KU Group Lists
- If you have problems with a KU Group list, send a description of the problem by email to the KU Group List Administrator at email@example.com, or
- Contact the KU IT Customer Service Center at firstname.lastname@example.org or 785-864-8080.
Group List FAQs:
How is a KU Group List different from my personal distribution list?
A KU Group List is hosted on the server and can be utilized by multiple people. A personal distribution list only resides within your personal Exchange mailbox.
How is a KU Group List different from an Exchange Distribution List?
KU Group Lists will support the current Exchange distribution lists. Existing distribution lists will continue to work and will continue to be found in the Outlook Global Address List, but there will be new options available.
Your existing lists will continue to work the same way you have always used them. The process to request a new KU Group List has been improved.
How do I request a KU Course Group List?
Course-Related KU Group Lists:
Instructors of Record can create course-related KU Group Lists by visiting KU Group Management and selecting "Add New Course Group" from the top menu.
Non-Course Related KU Group Lists:
To request a Non-Course Related KU Group List, please complete the New KU Group List request form. Some requests for student and staff lists have to be approved by the Registrar's Office, the Department Chair, or the Provost's Office. You will be informed if you request a list that needs additional approval.
How do I request a change to a KU Group List?
The membership of course related KU Group lists will be updated on a nightly basis. To request changes to a KU Group List, send an email to the KU Group List Administrator at email@example.com with:
- The namge of the KU Group List.
- The names and addresses of people you want to add or remove from the KU Group List.
How do I use a KU Group List?
You can use a KU Group List to distribute email to the members of a mail-enabled KU Group List. And a KU Group List can be used to grant security access.
There are many KU Group List features available to give you choices and help support your KU Group List.
For more information about how to send email to a KU Group List, please see How to Use KU Group Lists to Distribute Email.
Howdo I Know who is on a KU Group List?
Visit My Groups to view the KU Group Lists that you are on or own.
What do I do if I am having problems with a KU Group List?
Send a description of the problem by email to the KU Group List Administrator at firstname.lastname@example.org.
Mailman Mailing Lists
- Search the KU IT Knowledgebase at: https://kuit.service-now.com/kb_home.do
- Contact the IT Customer Service Center at 785-864-8080 or email@example.com.
How can I stop the default "att00001.txt" file from being attached to all emails?
To stop the attachment from being added to all email sent to your list, you will need to remove the default footer. To do this, log in to the admin panel (lists.ku.edu/admin/your list's name) using the admin password. Under Non-digest options by "Footer added to mail sent to regular list members," clear all the text in this input box, and be sure not to leave any blank lines. Then under Digest options, clear all of the text in the "Footer added to every digest" box.
How can I get a list of all list members?
You can either send an email with a prompt in the subject line, or you can log in to the admin panel and then open a separate URL which will display members. (Note: In the second method the @ symbol is displayed as "at" which will require some data clean up once the list is generated.)
To request a list of members by email:
- Create a new email.
- In the address box, enter (your list’s name)-firstname.lastname@example.org where (your list’s name) is replaced with the actual name of your list.
- In the subject line, enter the word, who and then your list's admin password.
Note: You may have to change the private_roster setting under the Privacy Options > Subscription Rules section of the admin pages. If the private_roster setting is set to "List members," you must be subscribed to the list for these instructions to work. If you are an owner but not a subscriber, the private_roster setting needs to be set to "List admin only" or "Anyone." (If set to "Anyone," do not include the password in the "who" command.)
To view the list on a webpage:
- Log in to the admin panel for your list by going to lists.ku.edu/admin/(your list's name) where (your list's name) is the actual name of your list using the admin password.
- In a second tab in the same browser, go to lists.ku.edu/roster/(your list's name) where (your list's name) is the actual name of your list.
- Copy and paste the list into a program like Excel or Word.
- Use find and replace to convert " at " to "@".
Can I send commands through email?
Yes, there are a limited number of commands that you can send through email. To send a command to your list:
- Always address the email to (your list’s name)-email@example.com where (your list’s name) is the actual name of your list. For example if my list is firstname.lastname@example.org, then commands would be sent to email@example.com.
- In the Subject line, include one of the following commands:
- Subscribes the user who is sending the email to the list.*
- subscribe address=(email address)
- Subscribe an email address other than the one the email is originating from.*address=(email address)
- Unsubscribes the user who is sending the email from the list.*
- unsubscribe address=(email address)
- Unsubscribes an email address other than the one the email is originating from.*
- Send the email.
*Notes: At a minimum, the user will have to confirm their own email address before the subscription is completed. If subscription moderation is enabled or approval for unsubscriptions is required, moderators and owners will receive an email notification and will need to approve the subscription or unsubscription request.
Is there a limit to the amount of recipients for a message?
When an email is sent to a list with a large number of other recipients in the To: or CC: fields (more than 9 additional addresses to be exact), you will receive a bounce-back email with the message, "Reason: too many recipients." This has nothing to do with the number of addresses included in the mailing list, but instead the number of addresses added to the email with the Mailman list address.
To avoid this message, reduce the amount of people the initial email is sent to (in the To: or CC: fields) or send the email to only the list itself. If you still need to post to the list with a large number of recipients in the To: or CC: fields, the maximum setting of recipients will need to be increased from the default 10. To change this to a higher number, go to Privacy Options -> Recipient Filters, and increase the max_num_recipients. Think before changing this default setting. Most people on your list will not want to see a large number of visible addresses in a mailing list post. To increase Mailman’s threshold: Go to your list’s admin page. Choose Privacy Options > Recipient filters. Change the Ceiling on acceptable number of recipients for a posting value to a number greater than the number of recipients typically included in emails sent to your mailing list. Click Submit Your Changes.
When a Mailman list member drops from the list, is it possible to know if they un-subscribed themselves, and when?
When a list member unsubscribes themselves from a list, almost immediately the list owner—by default—receives an unsubscribe notification email with this info:
firstname.lastname@example.org has been removed from mailinglistname-L"
If you do not receive an email or if you want to simply check the setting, you can log in to the lists admin panel. Under General Options in the Notifications group, "Should administrator get notices of subscribes and unsubscribes?" should be set to "Yes." If you make a change, remember to click Submit Your Changes.
When list members leave KU does this remove them from Mailman lists automatically?
Members are not automatically removed from lists when they leave the university. Either the list owner must remove them or the member can unsubscribe themselves.
New list owners can request a desk-side coaching session from KU IT’s Technology Instruction team for help in learning to use Mailman. To schedule an appointment, or for more information, call 785-864-5155 or email email@example.com.