this software for any particular purpose It is provided as is without express or implied warranty of any kind These notices must be retained in any copies of any part of this documentation and or software The Regular Expression Routines The Regular Expression Routines used in Post Office are 1992 94 Henry Spencer All rights reserved This software is not subject to any license of the American Telephone and Telegraph Company or of the Regents of the University of California Permission is granted to anyone to use this software for any purpose on any computer system and to alter it and redistribute it subject to the following restrictions 1 The author is not responsible for the consequences of use of this software no matter how awful even if they arise from flaws in it 2 The origin of this software must not be misrepresented either by explicit cl
13. rights reserved Moderated Message Form Software com Inc 1994 1 9pg Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List As with the Messages to Moderate Form you can approve or reject a message in the Moderated Message Form by selecting the appropriate radio button and submitting the form You can also click on the Edit Message Text link which invokes yet another form the Message Text Form This final message form is used to modify the text of a message before it is posted to the mailing list F Local Mailing List Management Edit Message Text Netscape File Edit View Go Communicator Help Figure 3 5 Message Text Back baseball software com Software com baseball team list Subject game canceled Date Tue 7 Apr 1998 17 08 24 0700 To lt baseball software com gt From Joseph P Schmoe lt joe schmoefsoftware com gt Message Text Edit as desired then Submit for approval Teammates Looks like this week s game against the Rangers will he canceled because of bad field conditions As you know an El Nino inspired storm unloaded several inches of rain on us in the last couple of days and the field is pretty muddy No makeup game scheduled as of yet J P Schmoe Message Text Form To modify the message simply edit the contents of the Message Text field and submit the form Submitting this form returns you to the Moderated Message Form which you can then use to app
14. shown in Chapter 1 is irrelevant since there will be no form at that address In the event that the subscription policy for remote users is changed to Open or Moderated a Mailing List Summary Form for the list will then be available at the specified URL 2 4 Keeping Up With Your Mailing List Being a good list owner means keeping track of what s going on with your mailing list so that when needs arise you can take appropriate actions to keep the list running smoothly To assist you in your administrative duties Post Office will send you various notifications to you via e mail to alert you to specific events or to give you an update of list activity You can read or ignore these messages at your leisure but you should probably check them occasionally for possible indications of a recurring problem RY Note Each type of list owner notification described here is configurable Use the fields in the Owner Preferences section of the Mailing list Information Form to enable or disable each type of notification Refer back to Section 2 1 5 for more details 32 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 4 1 Daily Statistics The most regular type of list owner notification is a report of the day s mailing list activity which is sent to list owners daily at midnight This daily statistical report includes subscription list data posting numbers for the previous 24 hours and
15. so you ll be sending rejection commands to both the Request Address for your list and to the system list management account depending on where users send their requests Again follow the directions in the notification which tells you where to send your rejection commands and what to include in them Refer to Chapter 3 for examples 58 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface 4 5 Modifying the Long Description newinfo The newinfo command is used to change the Long Description of a mailing list This is the information returned by the info E mail command To change your mailing list s Long Description create an E mail message addressed to the Request Address of the list and in the body of the message enter the following text newinfo yourpassword text of new description The new description begins with the line following the command and continues until the end of message or until a line containing only the word EOF is encountered Your login password must be included as an argument with newinfo After you have entered the appropriate values send the request message to submit the changes to the Long Description Note once again that this command can also be sent to the system level list management account instead of your list s Request Address However sending commands to this address requires you to include the list name as a command parameter like the
16. spar List Name Remote Subscriber Policy Verify Subscriptions Verify Unsubscriptions oderate Unsubscriptions Subscriber Posting Policy onsubscriber Posting Policy Digest Schedule open yes no no open daily n com ky tenon com surfing closed Outsiders can subscribe by connecting to http sparky tenon com guest RemoteListSummary surfing You can maintain the list via http sparky tenon com Figure 1 1 List Owner Greeting Message Included in this message are the current values for such list parameters as the list name and policies for subscription posting and unsubscription These parameters are described in Chapter 2 as well as at the bottom of the greeting form so you may not receive one of these Note The Postmaster can choose not to send greeting messages to new list owners The owner greeting message also includes two URLs One of these the web address which you will use to administer the list is the same URL that you use to log in to Post Office see the Post Office User s Guide if you need help logging in The other URL is the address to a Mailing List Summary Form for public subscription to your list which you can distribute to potential subscribers if your list is open to remote users The concept of public mailing lists is a pretty important one but you should have a better understanding of the structure and behavior of a mailing list before you can get
17. the length of this form you may get timed out of the web interface when you eventually attempt to submit the form which causes you to lose all of your changes If your Postmaster has set a short timeout period you should modify and save this form a few fields at a time 3 Technically you can ignore this step entirely since the list already has a full set of pre defined attributes and policies after it is created by the Postmaster Presumably you will want to set your own values for moderation policies descriptions of the list and other attributes but if you re content to keep the list as the Postmaster left it you re certainly entitled to do so Software com Inc 1994 1998 7 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Local Mailing List Management Mailing List Information Form Netscape File Edit View Go Communicator Help Back E Mail Addresses List Addresses baseball software com baseball sparky software com List Request Addresses baseball request software com baseball request sparky software com List Owner Alias Addresses owner baseball software com List Owners Primary E mail Addresses Adam Admin lt adam admin software com gt Address Expansion Style none 7 i List Limits Maximum Number of subscribers 100 Current Number of subscribers 3 Maximum Kilobytes Per Message 500 Maximum Messages Submitted Per Day 100 Maximum Total Kilobyte
18. to the same forms that you are privy to Nevertheless remote users are still offered a web based interface for subscribing to mailing lists hosted by the Post Office mailing list manager This interface can be accessed from the Authentication Information Form which as you should know by now looks like this Authentication Information Netscape Iof x File Edit View Go Communicator Help InterMail PostOffice ITION Mailing List Directory Mail Account Directory Post Office v3 5 release 212 Abbreviated license number 0 OL0SOV35 To wew local mail account or mailing list information complete the fields below and click on the Authenticate button Or use the buttons at left for direct access to public mailing list and mail account directories Your E Mail Address fe Software com Mail Account POP3 Password Authenticate Note To ensure system security you will be required to re enter this information if web form inactivity exceeds the time limit specified in the System Security Form Software com Inc 1993 1998 All rights reserved Figure 2 9 Authentication Information Form notice the menu button at the top left Software com Inc 1994 1999 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List To access the remote user interface to the mailing list manager click on the Mailing List Directory menu button at the top left This displays the Mailing List Direc
19. typically use the prologue to mark official mailing list postings and include in the epilogue instructions for contacting the list owner or submitting e mail commands However there aren t really any rules so enter whatever you want 2 1 9 Advanced Message Editing Options The options in this section pertain to the adding or removing of e mail headers All of these fields are optional and in general should be used only by list owners who are well versed with the standards for specifying optional e mail headers Headers to Add This field allows you to add headers to each message posted by the mailing list As with Prologue Text inserting a message header can be used as a way to mark official list postings You can also use this field to specify a reply to header which allows mail clients that support this option to automatically address replies to mailing list postings to the mailing list itself instead of the to the author of the message The syntax for each header entered in this field must be valid according to RFC 821 like the following X Mailing List Manager Post Office Reply To surfing tenon com Remove X Headers When enabled this option removes all message headers that start with X from messages before they are posted to the mailing list Some mail clients add this type of header to messages which in rare cases can cause incompatibilities between mail clients 8 This is where you might use the Li
20. who is responsible for a certain number of these bounces be automatically removed from your mailing list 2 4 3 Over Limit Notifications As described in Section 2 1 2 each mailing list comes with a set of Postmaster defined limits These limits include the maximum number of subscribers to the list the largest message that can be posted to the list and the maximum number of messages per day Whenever an operation is attempted that would cause your mailing list to exceed one of its limits the operation is denied and you are notified of the event The following is an example of an over limit notification anglers request tenon com got a request to subscribe to the list anglers tenon com from lt joe schmoe tenon com gt Since the list is at its maximum number of subscribers the request was denied Sincerely anglers request tenon com Figure 2 14 Over limit notification Over limit notifications are important because they indicate that there is an unusually high amount of list activity or that the limits on your list need to be increased If you routinely receive over limit notifications contact your Postmaster to have your list s limits raised 2 4 4 Other List Related Mail Besides the notifications generated automatically by Post Office you may also receive messages from the Postmaster regarding your mailing list especially if you are managing a large list that is 11 In fact the subscriber is remove
21. 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List To constitution tenon com Subject BOUNCE Preamble From lt gt Date Thu 16 Jan 1997 21 09 29 Received from spot tenon com 10 2 21 3 by fido te Post Office MTA v3 0 ID 105 123L0S0 with ESMTP id AAA31153 for lt constitution tenon com gt Thu 16 Jan 1997 21 09 29 0800 Message Id lt 2 2 32 19970116113701 006f6610 tenon com gt Mime Version 1 0 Content Type text plain charset us ascii Date Thu 16 Jan 1997 03 37 01 0800 To constitution tenon com From thomasj tenon com Subject Preamble We the people in order to form a more perfect union establish justice ensure domestic tranquillity provide for the common defense promote the general welfare and secure the blessings of liberty to ourselves and our posterity do ordain and establish this constitution for the United States of America FJ Figure 3 13 Message notification This message may look like a bunch of random stuff but it only includes one thing the message that was posted to your mailing list The body of the message is easily spotted at the bottom of the notification while the message headers are what take up all that space in the middle Both the headers and body of the message are required for submission so you Il need all of this information Rejecting messages with this form of moderation is simple just ignore them Since
22. It contains discussions on the nature of mailing lists and the responsibilities of list ownership e Chapter 2 describes the mailing list settings under your control Each attribute is described in detail with recommended entries and relevant cautions provided where appropriate e Chapter 3 covers mailing list moderation You Il learn how to control subscriptions to your lists and how to approve or reject messages submitted for posting e Chapter 4 documents the e mail interface to mailing list management If you plan to manage your mailing lists via a web browser exclusively you may choose not to read this chapter However as it is likely that many subscribers will be accessing your lists via e mail you may wish to familiarize yourself with this interface as well Happy reading Style and Conventions In order to make this manual as easy to use as Post Office we ve adopted the following conventions Software com Inc 1994 1998 iii Open Technologies and Tenon Intersystems 2002 Preface Icons Occasionally an icon will appear in the left margin Each icon has a specific meaning The paragraphs that follow identify the icons and their intended use n Note Notes alert you to information of special interest or provide clarification on the f use of a particular Post Office feature Notes supplement standard content and are not required reading an gt Fa oo Warning Warnings contain critical informa
23. LIST OWNER S GUIDE InterMail PostO J TENON version 3 5 980430LO Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Table of Contents PCE AG Ges SSSR ST ARRET aaa ae D nn iii Getting Started eA eee eee eee 1 1 1 Mailing Lists What are They Anyway 0 cccccccessccceeeeneeeeeeeeteeeeeeeeeeeeeeeaaes 1 1 2 Privileges and Responsibilities of Ownership cccccssseeceeeeteeeeeeeteeeeeeeaes 2 1 3 Getting Your Mailing Street nt 2 1 4 The List Management Mens sn rente en wena 3 LS Getting Locked OUT nn Dee ne te M Ent dan ten tee 6 Setting Up a Mailing LAS os st sa eee me ee ee ne 7 2 1 The Mailing List Information Form T XET Emal Addresses ioneina ee e ea ts dente acca ne ante 9 DA ASt CSS i e a a daa a e ed de 9 AS WAG POMCICS renen a e E e eaa suds as e aeii ia enisi 11 ZA Eist Security PARAMETERS Sn nn nan na A AAA 16 215 Owner Preferences Rene ne rente 16 2 1 6 Deli Very onna Rene RSR ee see TA 18 2 1 7 Descriptive MO EMA A RES 21 2 1 8 Standard Message Editing Options 22 ane name aus 23 2 1 9 Advanced Message Editing Options ccccccceceeseeceeeeeteeeeeeeeteeeeeees 23 2 1 10 Pinger imformation ERA wes Ronee cue ee AR ne 25 2 2 Viewing and Editing the Subscriber List 25 2 2 1 Adding and Removing Subscribers 26 22 2 Viewing Current Subscribers v0 13 0ci5 cscasshcossdess coaasesecassd
24. Post Office isn t holding a copy of the submitted message it doesn t really exist until you submit it for approval The simplicity of message rejection is one of the main advantages of this moderation method Software com Inc 1994 19Pg Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List To approve the message you need to send it headers body and all to your mailing list s primary address along with your password and the Approved keyword that indicates that you approve of the message contents The following is an approval for the message in the above notification example To constitution tenon com From benf tenon com Subject Date Thu 16 Jan 1997 22 19 29 Approved thepassword Received from spot tenon com 10 2 21 3 by fido te Post Office MTA v3 0 ID 105 123L0S0 with ESMTP id AAA31153 for lt constitution tenon com gt Thu 16 Jan 1997 21 09 29 0800 Message Id lt 2 2 32 19970116113701 006f6610 tenon com gt Mime Version 1 0 Content Type text plain charset us ascii Date Thu 16 Jan 1997 03 37 01 0800 To constitution tenon com From thomasj tenon com Subject Preamble We the people in order to form a more perfect union establish justice ensure domestic tranquillity provide for the common defense promote the general welfare and secure the blessings of liberty to ourselves and our posterity do ordain and establish this constitution for the United
25. a full set of Post Office documentation for your viewing and downloading enjoyment The rest of this chapter gives some background information on mailing lists and introduces the areas of the Post Office web interface that you will be using to manage your mailing list Chapter 2 has instructions for setting up the mailing list while Chapter 3 is devoted to the tasks of moderating list membership and postings Finally Chapter 4 discusses list owner operations available in the e mail interface 1 1 Mailing Lists What are They Anyway A mailing list is a group of users who share information on a common topic Mailing lists allow messages to be distributed to all of the list s subscribers by submitting a message to a single address When a message is sent to the list address it is forwarded to all subscribers of the list who each receive a copy of the original message Mailing lists are similar to bulletin board services BBS and the Internet s USENET newsgroups except that they use the medium of e mail A mailing list can be used for something as important as company wide information distribution or as trivial as a television sitcom fan club A typical application for a mailing list is the creation of an employee list For example the MegaHuge Inc company might have a mailing list that includes all employees of the company and which has the address all megahuge com All employees of MegaHuge receive messages that are sent to this add
26. a list of the top 10 contributors to the list The following is a sample of a daily mailing list report Daily statistics for surfing Tue 14 Jan 1997 d tal messages 11 tal kbytes 24 tal subscribers 29 tal new subscribers 0 tal unsubscribes 0 tal forced unsubscribes 0 tal messages waiting for approval 0 tal subscribers waiting for approval 1 tal unsubscribers waiting for approval 0 a J p El J 4 J A al O0 00000000 A 6 contributors lt joe tenon com gt 3 msgs 5 kbytes 27 of total msgs lt bob tenon com gt 2 msgs 6 kbytes 18 of total msgs lt kris tenon com gt 2 msgs 6 kbytes 18 of total msgs lt eric tenon com gt 2 msgs 5 kbytes 18 of total msgs lt mark tenon com gt 1 msgs 1 kbytes 9 of total msgs lt andrew tenon com gt 1 msgs 1 kbytes 9 of total msgs Figure 2 12 Daily Statistics Message Among the information given in this message is the number of subscription requests unsubscription requests and messages that are currently waiting for your moderation This information allows you to know when you should be logging into the web interface to perform your administrative duties 2 4 2 Bounce Notifications As with postal mail a fair amount of electronic mail gets returned to sender because its recipient is no longer at the same address or because some other delivery problem occurred When this happens with e mail the
27. aim or by omission Since few users ever read sources credits must appear in the documentation 3 Altered versions must be plainly marked as such and must not be misrepresented as being the original software Since few users ever read sources credits must appear in the documentation 4 This notice may not be removed or altered The Regents of the University of California Copyright Software com Inc 1994 1998 vi Open Technologies and Tenon Intersystems 2002 Preface Post Office includes software that is 1990 1993 1994 The Regents of the University of California All rights reserved This code is derived from software contributed to Berkeley by Mike Olson Redistribution and use in source and binary forms with or without modification are permitted provided that the following conditions are met 1 Re distributions of source code must retain the above copyright notice this list of conditions and the following disclaimer 2 Re distributions in binary form must reproduce the above copyright notice this list of conditions and the following disclaimer in the documentation and or other materials provided with the distribution 3 All advertising materials mentioning features or use of this software must display the following acknowledgment This product includes software developed by the University of California Berkeley and its contributors 4 Neither the name of the University nor the names of its contributors may be use
28. ands The following table lists the commands available for performing list owner activities via the E mail interface Parameters shown between square brackets are optional while parameters shown in italics must be replaced by an appropriate value If the request message is sent to the Request Address for a specific mailing list you do not have to specify the List Name as a command parameter However if the request message is sent to the system s general list management account List manager host domain the listname parameter shown in the table below becomes a required parameter Command Additional Parameters Description subscribe listname address digest Requests subscription for the specified address also used to approve moderated subscription requests unsubscribe Jistname address Requests unsubscription for the specified address also used to approve moderated unsubscription requests newinfo listname password Changes the mailing list s Long Description set password Sets the password for use with other password commands listname address Rejects moderated subscription and 16 You must also include the List Name as a parameter if you are sending commands to a Request Address for a mailing list other than the mailing list for which you re submitting commands Remember if you send your commands to a mailing list s Request Address the system will assume that this is the list you are trying to submit command
29. are discussed in Section 2 3 Consider Users from the following Domains as Local You can use this field to extend the subscription policy definition of local users to include some remote users by entering the domain of the chosen users here Any remote user whose domain is listed here will enjoy the same subscription policy as folks who have e mail accounts on your installation of Post Office For example if this field contains the values megahuge com dough main net rover tenon com then any user whose return address contains one of these domains such as john doe megahuge com will have the same subscription rights to this mailing list as local users even if they don t have accounts in Post Office Verify Subscribers via E mail When enabled this option will attempt to verify the identity of all attempted subscribers before submitting their subscription requests The verification is done by sending a message containing a verification token to the user s e mail address By responding to the message and submitting the token the user verifies that he she is who they claim to be This option is especially useful for public mailing lists since users can claim to be anyone when requesting subscription By verifying subscribers with this option you can prevent mischievous computer users from submitting subscription requests on behalf of unsuspecting fellow commuters on the info autobahn in Note Local users are exempted fro
30. ate Mon 23 Dec 1996 13 53 08 list manager tenon com requests that you approve the following subscribe surfing lt joe smith tenon com gt If you approve please send a message such as the following back to list manager tenon com with the appropriate PASSWORD filled in of course set password YOUR PASSWORD subscribe surfing lt joe smith tenon com gt If you disapprove do this set password YOUR PASSWORD rejectuser surfing lt joe smith tenon com gt list manager tenon com Figure 3 6 Subscription moderation request As the instructions in the message indicate to moderate a subscription request you must submit an e mail message that includes your password and a command for approving or rejecting the subscriber 14 That doesn t mean that you have to respond to each request individually you can send as many approvals and rejections as you want in a single e mail message Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List The approve command is a variation on the user s subscribe command and includes the address of the applicant The reject command is rejectuser and is also used with the address of the applicant Note This example is for a mailing list with the Web and E mail moderation policy If the policy were E mail only an explicit rejection by the list owner wouldn t be needed the notification message would have instructed the list
31. by you will be rejected 4 Incidentally this is also the return address on the envelope for all messages sent out by the list This means that when messages distributed by the mailing list are rejected by the destination host and returned to sender as in the case of a subscriber whose e mail address is no longer valid the returned message can be safely handled If the envelope return address was instead the mailing list address any undeliverable copies would cause rejection notices to be sent back to the mailing list which would then attempt to distribute it to all of your subscribers including the out of date address which would in turn generate another rejection message and so on to infinity Software com Inc 1994 1999 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Current Number of subscribers This information offers a handy comparison between the number of subscribers your list currently has and the maximum number of subscribers allowed for your list which is shown above Maximum Kilobytes Per Message This limit determines the largest message in kilobytes that Post Office is willing to accept for posting to your list Any message posted to the list that exceeds this limit will be returned to sender Maximum Messages Submitted Per Day Post Office keeps a count of the number of messages submitted to your list each day If your mailing list is particularly busy today and the nu
32. d from all mailing lists in Post Office since other mailing lists are not likely to have any more luck than yours in sending mail to discontinued accounts 34 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List impacting server performance And of course as the person responsible for the mailing list you may receive countless requests for information or instructions from users who do not have the benefit of the helpful information contained in this document The bottom line is that list ownership involves getting a fair amount of mailing list related e mail but then you knew the job was dangerous when you took it 2 5 Changing Ownership of a Mailing List A mailing list can have multiple owners with each owner having equal authority to manage the list However ordinary users do not have access to add or remove owners for a mailing list this level of access is restricted to the Postmaster If you would like to change ownership of a mailing list notify your Postmaster 2 6 Deleting a Mailing List Although you can t create mailing lists you can delete a mailing list from Post Office if you are one of the owners of the list Lists can be deleted by clicking on the Delete List button shown at the top of the List Information Form Figure 2 1 You will be asked to confirm the deletion before the list is removed from the system Remember that subscribers to your list will not receiv
33. d to endorse or promote products derived from this software without specific prior written permission THIS SOFTWARE IS PROVIDED BY THE REGENTS AND CONTRIBUTORS AS IS AND ANY EXPRESS OR IMPLIED WARRANTIES INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED IN NO EVENT SHALL THE REGENTS OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT INDIRECT INCIDENTAL SPECIAL EXEMPLARY OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES LOSS OF USE DATA OR PROFITS OR BUSINESS INTERRUPTION HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY WHETHER IN CONTRACT STRICT LIABILITY OR TORT INCLUDING NEGLIGENCE OR OTHERWISE ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE Software com Inc 1994 1998 vii Open Technologies and Tenon Intersystems 2002 Preface Software com Inc 1994 1998 viii Open Technologies and Tenon Intersystems 2002 Getting Started This manual is intended for Post Office mailing list owners and is a supplement to the Post Office User s Guide We assume that you either have glanced at or have a copy of the Post Office User s Guide as this manual makes frequent references to that document If you don t have a copy you can ask your Postmaster for one or feel free to grab a copy from the Tenon com web site http www tenon com which has
34. deration you always start at the Owned Mailing Lists menu which is displayed when you select Manage Owned Mailing Lists from the Mailing lists Management menu To refresh your memory here s what the Owned Mailing Lists menu looks like 13 You can choose a different moderation policy for every list that you own Software com Inc 1994 1998 37 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List Local Mailing List Management Owned Mailing Lists Netscape File Edit View Go Communicator Help InterMail PostO ITION rt archery software com Guys amp gals armed with bows amp arrows Info Edit Subscriber List Moderate Applicants 0 Moderate Messages 0 baseball software com Software com baseball team list Mailing Edit Subscriber List Moderate Applicants 3 Moderate Messages 2 surfing software com Salsa Surfers of Software com the SMTP gang Help Edit Subscriber List Moderate Applicants 0 Moderate Messages 0 Lists Software com Inc 1993 1998 All rights reserved ry Dacument Done Figure 3 1 Owned Mailing Lists menu Notice the numerals in parentheses next to the Applicants to Moderate and Messages to Moderate links These values indicate the number of applicants and messages that are currently waiting for moderation This allows you to tell at a glance which mailing lists require your administrative attention m Note Ifyou have
35. destination mail server will send a bounce message to the original sender explaining why delivery was unsuccessful Since mailing lists send e mail to large numbers of users they also tend to generate lots of return bounces from other mail servers When this happens to your mailing list the list will forward bounced postings to you for your inspection The following is a typical bounce message Software com Inc 1994 1993 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Surfing received a bounce message Most likely this occurred because a message sent out to the list or a notice automatically generated by the list was rejected by a remote mail server Possible reasons for this rejection include a list subscriber whose account was closed or a host that was down for an extended period of time If these bounce messages persist manual intervention may be required to determine which subscriber is causing the bounces and unsubscribe that user from the mailing list bounce message attached Figure 2 13 Bounce notification Bounce messages like this typically indicate that the subscriber s account has been removed or disabled by their Postmaster which means you should probably remove them from the subscriber ranks of your mailing list Post Office may actually do this for you if a subscriber s account appears to be permanently unreachable the Postmaster can request that any subscriber
36. e the list s farewell message when the mailing list is deleted This is done to prevent mailing lists that are burdening the system from further impacting performance by automatically sending out a new round of messages If you want to notify all of your users that the mailing list will be deleted do so in a message posted to the list You can also manually unsubscribe all users from the List of Subscribers Form which causes each now former subscriber to receive the farewell message before deleting the mailing list 12 If you have subscribers using the digest mode of delivery you should force the distribution of the digest before deleting the list This can be done by submitting the mkdigest command from the e mail interface Any messages queued for digest delivery will be deleted from the system along with the mailing list Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List As described in Chapter 2 list owners can moderate certain list related requests Moderation means that you get to look at the operation that someone is trying to perform on your list before the system allows it With messages for instance moderation means that you can read the message before approving or rejecting it and even modify the message before it is posted to the mailing list There are three types of moderation available e Subscription requests e Unsubscription requests e Messages Whe
37. each would be subscriber or unsubscriber Give each request your official thumbs up or thumbs down and then submit the form to carry out your judgment Approved users are immediately added to the subscriber list and will receive your mailing list s welcome message if you have specified one Meanwhile rejected users are notified politely that their request was denied If you approve or reject only some of the applicants the unmoderated leftovers will continue to be held for your future judgment 3 1 2 Moderating Messages Submitted to the List To moderate submitted messages in the web interface click on the Moderate Messages link for the appropriate mailing list on the Owned Mailing Lists menu This displays the Messages to Moderate Form Software com Inc 1994 1999 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List Local Mailing List Management Messages to Moderate Netscape File Edit View Go Communicator Help baseball software com Software com baseball team list e Subject same canceled Sender Joseph P Schmoe lt joe schmoe software com gt Approve Reject Subject anybody have extra pair of cleats Sender jane doe software com Jane Doe Approve Reject 4BACK Submit Reset Software com Inc 1993 1998 All nghts reserved UT Document Done SSS Figure 3 3 Messages to Moderate Form For each waiting message the form displays the subject o
38. ecting the message The following illustration shows a sample notification 46 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List To owner surfing tenon com Subject List posting approval requested From surfing request tenon com Mail came in and it needs to be approved To approve it send mail to surfing request tenon com with the following commands set password YOUR PASSWORD approvemail 1 To reject it send these commands set password YOUR PASSWORD rejectmail 1 Sincerely surfing request tenon com Received from fido 10 2 111 30 by sparky tenon com Post Office MTA with SMTP id AAA257 for lt surfing tenon com gt Tue 17 Dec 1996 10 00 06 0800 Message Id lt 3 0 32 19961217100005 009b2b78 tenon com gt Date Tue 17 Dec 1996 10 00 06 0800 To surfing tenon com From jane dough tenon com Jane Dough Subject Rincon awesome Mime Version 1 0 Content Type text plain charset us ascii Anybody catch the 6 foot swells out at Rincon this weekend It was a little mushy in the morning but outstanding by the afternoon I m going out there tomorrow for some quality lunch hour surfing Anyone interested jane Figure 3 11 Message moderation form As the example above indicates to moderate the message you should send a reply that includes your password a command for approving or rejecting the message and the message number given in the
39. edecasdeascansedaraseas 28 23 Public Mailing Lists ces Se NE ON ee nr ok aa 29 2 4 Keeping Up With Your Mailing Piste tannins eects 32 24T Daily Statisties marinat ee e na a e tuent 33 24 2 Bounce Notifications ascoan Ace kite alee ae E nd 33 2 4 3 Over Limit Notifications enr Ni an RS er 34 244 Other bast REMEdNM ILES sn ne nn nn ARR cd enter 34 2 5 Changing Ownership of a Mailing List 35 2 6 Deleting a Mailing Lists rss semer a thas ne Net 35 Moderating a Mailing List 37 3 1 Moderation in the Web Tnterfaces ii daca ut tt tie 37 Software com Inc 1994 1998 i Open Technologies and Tenon Intersystems 2002 Table of Contents 3 1 1 Moderating Subscription and Unsubscription Requests 39 3 1 2 Moderating Messages Submitted to the List 39 3 2 Moderation in the E mail Interface s sn 43 3 2 1 Moderating Subscription Requests 43 3 2 2 Moderating Unsubscription Requests 45 3 2 3 Moderating MESSA gE is du til ai st te tre 46 Using the E mail Interface ss 53 4 1 List Owner Commands LE EURE RUES Re nec tontese 53 4 2 Subscription Operations subscribe 54 4 2 1 Adding Users to the Subscriber List 54 42 2 Approving Subscription Requests 55 4 3 Unsubscription Operations unsubscr
40. ejectuser 58 Remote users 29 Request Address 9 62 Using the E mail Interface set password 53 Short Description 21 Statistics 17 subscribe 54 Subscriber list 25 54 56 Subscriber List Access 16 Subscription policies 11 39 43 45 55 Suppress Duplicates 19 unsubscribe 56 Unsubscription Automatic 34 Unsubscription policies 14 57 Verification 12 14 View List Subscribers Form 28 Web and E mail Moderation 16 46 Web only Moderation 17 37 Welcome message 21 who 16 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002
41. ems 2002 Using the E mail Interface 4 4 Rejecting a Subscription Unsubscription Request rejectuser The rejectuser command is used to reject both subscription and unsubscription requests that are moderated via E mail The syntax for rejection is similar to the approval commands discussed in the previous sections selected If the E mail only method is selected no explicit rejection is required for subscription and unsubscription requests simply ignore them i Note This command is only used when the Web and E mail mode of moderation is To reject a subscription or unsubscription request follow the directions in the notification message that arrived in your mailbox to alert you to the request The information that you include with the rejectuser command should include the address of the user as given in the request The body of your response will look like the following set password yourpassword rejectuser listname address If you receive multiple unsubscription requests you can reject or approve them all in a single message like set password yourpassword rejectuser listname address rejectuser listname address The notification message may not ask you to include the List Name which is a required parameter only if your response message is sent to the system level list management account list manager host domain Notification messages are sent from whatever account the subscription unsubscription request was submitted to
42. equests are all subject to verification and moderation so this isn t the same as your ability to immediately remove multiple users from your subscriber list as you can with the Subscriber List Form shown in Chapter 2 To remove users from your mailing list create an E mail message addressed to the Request Address of the list and in the body of the message enter the following text set password yourpassword unsubscribe address unsubscribe address For yourpassword enter your Post Office login password For each address specify the E mail address of the each user being removed from the list 56 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface After you have entered the appropriate values send the request message to unsubscribe all of the specified users Because you have supplied your list owner password these users are immediately removed from your subscriber list are do not have to go through the verification and or moderation steps th Note Just like the subscribe command these unsubscribe commands could have also been sent to the system level list management account list manager host domain instead of your list s Request Address However sending commands to this address requires you to include the List Name as a command parameter 4 3 2 Approving Unsubscription Requests Approving unsubscription requests referred to you for moderation via E mail also inv
43. eration policy e Closed with Notification This mode rejects all messages and notifies you whenever a message is unsuccessfully submitted e Closed without Notification Same as Closed with Notification but does not send you a notification Allow the following users to post irrespective of policies As its label indicates this field allows you to specify users who are allowed to post to your mailing list regardless of policies This means that you can close posting to subscribers and non subscribers alike and reserve the ability to post for yourself or anyone else who you want to have this privilege To grant this super poster status to a user enter his or her e mail address in this field When a message is submitted to the mailing list it will be immediately distributed to subscribers if the return address of the sender defined in the From header is listed here n Note Because no password or security information is required for this feature it s i possible for someone else to post to your list by falsifying their return address to match one of the addresses given here If you re looking for a 100 secure method of reserving posting only to yourself leave this field blank set the posting policies to Moderated and reject all postings but yours See Chapter 3 for information on message moderation Detect Requests This posting policy allows you to filter out messages submitted to the mailing list which appear to be req
44. f the message the sender and the radio buttons Approve and Reject You can give each message your blessing or denial by selecting the appropriate radio button and then submitting the form As with subscription requests approving rejecting only some of the messages causes the remaining submissions to be held for subsequent moderation 40 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List If you want to view the actual contents of a message before deciding on its fate you can do so by clicking on the subject line of the message which is a link to a Moderated Message Form This form allows you to read the message and approve or reject it Local Mailing List Management Moderated Message Netscape File Edit View Go Communicator Help Figure 3 4 baseball software com Software com baseball team list Subject game canceled Date Tue 7 Apr 1998 17 08 24 0700 To lt baseball software com gt From Joseph P Schmoe lt joe schmoe software com gt Message Teammates Looks like this week s game against the Rangers will be canceled because of bad field conditions As you know an El Nino inspired storm unloaded several inches of rain on us in the last couple of days and the field is pretty muddy No makeup game scheduled as of yet J P Schmoe Approve Reject Edit Message Text Bac Submit Reset Software com Inc 1993 1998 All
45. following newinfo listname yourpassword text of new description Both methods of submitting the new description perform identical functions 4 6 Sending the Digest mkdigest The mkdigest command is used to force distribution of the digest of a mailing list Note that this functionality is not available in the web interface To send out your list s digest create an E mail message addressed to the Request Address of the list and in the body of the message enter the following text mkdigest yourpassword Send the request message to force a distribution of the digest which will be immediately sent to all subscribers using the digest mode assuming you include your correct password of course Note once again that this command can also be sent to the system level list management account instead of your list s Request Address However sending commands to this address requires you to include the List Name as a command parameter like the following mkdigest listname yourpassword Both methods of submitting the command work identically 4 7 Approving a Message approvemail The approvemail command is used to approve messages submitted to a mailing list that is using the Web and E mail mode of moderation Moderating messages for mailing lists using the E mail only mode of moderation is described in Chapter 3 Software com Inc 1994 19 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface To approve
46. g the rejectmail command 60 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Index Access Finger information 25 Subscriber list 16 Address Expansion 9 Applicants to Moderate Form 39 approvemail 59 Approving messages 40 47 Approving requests 39 43 45 Automatic unsubscription 34 Bounce messages 33 Daily Statistics 33 Delete List button 35 Delivery modes 18 Delivery Priority 10 Detect Requests 13 Digest Delivery 18 Distributing 59 Schedule 19 E Mail Interface 43 53 E mail only Moderation 17 38 43 48 Epilogue 23 Farewell message 21 Finger information 25 Forms Applicants to Moderate 39 List of Subscribers 26 Mailing List Information 7 Mailing List Summary 31 Message Text 42 Messages to Moderate 40 Moderated Message 41 View List Subscribers 28 Headers Adding 23 Removing 23 Rewriting 24 Interface E Mail 53 Limits 9 List Address 9 List Name 21 List of Subscribers Form 26 List owner 1 9 Changing 35 List Owner Aliases 9 List Request Address 9 Local List Domains 12 Long Description 21 Mailing List Directory 30 Mailing List Directory menu 30 Mailing List Information Form 7 Mailing List Management menu 3 Mailing List Summary Form 31 Mailing lists Address Expansion 9 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Creating 2 Daily statistics 33 Deleting 35 Delivery modes 18 Delivery pr
47. gest or Immediate The immediate mode of delivery is just that immediate When messages are posted to the mailing list they are immediately sent out to all of the list s subscribers who have selected this delivery mode This is great for important mailing list postings such as an announcement to all employees that your company is being sold However for more trivial mailing list postings like the fourteenth message in a debate on whether ferrets or hedgehogs make the better house pet the immediate mode of delivery is unnecessary and you may find it annoying to have such messages trickling in one at a time with the rest or your e mail Enter the digest mode of delivery The idea behind the digest mode is that you receive all messages from the mailing list for a certain time period in one great big message All mailing lists that support the digest mode of delivery have a corresponding digest schedule which defines the days and times that the digest is sent out When the appropriate hour comes all subscribers using this mode of delivery are sent a digest message that includes the contents of all of the messages posted to the list since the previous digest was sent The most common digest schedule is daily at a specific hour but the list owner can specify any days of the week and any hours in the day for their list s digest delivery this mode of delivery cannot receive files attached to messages posted to the mailing lists tT No
48. gies and Tenon Intersystems 1 Host names often involve a theme such as colors animals or cities We ve used common pet names as the theme for our sample hosts Software com Inc 1994 1998 V Open Technologies and Tenon Intersystems 2002 Preface Trademarks Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks Where those designations appear in this documentation and Tenon com was aware of a trademark claim the designations have been printed in initial caps or all caps Post Office is a trademark of Open Technologies and Tenon Intersystems THIS SOFTWARE IS PROVIDED AS IS AND ANY EXPRESS OR IMPLIED WARRANTIES INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED IN NO EVENT SHALL TENON COM BE LIABLE FOR ANY DIRECT INDIRECT INCIDENTAL SPECIAL EXEMPLARY OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES LOSS OF USE DATA OR PROFITS OR BUSINESS INTERRUPTION HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY WHETHER IN CONTRACT STRICT LIABILITY OR TORT INCLUDING NEGLIGENCE OR OTHERWISE ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE The MD5 Message Digest algorithm The MD5 Message Digest algorithm used in Post Office is 1991 92 RSA Data Security Inc Created 1991 All rights
49. hat the List Name is not used with the unsubscribe command as it had been in the subscribe example This parameter isn t needed here because the moderation approval is being sent to the Request Address for the mailing list in question Post Office understands which list you are talking about so you don t need to repeat yourself by giving the List Name Remember if you have any doubts about where to send the moderation message or whether you need to include the List Name with the command just follow the directions in the notification message n Note Again multiple unsubscription approvals or rejections can be included in a single l request message 3 2 3 Moderating Messages If a list has a moderated posting policy and its moderation policy includes e mail moderation the list owner is notified whenever a new message is submitted for posting to the list The steps taken to then approve or reject the message depend on whether you are using the Web and E mail method of moderation or the E mail only method In fact these two moderation preferences involve two completely different types of message moderation via e mail so you may find this section a tad confusing Just take it slowly and review the examples for each method before actually trying to use them yourself Web and E mail When using the Web and E mail mode of moderation the notification of a newly submitted message that you receive contains instructions for approving or rej
50. his is an optional short description or title for the mailing list This short description is displayed with the list address in several forms in the web interface including the Subscription Form and Mailing List Summary Form You can enter up to 80 characters in this field Long Description This is another optional description of the mailing list This long description is displayed in the Mailing List Summary Form for the mailing list and is returned to users who submit the info command in the e mail interface There is no limit to the number or type of characters that can be entered in this field Welcome Message This field contains the message that is sent to all new subscribers of your mailing list The welcome message typically includes information such as the list address a description of the list the List Name and an e mail address that folks can use to contact you There is no limit to the number or type of characters that can be entered in this field If you would rather not have a welcome message sent to your subscribers leave the field blank to disable this feature Farewell Message Similar to the welcome message the farewell message is sent to your subscribers after they have been removed voluntarily or otherwise from your list If you would rather not have a farewell message sent to your subscribers leave the field blank to disable this feature Note that this message only applies to unsubscription operations if you or the Postmaster
51. ibe ccceeccccceeesceeeeeeenseeeeeseneeeeeseeaes 56 4 3 1 Removing Users From the Subscriber List 56 4 3 2 Approving Unsubscription Requests 57 4 4 Rejecting a Subscription Unsubscription Request rejectuser 0 0 0 58 4 5 Modifying the Long Description newinfo ssssssssssssesesssereessseressssrresssseee 59 4 6 Sending the Digest mkdigest sisi erhnimaaisndsate 59 4 7 Approving a Message approvemail 59 4 8 Rejecting a Message fejectiiall ir cuca cints temnticents ine detuan airtel 60 UBL CR E E E 61 ji Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Preface Welcome to Post Office The Post Office List Owner s Guide explains the use and management of mailing lists This volume is supplemented by the complete suite of Post Office manuals including an nstallation Guide an Administration Guide and a User s Guide Together they provide the reference material and instruction sets required for a complete understanding of the Post Office mail server software Structure of the Manual This manual is organized by function Operations are presented in order of probable use but feel free to review the information in whatever manner you desire even skip sections if the content is familiar e Chapter 1 provides an overview of mailing list management
52. ibers Netscape File Edit View Go Communicator Help surfing software com Salsa Surfers of Software com the SMTP gang Edit Current subscribers View Current Subscribers Current Number of subscribers 3 Maximum Number of subscribers 100 Subscribers to Add i Immediate or Digest joe schmoe software com Subscribers to Delete i adam admin software com Current subscribers John Doe lt john doe software com gt immediate Jane Doe lt jane doe software com gt immediate Adam Admin lt adam admin software com gt immediate Back Submit Reset Software com Inc 1993 1998 All rights reserved Ey Document Done Figure 2 7 List of Subscribers Form 26 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List To add subscribers enter an e mail address for each new subscriber in the Subscribers to Add field and select a delivery method for these subscribers To remove subscribers enter the address of each soon to be non subscriber in the Subscribers to Delete field To commit the changes to your subscriber list submit the form Subscribers added or removed in this manner are exempt from the intermediate steps endured by users who attempt to subscribe or unsubscribe themselves This means that no verification or moderation will take place for these users even if the policies for the list include those options If a list ha
53. iority 10 Detect Requests 13 Digest 59 Digest Schedule 19 E Mail interface 13 43 53 Epilogue 23 Farewell message 21 Finger access 25 Finger information 25 Headers 23 Introduction 1 Limits 9 List Address 9 List Name 21 List Owner Aliases 9 List Request Address 9 Long Description 21 Long Description 59 Moderation 15 16 39 43 45 46 55 57 Owner 1 9 Posting policies 13 Prologue 23 Public 29 Requests 13 Setting up 7 Short Description 21 Subscriber list 16 25 Subscribing 54 Subscription policies 11 Unsubscribing 56 Unsubscription policies 14 Verification 12 14 Welcome message 21 Mailing Lists button 3 Majordomo 53 Menu buttons Mailing List Directory 30 Mailing Lists 3 Menus Mailing List Directory 30 Mailing List Management 3 Owned Mailing Lists 5 Message Text Form 42 Messages Bounces 33 Duplicates 19 Farewell 21 Greeting 2 Statistics 33 Welcome 21 Messages to Moderate Form 40 mkdigest 59 Moderated Message Form 41 Moderation 16 37 61 E mail interface 43 45 46 55 57 E mail only 17 38 43 48 Messages 39 46 59 60 Subscription 39 43 55 58 Unsubscription 15 45 57 58 Web and E mail 16 46 Web only 17 37 newinfo 59 Owned Mailing Lists menu 5 26 39 40 Posting policies 13 46 Postmaster 2 Priority 10 Prologue 23 Public mailing lists 29 Rejecting messages 40 47 Rejecting requests 39 43 45 re jectmail 60 r
54. le quotes For example you might enter a prefix such as prefix Subject Surf list or a suffix such as suffix Subject Cycling list When a header is rewritten its original text is preserved just as the original sender wrote it the text specified in this field is merely inserted immediately before or after the user defined text For example using the rewrites specified above a message with the subject go this weekend would have the following respective subjects when sent to subscribers Subject Surf list go this weekend Subject go this weekend Cycling list 24 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Local Mailing List Management Mailing List Information Form Netscape File Edit View Go Communicator Help Finger Information Finger Information baseball software com To subscribe to this mailing list send a subscribe request to baseball request software com Allowable Finger Access Domains Submit Reset Software com Inc 1993 1998 All nghts reserved Fi Document Done Figure 2 6 Mailing List Information Form part 6 of 6 2 1 10 Finger information Like your e mail account your mailing list can have finger information associated with it which is specified in this section of the Mailing List Information Form e Finger Information As in the Finger Information Form discussed in the P
55. list and in the body of the message enter the following text set password yourpassword subscribe address subscribe address 54 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface For yourpassword enter your Post Office login password For each address specify the E mail address of the each user being added to the list By default the subscribe command requests the immediate mode of delivery so if you want the new subscribers to use the digest mode of delivery include the flag digest at the end of the command line set password yourpassword subscribe address digest subscribe address digest After you have entered the appropriate values send the request message to subscribe all of the specified users Because you have supplied your list owner password these users are put straight onto your subscriber list and do not have to go through the verification and or moderation steps n Note Like all E mail commands these subscribe commands could have also been sent to the system level list management account list manager host domain instead of your list s Request Address However sending commands to this address requires you to include the List Name as a command parameter for each new subscriber 4 2 2 Approving Subscription Requests Approving subscription requests referred to you for moderation via E mail also involves the use of the subscribe command The syntax fo
56. m verification if they submit their subscription l requests via the Post Office local user web interface since these users verified themselves by logging in to the Authentication Form 12 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Posting Posting is a term used to describe the distribution of a message to the subscribers of a mailing list The posting of a message is different from the submission of a message which is when a user sends a message to the mailing list The posting policies section of the Mailing List Information Form allows you to set rules for how or if a submitted message becomes a posted message As with subscription policies there are two different posting policies for two different classes of people With posting policies the distinction is made between subscribers official list members and non subscribers the rest of the known world The options for these two classes of users are the same as those for subscription e Open This mode immediately accepts submitted messages and posts them to the list e Moderate This mode holds submitted messages for the attention of the list owner i e you You can view held messages approve or reject them and even modify the contents of the message before approving it for posting Moderation can be done in the web interface as described in Chapter 3 or the e mail interface Chapter 4 depending on your mod
57. mber of submitted messages reaches this limit any new messages submitted before midnight when the daily counter is reset will be returned to sender Maximum Total Kilobytes Submitted Per Day Not only does Post Office count the number of messages submitted to your mailing list but it is also adds the size of each message to a daily total As with the limit on the number of messages if the total number of kilobytes from all the messages submitted to the list today reaches this limit any new message will be returned to sender Delivery Priority This isn t actually a limit but it is another Postmaster defined field that list owners cannot modify This field determines the priority of e mail sent by the mailing list The available values are Normal processed the same as other messages and Low processed after all other messages The Postmaster may give your particular mailing list very high limits However just because you can have your mailing list flood the system with a lot of mail that doesn t mean that you should Mailing lists that generate unusually high volumes of mail traffic can slow mail service for all e mail accounts and mailing lists such mailing lists are prime candidates for deletion by the Postmaster who can revoke your list owner privileges at any time So in addition to the above limits defined by the Postmaster you should monitor the amount of activity on your mailing list to ensure that it doesn t reach problem levels
58. n moderation Request As the instructions in the message indicate approving the unsubscription request requires you to submit an e mail message that includes your password and the unsubscribe command with the address of the applicant Subject Re APPROVE yachting From john doe tenon com To yachting request tenon com Date Tue 24 Dec 1996 13 58 13 set password scoobydoo unsubscribe lt susie queue tenon com gt Figure 3 10 Unsubscription request approval You may notice a couple of differences between this example and the subscription moderation example in the previous section First the instructions for rejecting the user tell the list owner to do nothing this indicates that the moderation policy for this mailing list is E mail only Recall that when this method of moderation is selected Post Office doesn t hold any moderated requests and since from the system s perspective there is no request pending no explicit rejection is required Simply failing to approve the request constitutes a rejection Software com Inc 1994 1988 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List n Note Ifthe moderation policy for the mailing list in this example was Web and E mail like the surfing mailing list in the subscription example rejecting the unsubscription request would likewise require you to submit the rejectuser command Another difference in this unsubscription example is t
59. n you moderate these activities they cannot be successfully completed until you give it your official stamp of approval This certainly adds to the time required for you to maintain the mailing list but it gives you complete control which depending on the type of mailing list you re trying to run can be extremely important There are two general moderation methods through the web interface or through the e mail interface Recall from Chapter 2 that you can set a preference for which of these moderation methods that you want to use Neither interface offers anything not found in the other but both have their pros and cons so the one you use is entirely up to you Try experimenting with both interfaces to find the one suits your mailing list and your preference 3 1 Moderation in the Web Interface The advantage to using web based moderation is that you can easily see all of the applicants or messages that are waiting for moderation in one convenient location The disadvantage is that these requests or postings will remain in permanent limbo until you get around to approving or rejecting them ignoring them won t make them go away Also if you set your moderation preference to Web only you will receive no notification that new applicants or messages have arrived On the other hand this means your mailbox won t be cluttered with list related mail Again you should choose the method that works for you When using web forms for mo
60. od waves on the beaches of Santa Barbara We believe strongly in longboards margaritas and e mail Surf s up Subscription Policy open Li Available Delivery Modes Inmediate or Digest i Digest Schedule daily i Your E mail address foilly browne some isp net Immediate Delivery Digest Delivery Unsubscribe Software com Inc 1993 1998 All nghts reserved UT Document Done Figure 2 11 Mailing List Summary Form remote user version Note that this form includes a text field to allow the user to enter his or her e mail address when requesting subscription or unsubscription This information is required to process subscription requests by remote users because they did not provide an address and password in the Authentication Information Form so the system has no way to identify them Software com Inc 1994 199 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List You may recall that when displaying lists of mailing lists Post Office filters out the mailing lists that have a closed subscription policy the rule is that if you can t join it you can t see it This rule also applies in the case of remote users if they can t subscribe to a mailing list they will not see the list or have access to its Mailing List Summary Form This means that if the list s subscription policy for remote users is Closed the URL for public subscription shown in the owner greeting message
61. olves the use of the unsubscribe command The syntax for unsubscription approval is identical to that of removing users from the subscriber list as described above To approve an unsubscription request follow the directions in the notification message that arrived in your mailbox to alert you to the request The information that you include with the unsubscribe command should include the address of the user as given in the request The body of your response will look like the following set password yourpassword unsubscribe listname address If you receive multiple unsubscription requests you can approve or reject all of them in a single message such as set password yourpassword unsubscribe listname address unsubscribe listname address The notification message may not ask you to include the List Name which is a required parameter only if your response message is sent to the system level list management account list manager host domain Notification messages are sent from whatever account the unsubscription request was submitted to so you ll be sending approval commands to both the Request Address for your list and to the system list management account depending on where users send their requests Again follow the directions in the notification which tells you where to send your approval commands and what to include in them Refer to Chapter 3 for examples Software com Inc 1994 1993 Open Technologies and Tenon Intersyst
62. ost Office User s Guide this field allows you to specify the information returned by the finger service when a user requests this information for your mailing list There is no limit on the number or type of characters that can be entered here e Allowable Finger Access Domains Like the Subscriber List Access field described earlier in this section this field allows you to restrict access to your mailing list s finger information by specifying the domains or IP addresses that are given access to view this information The same rules defined for Subscriber List Access apply to this field as well 2 2 Viewing and Editing the Subscriber List At some point you will probably want to add some subscribers to your mailing list You may also be curious about who is already subscribed to the list You can carry out such subscriber related 9 The exception to this is the keyword subscribers which is not recognized by the finger access restrictions field Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List activities via the List of Subscribers Form which is displayed by clicking on the Edit Subscriber List link for the appropriate mailing list on the Owned Mailing Lists menu 2 2 1 Adding and Removing Subscribers The List of Subscribers Form includes fields for adding and removing subscribers and looks like the following Local Mailing List Management Edit subscr
63. p and let folks subscribe themselves Software com Inc 1994 19pg Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List You can set different policies for local users those with e mail accounts on the Post Office server and remote users the rest of the known world which is useful when mailing lists deal with potentially sensitive information as in the case of a company s internal mailing list For both local and remote users a drop down menu on the Mailing List Information Form specifies the policy for the appropriate class of users The available subscription policies are e Open This mode allows users to immediately subscribe themselves to the list upon request e Moderate This mode accepts the user s request for subscription but holds it for the attention of the list owner 1 e you You can reject or approve subscription requests in the web interface as described in Chapter 3 or the e mail interface Chapter 4 depending on your moderation policy e Closed with Notification This mode rejects all subscription requests and notifies you whenever a user unsuccessfully attempts to subscribe e Closed without Notification Same as Closed with Notification but does not send you a notification for each subscription request If the subscription policy for remote users is set to Open or Moderated the list becomes what is known as a public mailing list The rather important implications of this phrase
64. plicants 0 Moderate Messages 0 Software com Inc 1993 1998 All rights reserved E Document Done Figure 1 4 Owned Mailing Lists menu with a locked mailing list shown If you find that you ve been unexpectedly locked out from your mailing list contact your Postmaster to find out why The Postmaster could have just as easily deleted your mailing list permanently so it s probably safe to assume that the lock is temporary Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List There are a number of activities associated with managing an owned mailing list but by far the most important of these is the task of defining the attributes of the mailing list including policies for subscription unsubscription and posting In most cases this will be a one time operation but you can modify your list s settings at any time 2 1 The Mailing List Information Form Mailing list attributes are set in the Mailing List Information Form which is displayed by clicking a list address in the Owned Mailing List menu described in Chapter 1 Although we ve tried to keep all of the Post Office web forms reasonably simple and brief this particular form is extremely long and is loaded with dozens of fields that can get pretty complicated We ll take it one section at a time with a series of illustrations that follow the form from top to bottom Ti Note Because of
65. r subscription approval is identical to that of adding users to the subscriber list as described above To approve a subscription request follow the directions in the notification message that arrived in your mailbox to alert you to the request The information that you include with the subscribe command should include the address of the user as given in the request as well as the digest flag if the user requested the digest mode of delivery The body of your response will look like the following set password yourpassword subscribe listname address 17 Typically you would send list owner e mail commands to the system level account only if you don t know the Request Address of the list you are working with and we assume here that you know the Request Address for your own mailing list If you don t you should go back and read Section 2 1 1 if you don t know what this is 18 Okay it s not at all required that you let users subscribe with the delivery mode that they request but it s a little impolite to give a user something other than what he she asked for since confusion tends to result Your subscribers aren t as sophisticated as all knowing list owners such as yourself so be nice Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface If you receive multiple subscription requests you can approve or reject them all in a single message like set password yourpas
66. re that selecting this method requires action on your part ignoring them won t make them go away Also be aware that choosing this mode limits your ability to moderate messages via e mail Although you will be able to approve or reject postings by submitting e mail commands you ll have to go to the web interface if you want to modify the contents of a message before approving it Note Web and E mail is the recommended moderation mode You should try using this one for awhile before choosing one of the other modes Web only This mode is similar to the Web and E mail mode above but will not notify you when new applications or messages are submitted You should select this mode only if you intend to be very diligent about regularly logging in to the web interface for moderation since failing to do so will leave users or messages in perpetual limbo waiting for your attention E mail only Unlike the above modes for web moderation this mode will not hold messages or subscription requests in Post Office when submitted You will be notified of new submissions as with the Web and E mail mode above but you will be required to submit the associated e mail commands if you want to approve the message or request This means that ignoring them does make them go away The implications of these moderation modes are discussed in more detail in Chapter 3 which covers the tasks involved with moderating messages and subscription and unsubscription
67. requests Send Daily Statistics This field controls whether you receive a daily report on the activity of your mailing list This statistical report which is sent daily at around midnight is discussed in Section 2 4 1 To receive the daily report enable the check box for this field 7 Obviously if you handle these requests via the web interface you can delete the e mail notification when you receive it Software com Inc 1994 19p Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Suppress Owner Notifications These fields allow you to specify that you don t want to receive certain list owner notifications By default you ll receive a notification from your mailing list whenever a list operation is disallowed because Postmaster defined limits have been reached for example if a user requests subscription when the list is already at its maximum number of subscribers You ll also receive a notice whenever a list posting is bounced returned by another mail server for example when a subscriber s account is unreachable You can elect not to receive these notifications by enabling the Bounce Notices and Over Limit Notices fields 2 1 6 Delivery The fields in this section of the form control options for the delivery of postings to your list s subscribers Delivery Modes This option determines the delivery types available to subscribers The three choices are Immediate only Digest only and Di
68. ress Mailing lists are administered by one or more list owners who are responsible for the operation of the list List owners can set a wide range of subscription and posting policies and also have the option of moderating all messages submitted to the list Software com Inc 1994 1998 1 Open Technologies and Tenon Intersystems 2002 Getting Started 1 2 Privileges and Responsibilities of Ownership List ownership is an enormous responsibility as far as e mail mailing list matters are concerned at least The Post Office User s Guide hinted at the powers wielded over a mailing list by its owner which include e Deciding who can and can t subscribe to the list e Adding or removing subscribers e Approving or rejecting subscription and unsubscription requests e Deciding who can and can t post messages to the list e Approving or rejecting posted messages e Editing submitted messages before they are posted e Creating long and short descriptions of the mailing list e Creating welcome and farewell messages e Setting the available delivery options e Setting a schedule for digest deliveries e Setting rules for access to the subscriber list e Setting finger information e Setting text to be added before and after the body of all posted messages e Specifying e mail headers to be added or removed from posted messages As you can see list ownership is a pretty substantial endeavor In fact with the exception of a few limi
69. rove or reject the new message contents 42 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List 3 2 Moderation in the E mail Interface The advantage to using e mail interface for moderation 1s that you can carry out your administrative duties from your mail client without starting up your web browser and logging in to Post Office You also receive notifications whenever an applicant or message requires your attention so you ll never be left wondering if there s moderation to be done The disadvantage of the e mail interface is that you can only see requests one at a time and if there are lots of them they can clutter up your mailbox If you set your moderation policy to E mail only Post Office does not hold any subscription unsubscription requests or messages Instead these requests are simply forwarded to you when they are received and you must submit them yourself to enter them into the system This means that if you ignore or delete these notifications the subscription request or message effectively goes away 3 2 1 Moderating Subscription Requests Unlike the web interface subscription and unsubscription requests moderated in the e mail interface are not handled in the same place Each subscription request generates its own notification which is similar to the following illustration Subject APPROVE surfing From list manager tenon com To john doe tenon com D
70. s Submitted Per Day 1000 Delivery Priority Low Pl Document Done Figure 2 1 Mailing List Information Form part 1 of 6 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 1 1 E mail Addresses This section contains a series of e mail addresses associated with the mailing list These addresses are defined by the Postmaster and cannot be modified by the list owner and are shown on this form just for informational purposes List Addresses These are the addresses to which users will send messages that are posted to the list Most mailing lists have only one address but they can have any number of additional addresses with each address being equally valid for the list List Request Addresses This field contains the address es for the administrative e mail account also known as the request handler that corresponds to the mailing list The request account is responsible for sending welcome and farewell messages sending and receiving verification tokens and receiving e mail forms and commands for the mailing list List Owner Alias Addresses This field contains addresses that provide aliases for the mailing list owner s Any mail sent to an address specified here will be forwarded to all owners of the list including you This provides a method for users to contact you as the list owner without knowing your personal e mail address List Owners Primary E mail Address This
71. s and Tenon Intersystems 2002 Setting Up a Mailing List 2 1 4 List Security Parameters As described in the Post Office User s Guide the e mail interface allows all users to request a copy of the subscriber list of any mailing list However there are many cases in which this data may be considered sensitive and inappropriate for public access Post Office therefore allows you to set rules for who can and can t use the e mail interface to get your subscriber list The Subscriber List Access field is similar to the account access and account and finger access rules described in the Post Office User s Guide The following algorithm is used to determine if a user can access the subscriber list by submitting the who command via e mail 1 Ifthe field is empty access is allowed 2 Ifthe keyword none appears in the field access is denied 3 If the keyword subscribers appears in the field and the return address of the e mail request is a subscriber to the mailing list the subscriber list is sent to the use 4 Ifthe client s machine name is in the field or is within one of the named domains access to the subscriber list is allowed 5 Ifthe client s IP address is within one of the listed networks access is allowed 6 In all other cases access is denied For example if the list of Subscriber List Access Restrictions field for your mailing list contains tenon com 123 45 6 78 222 33 44 0 then users can retrieve
72. s closed subscription policies users can still be added to the subscriber list in this form i Note Ifyou try to add users to the subscriber list but doing so would push it over the limit for the maximum number of subscribers that the Postmaster has defined for your mailing list the operation will fail Users will still be added to the subscriber list until it is full so if you attempt to add 50 users but have room for only 35 of them the first 35 users specified in the Subscribers to Add field will make it 10 You can only select one delivery mode for all subscribers that you add in one operation If for some reason you want to add some users with the digest mode and other users with the immediate mode you must add one group at a time Software com Inc 1994 1993 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 2 2 Viewing Current Subscribers If your mailing list s subscribers number 50 or less they will be displayed at the bottom of the List of Subscribers Form However since huge subscriber lists can take a long time to display Post Office won t display them here if there are more than 50 subscribers In this case you can view the subscriber list by clicking on the View Current Subscribers link This displays the View List Subscribers Form Local Mailing List Management View Subscribers Netscape File Edit View Go Communicator Help 4BACK surfing software com Salsa Surfers of
73. s for unless you tell it otherwise Software com Inc 1994 1998 53 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface Command Additional Parameters Description listname message Approves moderated messages rejectmail listname message Rejects moderated messages Marks the end of the commands included in the request message This prevents the system from attempting to process text in the message signature 4 2 Subscription Operations subscribe The subscribe command can be used by anyone to request subscription to a mailing list As a list owner you can also use this same command to add users to the subscriber list and approve subscription requests that have been sent to you for moderation In both cases users added to the subscriber list are sent the mailing list s welcome message if your list has one 4 2 1 Adding Users to the Subscriber List Technically anyone not just the owner of the list can attempt to subscribe other users to a mailing list since all users can submit a subscribe command that includes an E mail address other than their own However these subscription requests are all subject to verification and moderation so this isn t the same as your ability to put multiple users straight onto your subscriber list as you can with the Subscriber List Form shown in Chapter 2 To add users to your mailing list create an E mail message addressed to the Request Address of the
74. s message you re submitting it and messages submitted to the list are always sent to the main list address Finally you may be wondering why it was necessary to include all of the ugly headers with the above message when it was submitted to the list Those headers allow Post Office to identify the original author and subject of the message If you don t include the headers subscribers will get the message with no From To or Subject information Software com Inc 1994 199g Open Technologies and Tenon Intersystems 2002 52 Moderating a Mailing List Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Using the E mail Interface For those who prefer dealing with all things E mail through the medium of E mail instead of using a state of the art web browser Post Office supports such an E mail interface For the mailing list manager portion of Post Office the E mail interface is similar to Majordomo a popular UNIX based mailing list manager created by Brent Chapman The Post Office User s Manual has a complete description to the mailing list related commands available to all users with instructions for submitting them We ll skip all of the background information here so that we can focus on commands used exclusively by list owners If you want to know the finer points of the mailing list manager E mail interface for end users refer to the Post Office User s Manual 4 1 List Owner Comm
75. se Post Office to verify the identity of all attempted unsubscribers before removing them from the subscriber list See the description for the subscription verification option earlier in this section for more information in Note Again local users are exempted from verification if they submit their unsubscription requests via the Post Office local user web interface 14 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List e Moderated Like the options for moderated subscription this option will refer all unsubscription requests to the list owner for approval or rejection You can reject or approve unsubscription requests in the web interface as described in Chapter 3 or the e mail interface Chapter 4 depending on your moderation policy see below Local Mailing List Management Mailing List Information Form Netscape File Edit View Go Communicator Help List Security Parameters Subscriber List Access Owner Preferences Moderation Policy Web andEmail i M Send Daily Statistics i Suppress Owner Notifications i M bounce notices I over limit notices Delivery Delivery Mode i Immediate Only Digest Only Digest or Immediate Digest Delivery Schedule i Suppress duplicates Yes Nolil tel Document Dons Figure 2 3 Mailing List Information Form part 3 of 6 Software com Inc 1994 19p8 Open Technologie
76. ser s e mail address list domain biking tenon com a mailing list address to which list host domain biking sparky tenon com messages are submitted for posting list request domain biking request tenon com a mailing list request address to which commands and requests for subscription or unsubscription are sent owner list domain owner biking tenon com the list owner alias address used to correspond with the mailing list owner Questions and Comments Copies of this manual can be obtained by anonymous FTP to ftp tenon com or from our web site at http www tenon com If you can t find an answer to your question in the manual check the list of Frequently Asked Questions FAQ also located on our web site at http www tenon com To suggest improvements or provide feedback on the content of this manual send e mail to Post Office Manual Tenon com Legal Notices The Post Office software is copyright 1993 98 software com Inc All rights reserved Copyright 2002 Open Technologies and Tenon Intersystems The Post Office documentation is copyright 1994 98 Software com Inc and Open Technologies and Tenon Intersystems 2002 All rights reserved No part of this documentation may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or information storage and retrieval systems for any purpose other than personal use without the express written permission of Open Technolo
77. set your moderation policy to E mail Only the web forms illustrated 38 in this section do not apply to you These forms show only the applicants or messages that are being held by the system unless web based moderation is enabled moderated applicants and messages are not held Refer to Section 3 2 for information on e mail only moderation Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Moderating a Mailing List 3 1 1 Moderating Subscription and Unsubscription Requests To moderate subscription and unsubscription requests in the web interface click on the Moderate Applicants link for the appropriate mailing list on the Owned Mailing Lists menu This displays the Applicants to Moderate Form which is used to moderate both subscription and unsubscription requests Local Mailing List Management Applicants to Moderate Netscape File Edit View Go Communicator Help ApplicantstoModerate 4BACK Submit Reset baseball software com Software com baseball team list Applicants Requesting Subscription lt crash davis software com gt Approve Reject lt eppy lalouche software com gt Approve Reject Applicants Requesting Unsubscription lt john doe software com gt Submit Reset Software com Inc 1993 1998 All nghts reserved Ey Document Done Figure 3 2 Applicants to Moderate Form This form includes the radio buttons Approve and Reject beneath
78. st Owner Alias Address which allows users to contact you without knowing your real e mail address or identity Of course if you don t mind the masses knowing who Big Brother is you can instead include your personal e mail address Hey it s your mailing list Software com Inc 1994 1993 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List Other Headers to Remove Any other RFC 821 style headers specified in this field will also be removed from messages before they are posted to the mailing list When using this option specify only the header itself and not the text to the left of the header For example you may enter Reply To and not Reply To some address tenon com There is no wildcard matching in this field so to be removed a header must be identical character for character to a value in this field Other Header Rewrites This field allows you to insert a prefix or suffix into the text of an existing header Although all headers may be rewritten with this feature it is only recommended for use with the subject header By inserting some text before or after the original subject of a mailing list posting you can allow subscribers to easily identify list related messages and use mail filters to sort them To request header rewriting enter the keyword prefix or suffix followed by the header that you want to rewrite i e Subject followed by the text of your prefix suffix enclosed in doub
79. sword subscribe listname address subscribe listname address The notification message may not ask you to include the List Name which is a required parameter only if your response message is sent to the system level list management account list manager host domain Notification messages are sent from whatever account the subscription request was submitted to so you ll be sending approval commands to both the Request Address for your list and to the system list management account depending on where users send their requests Again follow the directions in the notification which tells you where to send your approval commands and what to include in them Refer to Chapter 3 for examples 4 3 Unsubscription Operations unsubscribe The unsubscribe command can be used by anyone to request unsubscription from a mailing list As a list owner you can also use this same command to remove users from the subscriber list and approve unsubscription requests that have been sent to you for moderation In both cases users removed from the subscriber list are sent the mailing list s farewell message if your one exists for your mailing list 4 3 1 Removing Users From the Subscriber List As with subscription anyone not just the owner of the list can attempt to unsubscribe other users from a mailing list since all users can submit a unsubscribe command that includes an E mail address other than their own However these unsubscription r
80. t one Post Office can know enough about every other mail server in the world to ensure that duplicates never occur Software com Inc 1994 19pg Open Technologies and Tenon Intersystems 2002 20 Setting Up a Mailing List Local Mailing List Management Mailing List Information Form Netscape Descriptive Information List Name baseball Short Description Software com baseball team list fi Long Description This is the mailing list of the Software com baseball team a scrappy group of ballplayers who play in the local Santa Barbara league H Welcome Message Welcome to the team To share your baseball thoughts with your new teammates send an e mail to baseball software com Farewell Message Sorry kid but you ve been cut from the team To arrange another tryout contact the team manager at owner baseball software com Figure 2 4 Mailing List Information Form part 4 of 6 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List 2 1 7 Descriptive Information This section of the Mailing List Information Form contains an assortment of descriptions and messages relating to your mailing list List Name This unique name identifies the mailing list in the e mail interface The List Name is established by the Postmaster at the time the list is created and cannot be changed Short Description T
81. te The digest mode of delivery does not support attachments so subscribers who use In most cases it is preferable to allow both delivery modes but you should choose whatever makes the most sense for the type of mailing list you are trying to run 18 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List change will have no effect on current subscribers This field only determines the delivery types available to new subscribers ii Note If you later change the delivery modes supported by your mailing list the Digest Delivery Schedule If you support the digest mode of delivery use this field to specify a schedule for the distribution of the list s digest By default the digest will be distributed daily at midnight but you can schedule any number of days and or hours during the week when you want delivery to take place Days of the week are specified in this field by entering the first three letters of the day in all lower case type for example tue for Tuesday Hours are specified as single digits can include a m p m or am pm and can be given in 12 hour or 24 hour format Minutes cannot be specified when setting a digest schedule just days and hours For example each of the following examples specifies a delivery time of Monday at 5 00 p m mon 5 pm mon 5 p m mon 17 In addition to specific days the digest delivery schedule can also be given as dail
82. the subscriber list from any machine in the tenon com domain It can also be retrieved from the machine with IP address 123 45 6 78 or from any machine with an IP address in the class C network 222 33 44 the 0 acts as a wildcard 2 1 5 Owner Preferences The fields in this section of the form allow you to determine how you want to interact with your mailing list This is where you specify the types of notifications of mailing list activities that you want to receive as well as the method you ll be using to moderate the list Moderation Policy If you decide that you want to moderate postings subscription requests or unsubscription requests then this field specifies the method that you will use for that moderation This one field sets your preference for dealing with all three types of moderation so whatever you intend to moderate will be handled as you request here 16 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List The available moderation methods are Web and E mail When this mode is selected applicants and or messages will be held for your attention in the Post Office web interface and you will be notified each time a new subscription request or message is submitted You may handle the moderation via e mail commands when you receive the mail or in the web interface However since subscription requests or messages will be held indefinitely for your approval be awa
83. tion Typical warnings include cautions N about maintaining system security and avoiding overburdening your mail server Failure to read a warning may have serious consequences Q Hint As you may have guessed the helpful hints suggest ways to make your life easier The tips are based on suggestions from other Post Office users including the 2 Tenon com Postmistress Security Feature The security features of Post Office and there are many are highlighted by the appearance of a lock Look for the locks when reviewing the security aspects of your mail server installation UNIX Certain comments and instructions apply to UNIX users only The UNIX computer icon provides a simple means of recognizing such items Post Office users UNIX whose system is installed on Windows NT should ignore these discussions Terminology and Type e Fields and forms are referenced by their proper names e Literal entries commands and such appear in monospaced type e Links are underlined and in boldface e Variable names appear in italics e Optional entries appear in square brackets Software com Inc 1994 1998 iv Open Technologies and Tenon Intersystems 2002 Preface Standard Examples Generic Term Standard Examples Meaning in this Manual domain tenon com a partial domain name host name excluded host domain sparky tenon com a fully qualified domain name with host name included user domain john doe tenon com a sample u
84. tory menu for remote users Remote User Available Mailing Lists Netscape File Edit View Go Communicator Help InterMail PostOffice Mailing List Directory Mail Account Directory All baseball software com Software com baseball tearn list bowling software com Bowling Society of Software com juggling software com The juggling interest club rock climbing software com Folks who climb rocks sky diving software com We jump out of airplanes for fun surfing software com Salsa Surfers of Software com the SMTP gang Al All Software com Inc 1993 1998 All nghts reserved Figure 2 10 Mailing List Directory menu remote user version 30 Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List This form is very similar to the local user s List of Mailing Lists menu Remote users can click on an individual list address in this menu to access a Mailing List Summary Form for that mailing list Remote User Available Mailing Lists Netscape File Edit View Go Communicator Help InterMail 1 14 Post Office MailingList Summary Form ITION t Mailing List List Address surfing software com i Directory Short Description Salsa Surfers of Software com the SMTP gang o pe Account Directory List Name surfing fi Long Description Li This is a mailing list for all the gnarley dudes and dudettes at Software com who enjoy riding go
85. ts and security parameters your powers over your mailing lists are equal to those of the Postmaster himself So treat this privileged standing with the reverence it deserves 1 3 Getting Your Mailing List One of the few things that you actually can t do with your mailing list is create it Ordinary users such as yourself do not have access to create mailing lists this level of access is restricted to the Postmaster However you can manage any mailing list that the Postmaster has created and for which you are listed as an owner If you want to create a new mailing list notify your Postmaster This is the only step in the life of a mailing list that requires Postmaster attention once the mailing list is created with you as an owner you become the all powerful administrator of your own mailing list The List Owner Greeting Message Your elevation to the status of list owner will likely be marked by the arrival of an e mail message that informs you of the creation of the mailing list This greeting message looks like the following Software com Inc 1994 1998 2 Open Technologies and Tenon Intersystems 2002 An electronic list account has just bee been configured as indicated below account summary for information on how Getting Started n opened for you and has See the instructions below the to make changes to your mail account as well as for explanations about each of the fields List Addresses surfing teno surfing
86. uests that were supposed to be sent to the list s request account this account is described in the E mail Addresses portion of this form As discussed in the Post Office User s Guide users can subscribe and unsubscribe from a mailing list by sending commands via e mail to the list s Request Address However some users don t quite understand this and may mistakenly post e mail commands to the mailing list which can result in stacks of messages sent out to all of your list s subscribers that contain nothing but the word subscribe When the humor of this cluelessness wears off and it simply becomes an annoyance you can enable the Detect Requests option which will check each message posted to the list to determine whether it contains e mail commands A message is considered to be a request if the body of the message contains three or less non whitespace lines and the subject or body of the message includes any of Software com Inc 1994 19p3 Open Technologies and Tenon Intersystems 2002 Setting Up a Mailing List the following words subscribe unsubscribe add delete If a message is rejected because it contained a request command the message will be returned to the sender and you ll be notified of the event Unsubscription Unsubscription policies are similar to subscription policies and include the following options e Verify unsubscribers As with the subscription verification option enabling this field will cau
87. uide The menu option that is now important to us is the Manage Owned Mailing Lists link which displays the Owned Mailing Lists menu Software com Inc 1994 1998 Open Technologies and Tenon Intersystems 2002 Getting Started All of the tasks associated with managing an owned mailing list are accessed through the Owned Mailing Lists menu Whenever you want to add a subscriber change a list policy moderate submitted messages or do anything else regarding your mailing list this is where you start Local Mailing List Management Owned Mailing Lists Netscape File Edit View Go Communicator Help InterMail Post Office ITION Edit Subscriber List Moderate Applicants 0 Moderate Messages 0 baseball software com Software com baseball team list Ha Edit Subscriber List Moderate Applicants 3 Moderate Messages 2 lsi surfing software com Salsa Surfers of Software com the SMTP gang Help Edit Subscriber List Moderate Applicants 0 Moderate Messages 0 Aout archery software com Guys amp gals armed with bows amp arrows Info Software com Inc 1993 1998 All rights reserved Ut Document Done Figure 1 3 Owned Mailing Lists menu The menu displays the addresses of all mailing lists that you own as well as a short description of each The list address is a link to a form for setting attributes and policies of the mailing list Three additional links for each
88. uring this process If you want to make changes to a message before it is approved for posting you should use the web forms described in Section 3 1 If you are dead set on moderating messages via e mail but still want the power to edit messages before approving them you should switch your moderation method to E mail only This method described below supports the modification of messages via e mail E mail Only As with subscription and unsubscription requests Post Office doesn t save or know anything about moderated mailing list postings when web moderation is disabled that is when the moderation preference of your mailing list is E mail only It simply forwards these messages on to you as they are submitted and it s up to you to post them to the list yourself As part of that posting you can also change the contents of the message In other words moderating messages exclusively via e mail means that only you can post messages to your mailing list for another user to post a message to the list he or she needs you to submit the message on their behalf This is an important distinction since it requires you to send different information and to a different location than is used for the e mail based moderation described in the Web and E mail section above When using the E mail only method of moderation you will receive notification messages like the following when a message requires moderation 48 Software com Inc 1994
89. y or weekly The daily option delivers the digest every day at the specified time or at midnight if no time is specified The weekly option delivers the digest each Sunday at midnight or each Sunday at the specified time If the delivery schedule is given as a time with no day the delivery schedule is daily at the given time Suppress Duplicates This option provides a method for preventing users from getting multiple copies of messages sent to the mailing list By default if a message is sent to both an individual user and a mailing list that the user is subscribed to the user will get two copies of the message one from the sender and one from the mailing list By suppressing duplicates you can prevent users from unnecessarily receiving multiple copies of a single message When duplicate suppression is enabled users will get only one copy of a message even if the message is delayed or altered by the list owner For this reason suppression of duplicates may not always be desirable Like many other list features whether or not you use this option depends on the type of mailing list you re running Ti Note Even if duplicate suppression is turned on for your mailing list some remote subscribers may still end up with multiple copies of a message For example if a subscriber is itself a mailing list on another mail server Post Office has no way of knowing which users are subscribed to the other mailing list There s simply no way tha

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