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Web Mailing Lists Guidelines

This is a brief description about the new mailing list management system and it should interest anyone who wish to participate in a mailing list hosted by the domain. The following description is generic and applies to all the mailing lists hosted here. More specific information about each list can be found at the list's main web page (<list name>).

About mailing lists

A mailing list is a group of e-mail addresses. Each e-mail account that belongs to the list is considered as a "member" of the list. A user can become a member of a list after subscribing to the list (see Subscribing to a list section below). Each e-mail sent to the list is known as a "posting" and is being forwarded to all the members of the list. Some of the mailing lists are managed by the new list management system which makes the management and usage of a mailing list more efficient and also provides a web-based access to the lists's postings. In each list there is a member who is the administrator and/or moderator of the list. This person is responsible for the list maintenance and management and also for making sure that the list policy is properly implemented. Any complaints or questions about a list should be addressed to the list administrator.

Subscribing to a list

In order for someone to become a member of a list he/she must first subscribe to the list. Apart from being able to post to the list and read the e-mails sent to the list, members can also configure the profile of their account via the web interface. See the Configuring Your Account section below. Although that the mailing list management system provides a web interface where users can subscribe to the list the registration process for most of the lists can only be implemented after applying a request to Bioacademy Secretariat. Subscription information can also be found in the main web page of each list (<list name>).

Posting to the list

Someone can post to a list by sending an e-mail to <list name> Some lists are configured so that only list members can post to the list while others accept postings from everyone. In order for a list to function properly there as some rules that posters should follow:

  • Postings to the list should be in plain text format.
    That is, text formating such as font styles (bold, italic etc.), lines, bullets etc. that use html for constructing the message should be avoided when possible.

  • E-mail messages with attachments should be handled with care.
    Users should generally avoid attaching large files in their messages and should always try to compress their files before attaching them to the e-mail message. A mailing list should be considered as a place where people with common interests exchange ideas and thoughts not large files.

  • Scan your files for viruses before attaching them to your e-mails.
    This is for keeping viruses and other malicious content outside the list. You would not want to be affected with a virus and affect everyone in the list by sending an affected e-mail to the list.

  • Try posting to the list only messages that interest the members of the list.
    A posting to the list should be relevant to the list's topic and should not be something that it would better be sent to another list or to individual users instead.

Reading the e-mail messages in the list.

There are two ways for someone to read the postings in a list. Typically postings to a list are automatically forwarded to every e-mail account that belongs to a member of the list. So every member will receive a copy of the posting at his/her e-mail account.

Additionally, someone can read the list's postings via the web interface. The e-mails of a list are archived on a time basis and are kept in the server for some period of time. This is useful for users that do not have access to their mail-client program (eq. Outlook express) on their computer and need to read the list's postings via the web. A list's archives are located at<list name>/ . Depending on the list's policy the archives may be public or private. While public archives are accessible by everyone private archives can only be accessed by list members and only after they have been authenticated. That is, someone must be a member of the list and should be authenticated before accessing the archives via the web interface. The web archives are kept in the server for an extended period of time (depending on the list) and that is another reason why large attachments should in general be avoided.

Configuring your account

The mail list management system also provides a web interface for a list member to configure his/her account settings. At the bottom of a list's main page<listname>, a member can provide his/her credentials (e-mail address and password) and after being authenticated he/she can configure some options regarding his/her profile in the list.

Unsubscribing from a List

A member can also unsubscribe him/her self from a list. This will result in him/her having the same privileges as the general public has on this list. One way for a member to unsubscribe from a list is by using the web interface and after loging in to his/her account settings (see Configuring Your Account).

An alternative way would be to contact the Human Resources Department and inform them about his/her intention of being unsubscribed from the list.