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Setting up public mail lists
About mail lists
A mail list lets you broadcast messages directly into people’s Mailboxes where they are likely to notice them immediately. This way, you are sure users will get the message.
For most regular communication and all two-way communication, conferences are a better solution since they decrease the number of messages in users’ Mailboxes and they require less maintenance. When you add users to your system, you have to remember to add them to the appropriate public mail lists. If you use conferences and Model Desktops, they will be added automatically. If a conference will meet your communication needs, use it instead.
A mail list is an excellent solution for groups of users who do not have mail addresses on the local server and may only log in from time to time to view specific conferences. The mail list for these users would be made up mainly of Internet email addresses.
For a business environment, a mail list is a good solution for resellers, since few of them have addresses on your local server and the mail list will consist mostly of Internet addresses. If you want to send all your resellers an important message and want to be sure they receive it quickly, send the message to the mail list. If you have regular product updates, can post this information to a resellers conference instead.
For education environments, a mail list is a good solution for alumni, since few of them will have addresses on your local server. Your mail list will consist mostly of Internet addresses. If you want to send all alumni an important message and want to be sure they receive it quickly, send the message to the mail list. If you have regular school updates, post this information to the website instead.
Creating a public mail list
You can create a public mail list addressed to individuals and other mail lists (a global mail list), or to groups (a global group mail list).
To create a global mail list:
1 Open the Mail Lists folder on the administrator's Desktop.
2 Choose Admin > Add > Mail List.
3 Fill in the Global Mail List form.
To create a global group mail list:
1 Open the Mail Lists folder on the administrator's Desktop.
2 Choose Admin > Add > Global Group Mail List.
3 Fill in the Global Group Mail List form.
Controlling access to mail lists
When you add a mail list, FirstClass adds its name to the Directory. To prevent the names of private or sensitive mail lists from appearing in the Directory, the administrator can use Directory filtering and group privileges to control who sees them, or make them unlisted or local only.
Using Directory filters and privileges
If you want a public mail list to be only available to members of a group, make the mail list a member of the group as well.
To add the mail list to a group:
1 Choose Admin > List Directory.
2 Select "Other" only at Show.
3 Click Search.
4 Double-click the mail list you want to add to a group.
5 Add user and/or container templates at "Member of" just as you would address a message.
This makes your mail list visible only in the Directory views of those groups.
The filtering rules that apply to the group are inherited by the mail list.
Using groups
Another solution to keeping a mail list private is to do the following:
1 Create a user group called Mail lists.
2 Specify the groups that will be allowed to see the mail list at "Allow this group to see these groups" on the Directory tab of the Group Privileges form.
3 Add the mail list you created to the Mail list UG group.
Making mail lists unlisted or local only
If you do not want to add your mail list to a group, you can still protect the privacy of your mail list by making it unlisted, or local only.
If the mail list is unlisted, only users with the View Unlisted privilege can see the mail list in the Directory.
If the public mail list is local only, users on your server can view the mail list in the Directory, but users connecting to your server through a gateway cannot.
To make your mail list unlisted or local only:
1 Choose Admin > List Directory.
2 Select "Other" only at Show.
3 Click Search.
4 Double-click the mail list you want to change.
5 Choose Unlisted and/or Local only.
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