Mailing Lists

Abstract

Electronic mailing lists provide forums for Internet users to participate in discussions or receive information on specific topics. The system responsible for the management and distribution of these mailing lists, often called "list servers". A list server automatically distributes an E-mail message from one member of a list to all other members on that list.

Mailing lists are basically lists that consist of people’s names and E-mail addresses. These people almost always have a shared or common interest in a particular topic. Some messages take the form of an announcement of general interest to those participating in the list whilst others are in the format of a threaded discussion. In these instances people not only comment on the topic but will also react to each other’s messages.

People apply for their name to be added to the list by a process called subscription. Once added, they become known as a list subscriber. People can join, or subscribe, and leave (sign-off) the list at anytime. A subscriber normally keeps in touch with the list using e-mail. Messages posted or sent to the list will then automatically appear in every subscriber’s E-mail inbox. Depending on the type of list, the subscriber can simply reply to a message or initiate a new posting by sending a completely new E-mail message to the list. The mailing list system provides this ability by managing additions and deletions of users from the list, applying security and message distribution.

Internet Mailing Lists usually also maintain an archive of all previous messages that have been posted. Archives are usually organised by week or month and are searchable using a Web browser. Some subscribers find the Web browser a more convenient method for posting and doing other subscription functions than using E-mail itself.

What is an Internet Mailing List?

A Mailing List is an E-mail discussion group. Members of the group can post requests, relay information or gather advice by using a Mailing List. It's an easy way to communicate and network with other people. In many ways they are similar to that of a newsgroup where people exchange information about a wide array of subjects. Subscribing to Mail List groups adds your name to a mailing list so that every time someone sends a message to the group, this message is automatically forwarded to everybody else in that same mailing list in the form of an e-mail.

Each Mailing List has a focus on a pre-determine topic and discussions.

Mailing lists are also known as: Listserv; Discussion Lists/groups; Internet clubs; Electronic forums; E-mail conferences; Special Interest Groups (SIGS)

Who Can Join a Mailing List?

Most Mailing Lists are open to anyone whilst others may have certain restrictions. However most Mailing Lists are unmoderated which means that messages are uncensored and go directly to the group.

What kinds of things can be posted onto a Mailing List?

Different Mailing Lists accept different kinds of announcements although few will accept unsolicited advertisements (also known as spam). It is a good idea to stick to the purpose and topic of the Mailing List when you are posting your information. It's a great idea to "lurk" for a while before posting a message.

Lurking is the act of reading the postings without responding to them. Before submitting a query or a comment to the entire Mailing List group, monitor the discussions beforehand. Soon you'll be able to tell what are acceptable submissions and what are not.

Should I reply to all mail messages?

No, you are not obligated to respond to any or all messages. Choose only the topics that interest you. Look for the subject line on the incoming messages to see which thread of discussion is being addressed in that message. In large Mailing Lists, several different threads of discussions will be ongoing at one time.

Remember a thread is simply a discussion topic. There may be many discussion topics going on at once; the threads are identified in the subject header of the message. Having names for threads helps keep the list organised and helps subscribers read only those discussions they are interested in.

Who then, is ultimately in control of a Mailing List?

List owners manage Mailing Lists. These list owners assume formal responsibility for the day-to-day operations of the list. They define the list’s personality and the rules governing the use of the list. They also establish the guidelines that list subscribers need to meet in order to remain part of the list. The list owners are also responsible for answering questions from the list about the list.

Does it cost anything to join?

Mostly there is no cost to subscribe to Mailing Lists. There may be some that will charge but by and large these are rare.

Who uses these Mail Lists?

• Associations use Mailing Lists to notify their members of meetings and events.
• Special interest groups, like car enthusiasts, animal lovers or medical professionals use Mailing Lists to exchange ideas and discuss issues
• Software companies use Mailing Lists to notify their registered users of product updates
• Manufacturers use Mailing Lists to communicate with their local and international departments
• Groups with members in many different countries use Mailing Lists to communicate efficiently and economically. For instance those interested in the latest news media updates can receive up to the minute breaking news.
• Industries such as Airlines use Mailing Lists to communicate with their customers for pricing, such as broadcasting last minute travel deals to subscribers
• Educational institutions use Mailing Lists to communicate with students and faculty members alike

I'm still not sure if a particular Mailing List is for me. How do I get more information?

Best thing to do is E-mail the Mailing List’s owner with your request for more information. Once again, ensure you E-mail the Mailing List’s owner and not the entire Mailing List.

I am unhappy with some postings on the Mailing Lists. What can I do?

One thing you can do is to E-mail the person responsible for the posting and negotiate it out between you. It is your right to voice your complaint but it is best not to post it to the entire group. This just adds more mail for people who may not share your point of view. You could also E-mail the list owner with your comments or complaints. Of course if you really aren't enjoying the discussion you can always unsubscribe and move on.

Are there any tips or techniques to watch out for?

Keep a Copy of the Welcome Letter

When you successfully sign-up with a Mailing List, you will receive a welcome message. This letter will contain tips for sending your mail as well as how to unsubscribe from that mailing list. You should store this message safely.

Use a Meaningful Subject Line

When people get mail from a Mailing List, the first place they look at is the subject line. If you keep the same subject line when responding to a particular thread of discussion people may automatically delete your message without reading it because the subject line announces a topic that they are not interested in. This saves time for many people. When subscribing to high volume Mailing Lists, you'll appreciate those messages that have clear, obvious subject lines.

Check Your E-mail Daily

Different Mailing Lists send at different time intervals. Some send twice daily or more, some weekly, yet others on a far more sporadic basis. Some will send one message in the form of a digest which is one long message containing several responses to the Mailing List. Regardless, check your E-mail daily. A web server that stores your incoming E-mail messages only has so much storage space.

Unsubscribe If You Go Away

If you plan on being away for a while and will be unable to check your e-mail, you should unsubscribe from the list then you can always resubscribe when you return.

Sending Attachments

Never send attachments with E-mail messages to individuals or to the Mailing List without asking the recipient first.

Cross Posting

If you are posting the same message to several Mailing Lists, at the beginning of your message state, "This message has been cross posted to (names of other Mailing Lists involved)."

What Do Those Strange Characters In My E-Mail Mean?

These are called Emoticons. Emoticons are a text-based icon created from the keyboard to give your E-mail message some emotional personality.

Well What Do All These Strange Acronyms Im My Email Mean?

Often seen in E-mail messages, these are yet another way of expressing emotional flavour to messages.

More emoticons can be found here:

http://www.windweaver.com/emoticon.htm

Arthur Hissey
Computer Research & Technology
www.crt.net.au