Nanyang Technological University

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 are the differences between a LISTSERV mailing list and an Exchange Global distribution list?
    LISTSERV allows schools/offices/student organisations, etc. to create and manage their own direct mailing lists of external subscibers. Exchange Global distribution list can only contain NTU email addresses. 
    In addition, LISTSERV mailing lists allow members the freedom to subscribe or unsubscribe. Exchange global distribution lists do not allow such flexibility and freedom.
    However, Exchange global distribution lists are searchable and listed in the Outlook Address Book  (as shown in diagram below), while Listserv mailing lists are not.

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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 Service Desk via http://servicedesk.ntu.edu.sg, or email servicedesk@ntu.edu.sg, or phone at 6790 4357(HELP).
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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 (https://mlist.ntu.edu.sg/archives/) from your browser. You will see a list of mailing lists available for open subscription. Click on the one you are interested to join. Then click on "Subscribe or Unsubscribe" option. On the screen displayed, type in your email address (format: username@ntu.edu.sg) and your name. Then click on the button "Subscribe (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: (a) Clicking on the hyperlink in the email message OR (b) 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 (https://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 "Subscribe or Unsubscribe" 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 must first subscribe to the mailing list (see "How do I subscribe to a mailing list?" above). If you are already a subscriber, you may then send your posting by email to <listname>@mlist.ntu.edu.sg. If the mailing list is a moderated list, the editor/moderator of the list will decide if your posting will be sent to all 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. 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, Listserv mailing list should only be used for large subscriber base (min. 50 subscribers).
    NOTE:
    (a) For small subscriber base (<50) or for personal purposes, please make use of the Outlook personal distribution list or contact group.
    (b) If you need a mailing list that is listed and searchable in the Outlook Address Book Global Address List for official purpose (as shown in diagram below), please apply for an Exchange Global Distribution List via servicedesk@ntu.edu.sg.

    To create a Listserv mailing list for NTU schools/offices, staff should apply by following the steps below:

    • Go to CITS homepage, click on the red banner “Click here to access CITS Service Catalogue”
    • On the Service Catalogue site, click on “Messaging & AD” tab
    • Click on “Listserv Mailing List (Staff)”
    • Look for “Request for a new Listserv mailing list (staff)” and click on “Request”
    • Click on “Request” in the Service Request Catalog and fill up the necessary details
    • ** Please note that your application has to be approved by your Supervisor or Approving Officer.

    To create a Listserv mailing list for NTU-approved student organisations, students may apply on behalf of their student organisations by following the steps below:

    • Go to CITS homepage, click on the red banner “Click here to access CITS Service Catalogue”
    • On the Service Catalogue site, click on “Messaging & AD” tab
    • Click on “Listserv Mailing List (Student Club)”
    • Look for “Request for a new Listserv mailing list (student club)” and click on “Request”
    • Click on “Request” in the Service Request Catalog and fill up the necessary details
    • ** Please note that if your student organisation does not have a NTU email account, you will have to first apply for one from CITS via StudentLink.


    If you have any queries on the application process for creating mailing lists in NTU, please contact Service Desk at servicedesk@ntu.edu.sg.

    Authorised list owners may refer to this Owner Quick Start Guide on managing and using their Listserv mailing lists. 

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