Mailing List Member Administration

Follow these links to learn how to manage members and roles for your mailing list.

Mailing List Member Roles

To get the most out of your mailing list, it is important to have a clear understanding of the roles you can assign to members. Using these role assignments to delegate responsibilities for list management tasks will keep your mailing list activity efficient and organized.

Privileged list owner: This role has complete authority over the list, list membership, and all settings. The default privileged list owner is the original list requestor.

Tip: Add a second Privileged List Owner in the event you change responsibilities or leave the University to preserve the continuity of the mailing list.

List owner: Similar to a privileged list owner, but this role is not allowed to add other owners. A list owner also does not have access to the following settings:

• Who can send messages
• Status of the list
• Last update of configuration
• Creation of the list
• Serial number of the configuration
  Note: Both privileged list owners and list owners can manage list membership.

Moderator: This role can approve or deny messages sent to a moderated private list. A moderator cannot manage list membership.

Subscriber: A recipient of the mailing list.

Listmaster: An IT Services staff member who administers the Mailing Lists system, including approving new mailing lists.

Our group would like someone outside the University to be the list owner. May we do this?

All mailing lists must have a current UChicago faculty, student, or staff member as one of the list owners. However, someone outside the University can be a co-owner of a mailing list, as long as at least one of the other co-owners is a University member.

May alumni of the university be mailing list owners?

All mailing lists must have a current faculty, student, or staff member as one of the list owners. However, alumni can be mailing list co-owners, as long as at least one of the other co-owners is a current University member.

Why would I want a moderator for my mailing list?

The moderator role allows list owners to delegate responsibility for message approval to other users. Moderators do not have access to modify list membership or settings. A list owner retains moderating privileges if no moderators are defined, but that role is removed when moderators are added because the owner's role is typically limited to management of the list membership and configuration.

List owners may continue to moderate the mailing list if they are also added to the moderator role. See Add a Moderator to a Mailing List for instructions.

If you want someone else to help with both membership tasks and message approval, you can add another owner to the list. See Manage Mailing List Owners and Moderators for instructions.

If I add someone as a moderator to my mailing list, can I still moderate messages on my mailing list?

When you add a moderator to a mailing list, the owner role loses moderation privileges. To allow owners to continue to moderate the list, they must also be added to the moderator role. See Add a Moderator to a Mailing List for instructions.

View Mailing List Members

To view all members of a mailing list:

1. Log in to your Mailing Lists account at UChicago Mailing Lists.
2. Select your mailing list from the navigation bar.
3. Select Subscribers. For list owners, this page is the same as the Manage Subscribers page.
   Note: The list owner or moderator can restrict permission for others to view list members. If you cannot view the list's members, contact the list owner for more information.

Manage Mailing List Owners and Moderators

Learn to add or change owners and moderators for your mailing list.

Add an Owner to a Mailing List

To add an owner to a mailing list:

1. Log in to your Mailing Lists account at UChicago Mailing Lists.
2. Select your mailing list from the left navigation bar.
3. Select Admin > Users > Owners.
4. To add an additional owner, enter the new owner's email address and other information in the blank fields below the existing owners. If you enter information in the Name field, do not use a comma in the name.
5. Select Apply modifications at the bottom of the page to save your owner preferences.

Change the Owner of a Mailing List

To change the owner of a mailing list:

1. Log in to your Mailing Lists account at UChicago Mailing Lists.
2. Select your mailing list from the left navigation bar.
3. Select Admin > Users > Owners.
4. To remove the original owner of a mailing list, check the box on the right to delete then select Apply modifications. To add a new owner, add their email address under the Add Owners section then select Apply modifications. If you enter information in the Name field, do not use a comma in the name.

How can I grant privileged ownership?

If you wish the owner to be able to have full access to all ownership functions, select privileged owner for Profile type.

Add a Moderator to a Mailing List

To add a moderator to a mailing list:

1. Log in to your account at UChicago Mailing Lists.
2. Select your mailing list from the left navigation bar.
3. Select Admin > Users > Moderators.
4. To add a moderator, enter the moderator's email address and other information into the blank fields. If you enter information in the Name field, do not use a comma in the name.
5. Select Apply modifications at the bottom of the page to save your owner preferences.

Manage Mailing List Subscribers

Learn to manage mailing list subscribers and subscriber privileges.

Add a Subscriber Manually

To add a subscriber manually:

1. Log in to your account at UChicago Mailing Lists.
2. Select your mailing list from the left navigation bar.
3. Chose Admin > Manage Subscribers.
4. To add a single subscriber, enter his or her email address in the Add field and select the Add button.
5. To add multiple subscribers at one time, select Multiple add.
6. In the field that appears, enter the email addresses and names of the people you want to subscribe to the list in the format shown.
7. Select Add subscribers.

Note: List owners are not automatically subscribed to their own mailing lists. You may subscribe to your own mailing using the instructions above.

Note: Mailing lists are subject to a limit of 5000 subscribers. UChicago Mailing Lists are intended for solicited messages only. Use an external vendor/software for sending unsolicited, mass marketing, or survey messages.

Approve or Reject a Subscription Request

When a potential subscriber submits a subscription request, the moderator or list owner receives an email notification. The moderator or list owner can approve or reject the request by email or on the lists.uchicago.edu website.

1. To approve or reject a subscription request from the Mailing Lists website, select your mailing list from the left navigation bar.
2. Choose Moderate > Subscriptions.
3. On the subscription request queue, click the appropriate button to approve or reject each subscription request.

New Subscriber Welcome and Unsubscribe Messages

To prevent a new subscriber from receiving a welcome message, select Quiet when you enter their email address on the Manage Subscribers page. Likewise, you can select Quiet when removing a subscriber from the list.