Frequently asked questions

Account 1. What is my Account?

Your Account is where you can sign-in to get information about your account with MailmanLists. You can check your list's expiry date, the number of subscribers, change your password, change your email, and view your transaction history and receipts. For Pro lists you can also test your DNS records.

12 June 2018

Archives 2. Does Mailman have searchable archives?

Yes, but for English only at this stage. All lists using English as the language option have Namazu search engine integrated in their message archives - for both public and private archives. This is something we have added to the standard Mailman installation.

5 September 2015

Archives 3. How do I access private archives?

When a list's archive has been set to "Private" it means that it is only accessible by the list's subscribers (members).

So, when you click on the link to the list's archive, you will be presented with a page to enter your subscribed email address and password.

To recover your password, simply enter your email address, and then click the "Remind" button at the bottom of the page.
(See the illustration below).



Password recovery for subscribers

25 August 2016

Archives 4. How do I get my old list's archive imported into my new list.

Send us your old archive file and we'll import it into your new list. The best way to send the file (if it is large) is via WeTransfer or DropSend  - addressed to support[AT]mailmanlists.net

See also: Migrate a list.

15 June 2018

Archives 5. How do I export my list's message archive?

To export your old list's message archive ...

Edit the URL below, replacing "LISTNAME", "LISTS.MYDOMAIN.COM", and "ADMINPASSWORD" with the real thing, and then copy and paste it into your browser's address bar.

http://LISTS.MYDOMAIN.COM/mailman/private/LISTNAME.mbox/LISTNAME.mbox?password=ADMINPASSWORD&username=LISTNAME@LISTS.MYDOMAIN.COM&submit=1

As an example:

http://lists.widgets.co.uk/mailman/private/committee.mbox/committee.mbox?password=XYZ123&username=committee@lists.widgets.co.uk&submit=1

When the URL is copied and pasted into the browsers address field, the browser will display the mbox file. It will look something like this:

            
From homer.simpson@someserver.com  Thu Sep 24 08:58:39 2015
Return-Path: 
X-Original-To: committee@lists.widgets.co.uk
Delivered-To: committee@lists.widgets.co.uk
Received: from server.someserver.com (mail1.protonmail.ch [185.70.40.18])
 by www.mailmanlists.eu (Postfix) with ESMTPS id BC7DF2E0CB
 for ; Thu, 24 Sep 2015 08:58:39 +0200 (CEST)
Received: by server.someserver.com (Postfix, from userid 48)
 id 8DD9685890; Thu, 24 Sep 2015 02:58:39 -0400 (EDT)
DKIM-Signature: v=1; a=rsa-sha256; c=relaxed/relaxed; d=someserver.com;
 s=default; t=1443077919;
 bh=69SpIqx6V5czS6eC8BctH8xSa3tKr7GdlIbdnz0ARdk=;
 h=To:Subject:Date:From:Reply-To;
 b=W1blbkehvlElpLN7Fqlj4aLNqony9Nsq3RrLAqipT1bk/N0K9RlqJNgiTSsodkNQR
 wDR4k1D4lraB8pUic47lJfjl9GChK4QFPsBcoM9XV9sOBy76HXnKhXOkbiiO5IIvq/
 vqHP53vDUNaLXRiERnzUq7g1JZF1d2aI8pD6Kpxw=
To: "committee@lists.widgets.co.uk" 
Subject: Hello World!
X-PHP-Originating-Script: 0:class.phpmailer.php
Date: Thu, 24 Sep 2015 02:58:39 -0400
From: ...            

If you have a large archive it will take some time for the browser to load it all. When it's loaded – right-click in the browser window and "Save page as" LISTNAME.mbox

But, if your archive is very large you might get a timeout error message. In that case you'll need to go to your list's archive page and download the files one-by-one. The archive displays a table and with the right-hand column containing links the month's archive (a .gz file). Download each of those files.

4 November 2017

Bounces 6. How does bounce processing work?

Automatic bounce processing is enforced on all lists.

  • Every day that Mailman receives a bounced message, the bounce score of that particular address is increased by 1. It is never increased by more than 1 in a day.
  • When Mailman has received 5 bounces from an address. it will disable that address.
  • After 7 days of not detecting a bounced message, Mailman will reset the bounce score.
  • After a subscription is disabled, Mailman will send 3 warning messages then remove the address completely.
  • Mailman will wait 7 days between sending each warning.

Bounce notification emails are sent automatically to list administrators.

18 December 2016

Bounces 7. Can a get a file export of my list's bounces?

You can a get a daily summary report of list's bounces that shows the subscribers' email addresses that have bounced and their bounce score. The reports are automatically emailed once a day to the lists administrator(s). To enable delivery of the reports, sign-in to your Account and click on the Yes/No link next to Receive emailed daily bounce summary.

15 June 2018

Cancellation 8. How do I cancel my list subscription?

You can either contact us and tell us to close the list, or simply let it expire. If you have other lists, we can transfer any remaining time from the closed list.

3 August 2015

Community lists 9. Do you provide free lists for community-service organisations?

For groups that provide a local-community service to people in need, we provide free lists. We do this at our discretion. Examples of local-community services are volunteer fire brigades, soup kitchens, refugee centres, ... If your group fits that description please feel free to enquire.

Community lists are now hosted on our Singapore server. This doesn't have any noticeable delay on delivery to anywhere in the world, but just so you know.

We also host lists for some free software and open source projects. Again, this is at our discretion as our idea of "community" and the "public good" may differ from yours.

29 November 2018

Country 10. What countries do you have Mailman servers in?

MailmanLists has servers in:

  • Amsterdam, Netherlands
  • Bissen, Luxembourg
  • London, UK
  • New York, USA.
  • Singapore
  • Sydney, Australia

Pro Lists can be hosted on a server in any of these countries. It's your choice.

For Regular Lists your list's location is determined by the domain you choose.

There isn't any noticeable difference in delivery times but close to home is always nice. The European Union has the strongest data protection laws which may be important for you. See also: Privacy

  • mailmanlists.co – is hosted in Australia
  • mailmanlists.eu – is hosted in Luxembourg
  • mailmanlists.sg – is hosted in Singapore
  • mailmanlists.uk – is hosted in United Kingdom
  • mailmanlists.us – is hosted in United States

25 July 2018

Discount 11. Do you give a discount on orders of more than one list?

We do offer a discount for list owners in the form of: "For 4 lists ordered, get 1 additional list at no charge".

In your Account, a notice will appear when you have four lists - allowing you to add a new list at no charge. It will appear again if you have nine lists, and so on.

26 August 2017

DKIM 12. Do you use Domain Keys Identified Mail (DKIM)?

Yes. For customers ordering a Pro List, we create the DKIM keys for your domain on our server, and you add a DNS record (TXT) for it at your end. The data needed for your record is display on your account page when you sign-in. It looks something like this example:

TYPE: TXT
NAME: mail._domainkey.lists.yourdomain.com
DATA:
v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAJ4GPADCBiQKBgQDdwa9Fx0vorfMDqI/Tu7uw3UQ22p Sdb54NtemYWOSiebuTzxdsh7W2XNo6arcej6w/Zaqnk/ZXqA0SwJ9XnilygCk7GqR8zUqgRpvIrBMOQBy4aS t4RhebzuBTmKYgrnKYqtWHpgvc37zSGeGTdg3sIhJHJmW/KX1QAWNBo2YQzQIDAQAB

See also: How to add DNS records for your list.

29 November 2018

Domain 13. Can I use my own domain for my lists?

Yes. Simply order a Pro List, and enter your domain in the box provided. The list address will be in the format of "mylist@lists.mydomain.com". You'll get instructions on editing your DNS records when you order.

See also: How to add DNS records for your list

29 November 2018

Domain 14. Can I use another word instead of "lists." with my domain on a Pro list?

Yes. The default format is mylistname@lists.mydomain.com - if you want to use something other that "lists" as your sub-domain, contact us when you place your order, and we'll set it up as your list get's created.

6 July 2015

Email 15. How do my subscribers change their email address?

At the bottom of your list's public Info page, there is a place for subscribers to login. Once they've logged in they will be presented with a page where they can change their email address.



Logging in at the list's public Info page.


Now you can change your email address.

10 October 2015

GDPR 16. General Data Protection Regulation (GDPR)

The European Union's General Data Protection Regulation (GDPR) takes effect on 25 May 2018.

To comply with the GDPR, MailmanLists has made changes to its Privacy policy and procedures describing more clearly how your personal data is kept secure and private, and how you access it.

List-owners now also have obligations to their subscribers in the namely ensuring that their subscribers consent to be on the list; and ensuring their subscribers' information is not shared without permission. List-owners' obligations are set out in MailmanLists' revised Terms and conditions of use.

15 June 2018

Gmail 17. Why don't I get copies of my own posting to my Gmail account?

When posting a message to a list from a "gmail.com" address, a copy of the message won't appear in the your Gmail "Inbox". The MailmanLists server correctly delivers the message to your list -  and a copy of your post to the  Gmail servers, but Gmail discards this copy.

To work around this, in the your member settings, click on "Yes" to receive an acknowledgement email when posting to the list. The acknowledgement email doesn't send you a copy of your posted messge, but it lets you know that it was received by the list. See the screenshots below for how to do this.



1. Go to the list's Info page.


2. Scroll to the bottom and enter your email address.


3. Now you're on your membership opions page. Scroll down...


4. Select the option - Yes. Then click Save at the bottom of the page.

12 August 2015

Limit 18. What happens if the number of subscribers exceeds my limits?

Your Account page will show an alert when you have exceeded your limit and display an 'Upgrade' link. The server will also email you an alert and ask you to upgrade your account. It will send the alert once a day for a week then suspend your list. See: Renewing / Upgrading your list

1 September 2015

Limit 19. What is the limit to the number of emails my list can send?

There is no limit to the number of emails your subscribers can send, and no throttling of delivery rates . Your subscribers can send as many emails as they like.

6 July 2015

Listname 20. Why is the list name I choose not available?

Mailman allows only one instance of a listname on each server. If the listname you want is already being used, you can try another server location on the order form.

2 September 2015

Migrate 21. My webhost no longer provides Mailman. Can I move my list here?

Yes. Please see instructions on how to Migrate a list from another hosting company. Some people prefer us to do it for them - and we're happy to do it. There is no charge for this service. We limit initial imported message archives to 250MB – which is generally a few years worth of messages. Feel free to contact us if you have any questions about migrating your list.

15 June 2018

Moderate 22. How do I stop ALL my subscribers posting to my list?

In your list's Admin section, under 'General options', set 'Emergency moderation' to 'On'. (This is about half way down the page you land on when you login to your list's Admin section).

Once Emergency moderation is on, all messages posted to the list will then be held under 'Tend to pending moderator requests'. You can then choose to accept or discard the message.

 

1 September 2015

Password 23. How do I recover/reset my list's Administration password?

Your list's Administration password can't be recovered. To reset it you need to Contact us as we have to do it for you. Once we've emailed you a new password you can sign-in to your list's Administration and change it.

12 June 2018

Password 24. How do I recover/reset my Account password?

You can create a new Account password at the Reset your password page.

This will email you a link (good for 90 minutes) to a page where you can enter a new password. You can then change this password at any time from within your Account.

Note: This password is different to your list's Administration password. To reset your Administration password you need to Contact us as we have to do it for you. Once we've emailed you a new password you can sign-in to your list's Administration and change it.

12 June 2018

Privacy 25. Do you have a privacy policy?

Yes. In response to the EU General Data Protection Regulation changes to our Privacy policy and procedures have been made – describing more clearly how your personal data is kept secure and private, and how you access it.

15 June 2018

Recipients 26. Why do I get messages about too many recipients?

"Too many recipients" refers to the number of recipients in the To: and CC: fields of the email, not to the number of subscribers to your mailing list. For example, sending email to listname@domain.co, and CCing (or TO) to 20 email addresses, would be sending to 21 recipients.

If Mailman sees the number of recipients exceeding it's threshold (10 by default) it will hold the message for your approval. To increase Mailman's threshold for this:

  1. Go to your list's list admin page
  2. Click on "Privacy Options..." and then "Recipient filters"
  3. Change the "Ceiling on acceptable number of recipients for a posting" value
  4. Click the "Submit Your Changes" button at the bottom of the page.

9 February 2017

Refund 27. Can I get a refund if I change my mind?

Yes. Please read MailmanLists' refund policy in the Terms and conditions.

15 June 2018

Renew 28. How do I renew my list subscription?

MailmanLists will email you a reminder 30 days before your list expires, then again 7 days before. If the list hasn't been renewed by the due date, you'll receive another reminder on the day, then a final reminder a week after - before the list is closed.

To renew your list, sign-in to your My account and follow the "Renew now" link that appears next to your list name.

3 September 2015

SLA 29. Do you provide a Service Level Agreement?

Yes. Our Service level agreement is straight-forward and written in plain English.

15 June 2018

SSL 30. Do my list's webpages use https?

Yes. Both Pro lists and Regular lists have SSL certificates and access to their web pages (Public and Administration) is over HTTPS.

When new Pro list is ordered, we generate an SSL certificate for the list's domain.

7 May 2017

Subscribers 31. How do I get more than 20,000 subscribers on my list?

For new customers there is a default limit of 20,000 subscribers. If you are a new customer and need a list with more than that, please contact MailmanLists.

Existing customers have the option to add new lists with up to 40,000 subscribers, or upgrade existing lists to the same number.

26 June 2016

Subscribers 32. How do my subscribers update their details?

At the bottom of your list's public Info page, there is a place for subscribers to login. They enter their email address, and then on the next page they will enter their password. If they have forgotten their password, they can simply click on the "Password reminder" button and it will be emailed to them.

Once they've logged in they will be presented with a page where they can change their email address, password, etc.



Logging in at the list's public Info page.


Now you can change your email address, password, etc.

15 June 2018

Subscribers 33. How do I import a file of my subscribers' addresses?

Log in to your list's Admin section.

Go to: [Membership Management > Mass Subscription]

You can then either:

Copy and paste from your CSV file into the first text box, or use the "Browse to file" and upload your CSV file.

Note that if you are just adding email addresses (and not names) using copy and paste should be straightforward. Just make sure that each address is on a new line like so:

john.doe@gmail.com
jane@hotmail.com

If you want to add names also, you'll need to ensure that the format for names and adddress is like so:

John Doe	<john.doe@gmail.com>
Jane Citizen	<jane@hotmail.com>

And if you have any problems, you can always send us your file - to support[at]mailmanlists.net - and we'll upload it for you.

5 September 2015

Subscribers 34. How do I export a file of my subscribers' addresses?

To export the names and email addresses of your subscribers (digest and regular):

Send an empty email to: LISTNAME-request@LISTS.MYDOMAIN.COM
Subject: who ADMINPASSWORD

Replace LISTNAME with the actual name of your list, ADMINPASSWORD with your real Admin password, and LISTS.MYDOMAIN.COM with the domain that your current list uses.

For example: if your list's email address was committee@lists.widgets.co.uk,
you would put in the Subject: committee-request@lists.widgets.co.uk

This will return an email with the names and email address of all your subscribers.

4 November 2017

TLS 35. Do MailmanLists mail servers use TLS when sending mail?

Yes. If the remote server receiving the mail supports TLS, then TLS is used to deliver the mail to it.

7 May 2017

Unsubscribe 36. How do I put an unsubscribe link in my list's emails?

In your list's Administration section, in both the "Non-digest options" and "Digest options", add the following to the footer text:

To unsubscribe from this list, send an email: 

To: LISTNAME-leave@DOMAIN
Subject: Leave
Message: Leave

For example, if your list was – committee@lists.widgets.co.uk – you would put the following:

To unsubscribe from this list, send an email: 

To: committee-leave@lists.widgets.co.uk
Subject: Leave
Message: Leave

3 July 2018

Unsubscribe 37. How do I unsubscribe from a list.

To unsubscribe from a list, send an email:

To: LISTNAME-leave@DOMAIN
Subject: Leave
Message: Leave

For example: If you're subscribed to committee@lists.widgets.co.uk, send an email:

To: committee-leave@lists.widgets.co.uk
Subject: Leave
Message: Leave

You'll then receive a confirmation email containing a link. You'll need to click on the that link to complete your unsubscription.

And you can also contact us directly and ask us to remove you.

3 July 2018

Upgrade 38. Can I upgrade my list from Regular to Pro?

No – however, you can order a Pro list and we'll migrate your Regular list to it, and transfer any remaining time.

4 September 2015

Uptime 39. What is your uptime?

Although we would love to promise 100% uptime, we can't. Machines and software need to be routinely maintained. This requires scheduled downtime – usually only a few minutes each month. And failures do happen: just ask NASA. In the event of any failure, we will resolve the problem as fast as humanely possible. See our Service level agreement.

15 June 2018

Version 40. What version of Mailman is my list using?

All lists are using the current stable version GNU Mailman - 2.1.29 - released on 24 July 2018

26 July 2018