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E-Mail Administration

Login: This is the initial login screen to the email administration area.

User Account - For email administration, use 'postmaster' as the user account.

Domain Name - this is your web site domain name eg domain.com (do not include www)

Password - this will be the email administration password provided to you by Silk, if you are unsure of the password, please contact support to obtain your password.


Menu E-mail Administration Menu

This is a list of options available to you as the email administrator


E-mail Accounts: List of email accounts setup for your domain

Navigation - You can use the "go user"button located on the bottom of the page, or the alphabetical index to jump to a user in a long list.

Options - You can press the modify user button to edit an account, the delete user button to delete an account, or the catchall account button to set this user as a catchall account.


CatchAll Accounts

A CatchAll Account is where email will go if it is sent to an invalid email address, e.g. someone spells an email address incorrectly, or sends an email to an account which you have deleted.

You can set one Account as a catchall account, which would allow that person to receive those emails and re-direct them to the appropriate person. Alternatively you could set the catchall account to "bounced" which would simply send a message back, indicating that the email address does not exist.

* Note that setting a catchall account will ensure you do not miss any emails. However, it also increases your chances of getting SPAM (unsolicited commercial emails).


Adding an Account you will see the following screen when adding an email account



E-mail account - This would be their email address & account name
Password - Enter their password twice to set it.
Real Name - A comment field to enter the user's full name, or other description of the account.

If you have any mailing lists setup on your domain there will also be an option to add that user to any of your existing lists.

Press 'add' to add the user, or 'main menu' to return to the main menu without adding the user.


Aliases / Forwards

Add Alias - An alias will simply deliver email to another account, allowing you to have multiple email addresses for one person. The example shows adding an alias service@domain.com so that all email sent to service will be delivered to jsmith.

Add Forward - A forward works similar to an alias, but will deliver the email to an account on another domain, such as someone's home email account. The example shows adding a forward sales@domain.com so all email sent to sales will be forwarded to joe@shaw.ca


Note that a user will always login to check their mail with their primary account name, and not any of their aliases.

**Caution** Aliases are incompatable with our TMDA anti-spam system. If you are using TMDA, you will need to setup a forward (to your domain instead of an external one) instead of an alias. If you are not using tmda, then use aliases as they are more appropriate.


Mail Robot an address that sends an automatic reply when receiving email

Add Robot - Enter the robot name (this will be the email address), then the message you'd like to be sent. You can also specify an email address to forward the original email to when it is received.



Mailing List create mailing lists of staff or customers.

Mailing List Name - what address to send mailing list emails, ie, to create a mailing list for your sales department, use sales as the mailing list name. Then all mail sent to sales@domain.com will go to the list.

List Owner E-mail Address Every list has an owner. This owner is the one who is referenced in most emails if a user wishes to talk to a real person. Generally this would be your email address.

SQL Support - Generally this option is not neccesary for basic mailing lists, so leave this disabled. For those wishing to use this feature, please contact Silk's hosting support

Some key terms

Subscriber - The general readers of the mailing list. These users will receive the messages posted to the mailing list.

Moderator - These are individuals who are given the ability to either limit who can subscribe to a given link or who can post to a given link.

Archive - You can choose to create an archived list, which will record a copy of all messages sent to the list.*

Creating a new mailing list - While mailing list settings can get quite complex, creating a basic list is fairly straighforward. The section below will show you how to setup a basic email list.

* Archived lists require additional space to store the archive, if your archive becomes bigger than your alloted storage space, there may be an additional charge.


Some Example Mailing List Configurations

General Discussion List - Public

This type of list is very common. In this setup the following is done:

  • posting to the list is limited to subsribers but is not moderated.
  • Subscriptions are not moderated so anyone can subscribe.
  • The moderators are given full remote rights.
  • The digest mode is enable for those that would like to use it.
  • The trailer is enabled (and can be edited by the moderators)

In order to setup this list the following setting flags are used (as detailed below):

  • M A B d F G H i J l n O p q r S t u

 

General Discussion List - Private

This type of list is also very common for groups that wish to have private conversations (like executives). In this setup the following is done:

  • posting to the list is limited to subsribers but non-subscriber email are sent to the moderator for confirmation.
  • Subscriptions are moderated so the subscription list is controlled.
  • The moderators are given full remote rights.

In order to setup this list the following setting flags are used (as detailed below):

  • m A B D F g H i J l n O p q r S T u

 

Distribution List (Moderators post only)

This type of list is intended as a distribution only list, possibly for updates or announcements:

  • posting to the list is limited to moderators.
  • Subscribing is not limited so anyone can subscribe.
  • The moderators are given full remote rights.

In order to setup this list the following setting flags are used (as detailed below):

  • m A B D F g H i J l n o p q r S t u
A Note About Moderators

Even if the being created is not being moderated for postings it is a good idea to add a moderator in the event that you have configured the subscribers to be moderated or non-subscriber postings to be moderated. It may also be desirable to have a moderator setup simply to edit some of the text files for the mailing list. This includes the mailing list list trailer (if enabled).

 



Enabled Text Disabled Text Comment
Message moderation (-m) Message posting is not moderated (-M) [default] This enables/disables message moderation for standard posting to the mailing list. This flag is required for the following options to work: (-o). It is recommended that this be left as non-moderated unless you are building an outgoing mailing list with the -o option or are concerned about what will be posted to the link. With moderation enabled all posting will first be sent to the moderator(s) and they will need to approve the emai before it is actually posted to the list.
Archived (-a) [default] Not archived (-A) Enables/disables message archiving. Archives can be retrieved using email based -get command (access it controlled by -b and -g options) or via a web interface if the -i option is enabled. Archiving is a nice feature for most mailing lists so that new members can read what was discussed in the past. Access to the archives via email is controlled by the -b option below.
Block archive. Only moderators are allowed to access the archive. (-b) Archive access is open to anyone or subscribers only, depending on the Guard setting. (-B) [default] Controls who can request the message archives using the get comnmand. If block archives in set (-b) only the moderator(s) of the mailing list can access the archives. If block is not set then the guard setting (-g) is used to determine if a non-moderator can access the archives. For most lists non-blocking (-B) is appropriate but if you wish the archives to be built but not accessed by most users set the list to be blocking (-b).
Digest (-d) No digest. Do not set up the digest list. (-D) [default] Enable/disable list digests. Digests are daily (sometimes more frequent based on volume) bundles of messages sent to a list. If a user does not want to receive the emails on an individual basis (because they just want to read them - they don't ever plan to reply) they may wish to receive the daily digest of the discussions for the day. For most lists a digest is unneccasary. The system administrator can enable this later if users request it.
Prefix. Set up the list so that the outgoing subject will be prefixed with the list name. (-f) No prefix. (-F) [default] Enable/disable message prefixes. This enables or disables the addition of a prefix to the subject of each message sent via the list. This is not recommended as a mailing list should not be changing the subject and this may interfere with other tags that users place in the subject. This is a good addition however for distribution lists where only the moderator is sending out informational message and the users do not post to the list (-m with -o)
Guard archive. Archive access requests from unrecognized SENDERs will be rejected. (-g) [default] Do not guard archive. Archive access request from any SENDERs will be serviced. (-G) This setting controls who can request the message archives with the get command. If the guard is set only subscribers can request the archives. If it is not set anyone can request the archives as long as they know the mailing list address. Note that this is not entirely secure as it is easy to fool the email system into believing the correct SENDER was sent. This setting is only valid if archives are enabled (-a) and they are not blocked (-B).
Subcriptions do not require confirmation. (-h) Subscription requires confirmation by reply to a message sent to the subscription address. (-H) [default] This setting controls whether a confirmation message is requires from a user before they are subscribed to a list. This prevents users from being subscribed by someone else to the mailing lists. If they are subscribed by someone else a confirmation message is sent the address being subscriber and the user must reply back to confirm the subscription.
Indexed for WWW archive access. (-i) [default] The list is created without WWW archive index. (-I) Enables/disables an archive index used for viewing the archives online. Note that this not put the archives online it merely prepares the list so that this can be done by the system administrator.
Unsubscribe does not require confirmation. (-j) Unsubscribe requires confirmation by a reply to a message sent to the subscription address. (-J) [default] This setting is the same as subscription confirmation except that applies when people are attempting to unsubscribe.
List Subscribers. Remote administrators can request a subscriber list, and search the subscriber log. (-l) [default] The subscriber list cannot be obtained. (-L) Controls whether the moderator(s) can obtain a list of subscribers using the list command. This is only valid if remote administration is enabled (-r). This setting is optional as the subscriber list can be obtained by the domain administrator using QmailAdmin. If however the list has a moderator that is not the domain administrator this setting is suggested.
Allow remote administrators to edit files in text directory. (-n) [default] Text file editing is not allowed. (-N) Controls whether the moderator(s) can edit the text files associated with the mailing list. These files include the header, trailer, and error messages. This is only valid if remote administration is enabled. This setting is suggested as this is the only way (currently) to change the text files.
Posts from addresses other than moderators are rejected. This is applicable to message moderated lists only. (-o) Others not rejected. For moderated listsm all posts are forwarded to the moderators. The switch has effects only on message moderated lists. (-O) [default] Limits posting to moderators only. This requests the list to be moderated (-m). If this is enabled only moderators can post to this list. This makes for an excellent distribution list where the users cannot reply back to the list - just the moderator. Other than that is not recommended.
Respond to administrative requests and allow archive retrieval. (-p) [default] Allow only digest creation, remote administration, and archive retrieval by remote administrator, (if the list is configured with this options). (-P) This enables/disables remote command for users. This setting will block all admin requests from users. They will not be able to subscribe/unsubscribe/get archives (if allowed) at all. This is not recommended as it usually requires more work for the list moderators who must perform they commands themselves. If security is of concern the subscription can be moderated (-s) and the archives blocked to not-moderators (-b).
ReQuest address is serviced (-q) [default] Do not process messages sent to the request address (-Q) Enables/disables the -request command. This command allows commands to be sent in the subject/body of an email as opposed to in the email address itself. For more information see the ezmlm manual or the ezmlm-request command.
Enables remote administration (-r) [default] No remote administration (-R) Enables/disables remote administration. It is recommended this be left on so that mderators can make changes the list. This is required for file editing (-n) and user listing (-l).
Subscription moderation (-s) [default] Subscriptions are not moderated (-S) This setting controls if people can subscribe to the list without confirmation by a moderator. This is a necessary for most lists that are not truely public (exec lists, etc.). With this setting enabled each subscription request is forward to the moderator(s) where they can confirm or deny the subscription.
Trailer (-t) No trailer (-T) [default] Enables or disables the message trailer. This trailer defaults to containing information about unsubscribing and getting general help. The trailer is editable if text file editing is enabled(-n) for remote adminstration(-r).
User posts only (-u) [default] Do not restrict posts based on SENDER address (-U) This limits posting to the list for valid users only. If this is combined with message moderation (-m) it instead means that valid senders may post and non-valid senders are sent to the moderator(s) for confirmation.


Additional Information:
EZMLM Mailing list Manual