Mailing List Frequently Asked Questions

 

  • What is a LISTSERV mailing list?
    A mailing list is a list of people's names and addresses that is used to send certain messages or announcements to many people (subscribers) at once, who are usually expected to share a common interest in the contents of the message. Subscribers can usually join or leave the list as they see fit.

    A mailing list is managed by a list owner (or sometimes several owners for large lists). The list owner is the person with formal responsibility for the operation of the list. The list owner defines the list's charter and policy, i.e. what the list is about and what are the general rules all subscribers must accept in order to be allowed to join the list. The list owner is also responsible for all administrative matters and for answering questions from the list subscribers.

    NTU uses LISTSERV, a well-known mailing list management software by L-Soft.
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  • What is the difference between a LISTSERV mailing list and a MS Exchange email distribution list or a Public Folder?
    LISTSERV allows schools/offices/student organisations, etc. to create and manage their own direct mailing lists of students or members. Relevant information can be directly delivered to the individual's email address instead of lying buried under tons of other postings in the Exchange public folders. The dissemination of information is thus more effective.

    In addition, LISTSERV mailing lists allow members the freedom to join or leave. MS Exchange email distribution lists or public folders do not allow such flexibility and freedom.
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  • Who should I contact if I encounter problems in using the mailing list?
    Online documentation is available at http://www.lsoft.com/resources/manuals.asp.

    For assistance in joining/leaving/browsing/searching a mailing list, contact the CITS's Helpdesk via http://helpdesk.ntu.edu.sg, or email helpdesk@ntu.edu.sg, or phone at 6790 4357(HELP) or 6790 5228.

    For assistance in creating or managing a mailing list, contact the LISTSERV administrator at listadmin@ntu.edu.sg  
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  • How do I subscribe to a mailing list?
    Please note that some mailing lists allow subscription by the owners only.

    If the mailing list allows open subsciption, you may access the NTU mailing lists archives main menu (http://mlist.ntu.edu.sg/archives/) from your browser. You will see a list of mailing lists created. Click on the one you are interested to join.

    Then click on "Join or leave the list (or change settings)" option. On the screen displayed, type in your email address (format: username@ntu.edu.sg) and your name. Then click on the button "Join <list name>".

    Confirmation of Subscription
    Depending on how the list is set up, once you have sent your subscription request you may receive a email message asking you to confirm your subscription within 48 hours. This request seeks to confirm that the e-mail address that you provided above to subscribe to the list is valid. You can confirm your subscription by:

    Clicking on the hyperlink in the email message.   OR

    Replying to the email and type OK as the text of the message without including the original message. So if your mail program automatically quotes the message you are replying to, you should delete the quoted text before sending the "OK". Note also that you must reply from the address from which the original subscription request was sent. If you have trouble with the OK command, please contact the list owner for help.

    Once your subscription request has been successfully processed by LISTSERV, you will receive a email confirmation message. 
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  • How do I unsubscribe from a mailing list?
    Please note that some mailing lists allow subscription/unsubscription by the owners only.

    If the mailing list allows unsubsciption by members, you may access the NTU mailing lists archives main menu (http://mlist.ntu.edu.sg/archives/) from your browser. You will see a list of mailing lists created. Click on the one you want to leave.

    Then click on "Join or leave the list (or change settings)" option. On the screen displayed, type in your email address (format: username@ntu.edu.sg). LISTSERV does not need your name for unsubscription, so there is no need to type it. Then click on the button "Leave <list name>". You can also unsubscribe from all the mailing lists by clicking on the button "Leave all the lists".

    Please refer to Confirmation of Subscription above to confirm your signoff from the mailing list.
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  • Can I subscribe using a non-NTU email address?
    Depending on the nature and needs, a mailing list may allow non-NTU email addresses for subscription. But some lists may allow only subscription from NTU email addresses to ensure that only NTU staff and students can access the mailing lists.
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  • How do I post to a mailing list?
    Please note that some mailing lists allow postings by the owners or editors only. If the mailing list also allows postings from subscribers, you may send your posting by email to <listname>@mlist.ntu.edu.sg. If the mailing list is a moderated list, the editor of the list will decide if your posting will be sent to the subscribers.

    For mailing lists that are discussion topics in the MS Exchange Public Folders, you can post an entry for the discussion topic of interest in the MS Exchange Public Folder as usual. A rule in the Public Folder will automatically forward your posting as an email to all subscribers in the mailing list.
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  • How can I create and manage a mailing list for mass mailing?
    NTU allows the use of Listserv mailing list to send mass mails for official purposes only. You may apply to the CITS mailing list administrator to create and manage a mailing list for your student organisation or official duty. Application for mailing list ownership for personal purposes will not be approved. Because of resource overheads, mailing list should be used for large subscriber base only (min. 50). Please use Exchange personal distribution list for small subscriber base or for personal purposes.

    Staff should apply by filling up the online Mailing List Ownership Application form which is available from StaffLink>Resource Request>IT Services>Subscriber Mailing List.
    ** Your application has to be approved by your supervisor.

    Students may apply on behalf of their student organisations using the online application form which is accessible from StudentLink>IT Services>application for mailing List Ownership. 
    ** Please note that if your student organisation does not have a NTU email account, you will have to first apply for one from CITS, also via StudentLink.

    If you have any queries on creating and managing mailing lists in NTU, please contact the helpdesk at helpdesk@ntu.edu.sg or the LISTSERV administrator at listadmin@ntu.edu.sg. 
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