Harmony Lists KB - User contributions [en]

List Metrics

2023-02-28T18:59:07Z

Brianemwd: Add further detail on messages and bounces metrics

While Mailman is a traditional mailing list platform not designed with the sort of tracking provided by dedicated marketing programs, the Affinity web interface does offer some performance metrics.

After logging into your list admin, you will see a "List Metrics" section just below your list's name. The metrics shown are from a rolling 14-day window.
[[File:List-metrics.png|center]]

The stats are grouped into three sets - Bounces / Messages, Subscribed / Unsubscribed, and Total Members. Clicking the entries below the chart changes the view.

The messages counter counts both new threads and all replies to existing list threads, and also counts incoming messages that do not pass moderation (either rejected/discarded by default list policy or rejected/discarded by a moderator).

The bounce counter is every bounce for every member for every messages - so if you send one message to 1000 members and five of those members bounce, you would see one message and five bounces tracked in the metrics.

This feature is not intended to provide the sort of detailed insights that software designed for sales or marketing applications might, but it does give a snapshot of recent list performance to give the admins a feel of how busy the list has been recently and monitor recent subscribe, unsubscribe, and bounce activity.

CPanel Mailing List Administration

2023-02-28T18:56:19Z

Brianemwd: Initial page creation

First, login to CPanel either at domain.com/cpanel or through the [[Access to CPanel through the support area|support area CPanel link]].

Once in cPanel, under "Email" -> "Mailing Lists" there are links to "Manage" your list and "Change Password" for the Mailman admin.

With the Mailman admin password, you can also go directly to the list's admin page.

Assuming your list email address is "mylist@list.domain.com", the list admin URL will be as follows.

<nowiki>https://list.domain.com/mailman/admin/mylist_list.domain.com/</nowiki>

Access to CPanel through the support area

2023-02-28T18:53:35Z

Brianemwd: Initial page creation

In the support client area, follow the menu to "Services" -> "My Services"

In the "Status" column, click the "Active" button for the service you want to manage

On that service's page, use the "One Click Login" entry for cPanel

Note that certain services (such as Mailman 3) do not use CPanel and cannot be managed this way

CPanel Help Articles

2023-02-28T18:51:44Z

Brianemwd: Additional article links

While Harmony itself does not make use of CPanel, it is common enough that we provide some helpful links to CPanel support articles below.

[[Access to CPanel through the support area]]

[[CPanel Mailing List Administration]]

[https://support.cpanel.net/hc/en-us/articles/360054090033-How-To-remove-old-email-messages Removing old email messages in CPanel]

[https://docs.cpanel.net/cpanel/email/email-disk-usage/ Checking email disk usage in CPanel]

How Do Members Subscribe

2023-02-07T20:16:10Z

Brianemwd:

There are a few ways a member can subscribe to the list.

The first is by email. They simply send a message to the -join subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-join@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the subscribe process.

They can also subscribe via the Affinity web UI at the public web page for the list. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to subscribe is shown in the below screenshot.

[[File:Mailman3-subscribe.png|alt=|center]]

List admins can also add individual users via the List Member Management section of the web UI.

[[File:Bulk-add-members-1.png|center]]

Use the "Add New List User" menu option shown above.

How Do Members Subscribe

2023-02-07T20:15:06Z

Brianemwd:

There are a few ways a member can subscribe to the list.

The first is by email. They simply send a message to the -join subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-join@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the subscribe process.

They can also subscribe via the Affinity web UI at the public web page for the list. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to subscribe is shown in the below screenshot.
[[File:Mailman3-subscribe.png|alt=|center]]

List admins can also add individual users via the List Member Management section of the web UI.
[[File:Bulk-add-members-1.png|center]]

Use the "Add New List User" menu option shown above.

How Do Members Subscribe

2023-02-07T20:14:43Z

Brianemwd:

There are a few ways a member can subscribe to the list.

The first is by email. They simply send a message to the -join subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-join@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the subscribe process.

They can also subscribe via the Affinity web UI at the public web page for the list. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to subscribe is shown in the below screenshot.
[[File:Mailman3-subscribe.png|alt=|center]]

List admins can also add individual users via the List Member Management section of the web UI.
[[File:Bulk-add-members-1.png|center]]

Use the "Add New List User" menu option shown above.

How Do Members Subscribe

2023-02-07T20:14:12Z

Brianemwd:

There are a few ways a member can subscribe to the list.

The first is by email. They simply send a message to the -join subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-join@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the subscribe process.

They can also subscribe via the Affinity web UI at the public web page for the list. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to subscribe is shown in the below screenshot.
[[File:Mailman3-subscribe.png|alt=|center]]

List admins can also add individual users via the List Member Management section of the web UI.
[[File:Bulk-add-members-1.png|center]]

Use the "Add New List User" menu option shown above.

File:Mailman3-subscribe.png

2023-02-07T20:13:14Z

Brianemwd: Brianemwd uploaded a new version of File:Mailman3-subscribe.png

Subscription process for members in Mailman 3 web UI

How Do Members Subscribe

2023-02-07T20:08:55Z

Brianemwd: Initial page creation

There are a few ways a member can subscribe to the list.

The first is by email. They simply send a message to the -join subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-join@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the subscribe process.

They can also subscribe via the Affinity web UI at the public web page for the list. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to subscribe is shown in the below screenshot.
[[File:Mailman3-subscribe.png|center|975x975px]]

List admins can also add individual users via the List Member Management section of the web UI.
[[File:Bulk-add-members-1.png|center]]

Use the "Add New List User" menu option shown above.

File:Mailman3-subscribe.png

2023-02-07T20:05:34Z

Brianemwd:

Subscription process for members in Mailman 3 web UI

Knowledge Base Articles

2023-02-07T19:58:18Z

Brianemwd: /* Member Management */ Adding subscribe article

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[Pending Member Subscriptions|How Do I Handle Pending Member Subscriptions?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[Fixing Disabled Subscribers|How Do I Fix A Disabled Subscription?]]

[[How Do Members Subscribe|How Do Members Subscribe to a List?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe from a List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[Messages Held For Moderation|Why Are Messages Held For Moderation?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
[[List Metrics|Are there any metrics available for my lists?]]

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

List Metrics

2022-11-30T21:59:50Z

Brianemwd: Initial page creation

File:List-metrics.png

2022-11-30T21:58:35Z

Brianemwd:

Screen shot of list metrics

Knowledge Base Articles

2022-11-30T21:56:00Z

Brianemwd: Adding article entry

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[Pending Member Subscriptions|How Do I Handle Pending Member Subscriptions?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[Fixing Disabled Subscribers|How Do I Fix A Disabled Subscription?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[Messages Held For Moderation|Why Are Messages Held For Moderation?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
[[List Metrics|Are there any metrics available for my lists?]]

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

CPanel Help Articles

2022-09-11T13:07:36Z

Brianemwd: Initial page creation

While Harmony itself does not make use of CPanel, it is common enough that we provide some helpful links to CPanel support articles below.

[https://support.cpanel.net/hc/en-us/articles/360054090033-How-To-remove-old-email-messages Removing old email messages in CPanel]

[https://docs.cpanel.net/cpanel/email/email-disk-usage/ Checking email disk usage in CPanel]

MediaWiki:Sidebar

2022-09-11T13:02:41Z

Brianemwd:

Fixing Disabled Subscribers

2022-08-23T00:04:56Z

Brianemwd:

Lists that follow our recommended settings for [[Bounce Processing|bounce processing]] will disable subscriptions that repeatedly bounce rather than unsubscribing them immediately. The notices from the list to the subscriber include instructions for re-enabling their subscription without needing help from a list moderator or owner, but it is also possible to re-enable their subscription through the list admin interface.

This process is outlined in the screenshot below.

[[File:Harmony-enable-delivery.png]]

Note also the drop down box under "Delivery Status" - by changing it to "Disabled", the member list will be filtered to only show disabled subscribers - making them much easier to find and fix.

Fixing Disabled Subscribers

2022-08-23T00:02:59Z

Brianemwd: Initial page creation

Lists that follow our recommended settings for bounce processing will disable subscriptions that repeatedly bounce rather than unsubscribing them immediately. The notices from the list to the subscriber include instructions for re-enabling their subscription without needing help from a list moderator or owner, but it is also possible to re-enable their subscription through the list admin interface.

This process is outlined in the screenshot below.

[[File:Harmony-enable-delivery.png]]

Note also the drop down box under "Delivery Status" - by changing it to "Disabled", the member list will be filtered to only show disabled subscribers - making them much easier to find and fix.

File:Harmony-enable-delivery.png

2022-08-23T00:01:01Z

Brianemwd:

Enabling delivery for a subscriber through the list admin UI

Knowledge Base Articles

2022-08-22T23:57:49Z

Brianemwd:

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[Pending Member Subscriptions|How Do I Handle Pending Member Subscriptions?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[Fixing Disabled Subscribers|How Do I Fix A Disabled Subscription?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[Messages Held For Moderation|Why Are Messages Held For Moderation?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

What Does "Too Many Recipients To The Message" Mean?

2022-08-16T19:41:42Z

Brianemwd:

One of the reasons a message may be held for moderation is "Too Many Recipients." This has nothing to do with the number of list subscribers, because messages sent to your subscribers are sent using the list's own address - and that list address is counted as a single recipient. Rather, this is because the number of other recipients plus the single list address exceeds the threshold to trigger moderation.

This is to protect against spam sent to a large number of recipients, and also innocent mistakes like a large-scale Reply-To-All that happens to include the list address. The threshold for too many recipients is under the [[How Are Incoming Messages Handled|Message Acceptance]] settings page.

To see the actual recipients and determine whether to accept or reject the message, we need to look closer at the message itself. First, we must view the message held for moderation:

[[File:Moderator-recipients-1-scaled.png]]

Then, we look at the message headers and scroll down until we find the To: and Cc: headers (which are usually right next to each other).

[[File:Moderator-recipients-2-scaled.png]]

Based on the information here, you can then make an informed decision whether to accept or reject the message.

Messages Held For Moderation

2022-08-16T19:39:07Z

Brianemwd: Initial page creation

By default, a list will accept messages from members without requiring moderation after first running a few checks. These settings are [[How Are Incoming Messages Handled|discussed]] in another knowledgebase article. There are a few circumstances where messages are held for moderation and further action is required.

# The list default or a specific member's settings are Hold for Moderation rather than Accept or Default Processing.
# The message is from a non-member, and the default for non-members is Hold for Moderation rather than Reject or Discard.
# Some of the message checks failed - this most commonly occurs when a message has [[What Does "Too Many Recipients To The Message" Mean?|too many recipients]].

Messages that are held for moderation, regardless of reason, appear in the same segment of the list admin UI.

[[File:Moderator-recipients-1-scaled.png]]

From here, you can see the reason the message was held. There are options to Accept, Reject, or Discard the message outright, as well as View Message to see the body and headers.

[[File:Moderator-recipients-2-scaled.png]]

The UI for viewing the message has sections for text and HTML versions of the message body, as well as the raw message headers as shown above. The moderator then has the same options to Accept. Reject, or Discard the message (with a message to the sender if desired). Cancel will exit the message view without taking any action on the message itself.

Knowledge Base Articles

2022-08-16T19:26:51Z

Brianemwd:

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[Pending Member Subscriptions|How Do I Handle Pending Member Subscriptions?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[Messages Held For Moderation|Why Are Messages Held For Moderation?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

Pending Member Subscriptions

2022-08-15T15:14:32Z

Brianemwd: Initial page creation

When a subscriber attempts to join the list, the list sends a confirmation message. This marks the subscription as pending until either the user confirms per the instructions in the message, or the pending subscription expires. However, the expiration time is deliberately very long, and if the confirmation message is lost or deleted this can leave the subscriber stuck in a pending state. Further attempts to subscribe the same email address will fail due to the pending subscription.

This can be fixed in through the list administration UI. The "Confirmation" section of the Moderation Queue will list pending subscribers, which can then be manually deleted as shown below.

[[File:Subscription-pending.png]]

Once the pending subscription is deleted, the subscription process can then be re-initiated.

File:Subscription-pending.png

2022-08-15T15:13:11Z

Brianemwd:

Handling pending subscription in Harmony UI

Knowledge Base Articles

2022-08-15T15:06:05Z

Brianemwd:

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[Pending Member Subscriptions|How Do I Handle Pending Member Subscriptions?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

Mailman 3 Best Practices

2022-08-14T17:47:34Z

Brianemwd:

Unfortunately, due to years of increasingly high volumes of spam messages the Internet has become much more hostile to email senders than it was in decades past. However, while 100% delivery success cannot be guaranteed it is possible to enjoy consistently high rates of successful delivery by following best practices for mailing list operators.

1) Email sender basics - reverse DNS, SPF, DKIM, and DMARC records in your DNS. Reverse DNS is something your hosting provider handles, but the others will need to be setup through whomever manages your domain's DNS. SPF identifies specific servers authorized to send mail for your domain, DKIM electronically signs the message headers to verify authenticity, and DMARC tells receiving mail servers both that you have these authentication processes in place and how handle unauthenticated mail. Collectively, these help receiving mail servers identify legitimate mail from your domain and demonstrate your good faith as a legitimate mail sender - and by doing so, you improve your chances of successful delivery with all major mail providers.

2) Ensure your list members are legitimate subscribers - require opt-in with confirmation to prevent fake sign-ups, and don't use email lists supplied by a third party. This makes it less likely message recipients will complain to their mail provider or mark your messages as spam, and will minimize potential harm to your reputation as a sender resulting from such complaints.

3) Respect bounces and unsubscribe requests. Sometimes bounces are a result of temporary delivery issues to a particular provider, but they are also caused by mail accounts that are full, have been deleted, or were misspelled in your subscriber list. Similarly, unsubscribe requests are sometimes due to a series of bounces but can also be because a subscriber is no longer interested in receiving list messages. Legitimate mail senders and mailing applications are expected to respond to repeated bounces or unsubscribe requests by no longer sending messages to that address, and continuing to send messages anyway can (and likely will) harm your sending reputation with that provider.

Specifics of these best practices are covered in further detail in other knowledgebase articles. You can also ask your hosting provider for further detail if needed.

Mailman 3 Best Practices

2022-08-14T17:47:15Z

Brianemwd:

Mailman 3 Best Practices

2022-08-14T17:46:55Z

Brianemwd:

Unfortunately, due to years of increasingly high volumes of spam messages the Internet has become much more hostile to email senders than it was in decades past. However, while 100% delivery success cannot be guaranteed it is possible to enjoy consistently high rates of successful delivery by following best practices for mailing list operators.

# Email sender basics - reverse DNS, SPF, DKIM, and DMARC records in your DNS. Reverse DNS is something your hosting provider handles, but the others will need to be setup through whomever manages your domain's DNS. SPF identifies specific servers authorized to send mail for your domain, DKIM electronically signs the message headers to verify authenticity, and DMARC tells receiving mail servers both that you have these authentication processes in place and how handle unauthenticated mail. Collectively, these help receiving mail servers identify legitimate mail from your domain and demonstrate your good faith as a legitimate mail sender - and by doing so, you improve your chances of successful delivery with all major mail providers.

# Ensure your list members are legitimate subscribers - require opt-in with confirmation to prevent fake sign-ups, and don't use email lists supplied by a third party. This makes it less likely message recipients will complain to their mail provider or mark your messages as spam, and will minimize potential harm to your reputation as a sender resulting from such complaints.

# Respect bounces and unsubscribe requests. Sometimes bounces are a result of temporary delivery issues to a particular provider, but they are also caused by mail accounts that are full, have been deleted, or were misspelled in your subscriber list. Similarly, unsubscribe requests are sometimes due to a series of bounces but can also be because a subscriber is no longer interested in receiving list messages. Legitimate mail senders and mailing applications are expected to respond to repeated bounces or unsubscribe requests by no longer sending messages to that address, and continuing to send messages anyway can (and likely will) harm your sending reputation with that provider.

Specifics of these best practices are covered in further detail in other knowledgebase articles. You can also ask your hosting provider for further detail if needed.

Mailman 3 Best Practices

2022-08-14T17:46:25Z

Brianemwd:

Unfortunately, due to years of increasingly high volumes of spam messages the Internet has become much more hostile to email senders than it was in decades past. However, while 100% delivery success cannot be guaranteed it is possible to enjoy consistently high rates of successful delivery by following best practices for mailing list operators.

# Email sender basics - reverse DNS, SPF, DKIM, and DMARC records in your DNS. Reverse DNS is something your hosting provider handles, but the others will need to be setup through whomever manages your domain's DNS. SPF identifies specific servers authorized to send mail for your domain, DKIM electronically signs the message headers to verify authenticity, and DMARC tells receiving mail servers both that you have these authentication processes in place and how handle unauthenticated mail. Collectively, these help receiving mail servers identify legitimate mail from your domain and demonstrate your good faith as a legitimate mail sender - and by doing so, you improve your chances of successful delivery with all major mail providers.
# Ensure your list members are legitimate subscribers - require opt-in with confirmation to prevent fake sign-ups, and don't use email lists supplied by a third party. This makes it less likely message recipients will complain to their mail provider or mark your messages as spam, and will minimize potential harm to your reputation as a sender resulting from such complaints.
# Respect bounces and unsubscribe requests. Sometimes bounces are a result of temporary delivery issues to a particular provider, but they are also caused by mail accounts that are full, have been deleted, or were misspelled in your subscriber list. Similarly, unsubscribe requests are sometimes due to a series of bounces but can also be because a subscriber is no longer interested in receiving list messages. Legitimate mail senders and mailing applications are expected to respond to repeated bounces or unsubscribe requests by no longer sending messages to that address, and continuing to send messages anyway can (and likely will) harm your sending reputation with that provider.

Specifics of these best practices are covered in further detail in other knowledgebase articles. You can also ask your hosting provider for further detail if needed.

Mailman 3 Best Practices

2022-08-14T17:45:48Z

Brianemwd: Initial page creation

Unfortunately, due to years of increasingly high volumes of spam messages the Internet has become much more hostile to email senders than it was in decades past. However, while 100% delivery success cannot be guaranteed it is possible to enjoy consistently high rates of successful delivery by following best practices for mailing list operators.

# Email sender basics - reverse DNS, SPF, DKIM, and DMARC records in your DNS. Reverse DNS is something your hosting provider handles, but the others will need to be setup through whomever manages your domain's DNS. SPF identifies specific servers authorized to send mail for your domain, DKIM electronically signs the message headers to verify authenticity, and DMARC tells receiving mail servers both that you have these authentication processes in place and how handle unauthenticated mail. Collectively, these help receiving mail servers identify legitimate mail from your domain and demonstrate your good faith as a legitimate mail sender - and by doing so, you improve your chances of successful delivery with all major mail providers.
# Ensure your list members are legitimate subscribers - require opt-in with confirmation to prevent fake sign-ups, and don't use email lists supplied by a third party. This makes it less likely message recipients will complain to their mail provider or mark your messages as spam, and will minimize potential harm to your reputation as a sender resulting from such complaints.
# Respect bounces and unsubscribe requests. Sometimes bounces are a result of temporary delivery issues to a particular provider, but they are also caused by mail accounts that are full, have been deleted, or were misspelled in your subscriber list. Similarly, unsubscribe requests are sometimes due to a series of bounces but can also be because a subscriber is no longer interested in receiving list messages. Legitimate mail senders and mailing applications are expected to respond to repeated bounces or unsubscribe requests by no longer sending messages to that address, and continuing to send messages anyway can (and likely will) harm your sending reputation with that provider.

Specifics of these best practices are covered in further detail in other knowledgebase articles. You can also ask your hosting provider for further detail if needed.

Knowledge Base Articles

2022-08-14T17:22:15Z

Brianemwd:

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Mailman 3 Best Practices|Mailman 3: Best Practices]]

[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

Knowledge Base Articles

2022-08-13T00:22:16Z

Brianemwd: Adding categories and organizing articles

This section contains documentation on many of the frequently asked questions regarding the use of our Mailman 3 hosting service.

=== List Configuration ===
[[Headers And Footers]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

=== Member Management ===
[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Do I Make A Backup Of My List Members?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

=== Sending Messages ===
[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[What Does "Too Many Recipients To The Message" Mean?]]

=== Delivery Issues and Bounces ===
[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

=== Miscellaneous ===
Mailman 3: Best Practices

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

Uncaught Bounce Notifications

Why Do Footers Appear As Attachments For Some Recipients?

How Do Members Unsubscribe

2022-08-12T20:23:47Z

Brianemwd: Initial page creation

There are a few ways a member can unsubscribe from the list.

The first is by email. They simply send a message to the -leave subaddress of your list. For instance, if your list address was "mylist@domain.com", they would send a message to "mylist-leave@domain.com". The subject and message body can be blank - only the address matters. They will receive a confirmation email with instructions to complete the unsubscribe process.

Additionally, the list automatically adds a header (list-unsubscribe:) that contains this address. Some mail programs will identify this header and offer a one-click option to send the unsubscribe request.

For subscribers who have created an account in the Affinity web UI, there is also an option to unsubscribe that way. Using the example list name above, the list web UI would be at the below URL.

<nowiki>https://domain.com/list/mylist.domain.com</nowiki>

The link to unsubscribe is shown in the below screenshot.

[[File:List-ui-unsubscribe1.png]]

A list moderator or owner can also unsubscribe through the admin UI, as shown in the below screenshot.

[[File:List-ui-unsubscribe2.png]]

File:List-ui-unsubscribe1.png

2022-08-12T20:23:10Z

Brianemwd:

Self-serve unsubscribe by a list member

File:List-ui-unsubscribe2.png

2022-08-12T20:22:32Z

Brianemwd:

Unsubscribe by a list admin

Knowledge Base Articles

2022-08-12T20:02:26Z

Brianemwd:

This section will have documentation on addressing more of the frequently asked questions that we have received regarding the use of our Mailman 3 hosting service.

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Headers And Footers]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

[[How Do Members Unsubscribe|How Do Members Unsubscribe From A List?]]

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make A Backup Of My List Members?]]

Mailman 3: Best Practices

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

[[What Does "Too Many Recipients To The Message" Mean?]]

Uncaught Bounce Notifications

[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

Why Do Footers Appear As Attachments For Some Recipients?

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

Announcement Only List

2022-08-02T19:33:17Z

Brianemwd: Initial page creation

Creating an Announcement Only list requires that posts from both members and non-members be disabled, leaving only moderators and list owners able to post.

These settings to control how [[How Are Incoming Messages Handled|incoming messages are handled]] are under "Message Acceptance". The settings for both members and non-members should be set to "Reject" or "Discard", and additionally the list moderator or owner needs to make sure the Moderation Action for all list members is set to "List Default" ("Reject" or "Discard" would also work).

Additionally, under "Settings" and "Alter Messages" are some settings that are recommended for announcement lists.

[[File:Alter-messages-replyto-announ.png]]

As shown above, "Anonymous list" should be checked and "Include the list post header" unchecked. This will further discourage posting to the list and conceal the original sender address.

File:Alter-messages-replyto-announ.png

2022-08-02T19:31:07Z

Brianemwd: Brianemwd uploaded a new version of File:Alter-messages-replyto-announ.png

Alter Messages settings for announce-only lists

File:Alter-messages-replyto-announ.png

2022-08-02T19:24:05Z

Brianemwd:

Alter Messages settings for announce-only lists

Knowledge Base Articles

2022-08-02T19:07:38Z

Brianemwd:

This section will have documentation on addressing more of the frequently asked questions that we have received regarding the use of our Mailman 3 hosting service.

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Headers And Footers]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

How Do I Unsubscribe From A List?

[[Announcement Only List|How Do I Make A One-Way (Announcement Only) List?]]

[[How Do I Make A Backup Of My List Members?]]

How Do I Order An Additional Mailman List To My Existing Service?

Mailman 3: Best Practices

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

[[What Does "Too Many Recipients To The Message" Mean?]]

Uncaught Bounce Notifications

[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

Why Do Footers Appear As Attachments For Some Recipients?

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

Avoiding Spam Filters And Spam Folders

2022-08-02T14:59:46Z

Brianemwd: Initial page creation

Let's begin with the honest truth - there is no way to guarantee your messages are delivered 100% of the time to all intended recipients. Mail providers have broad latitude to block and filter incoming messages as they see fit, and the primary goal of these measures is to minimize the amount of delivered email that their customers might consider to be spam.

This is as true now as it was twenty years ago. The difference now is that despite what it might seem from looking at your own email accounts, the issue of spam email has actually become exponentially worse over time. Mail providers have responded by becoming even more aggressive in their filtering processes, which unfortunately also makes things more difficult for senders of legitimate mail.

As a sender, your best chance of delivery success comes from doing everything possible to look like a sender of legitimate mail. This begins with supporting DNS entries like reverse DNS (which your host handles), SPF, DKIM, and DMARC. None of these measures are actually new, but as mail providers become more stringent in filtering they become more essential to delivery success.

Additionally, mailing list operators have concerns above and beyond those of a basic mail sender. Operators must ensure their mailing list doesn't [[DMARC And Mailman|inadvertently cause DMARC violations]], validate subscribers by requiring subscription confirmations, and practice good list hygiene by not continuing to message email accounts that do not exist. Messages from mailing lists should also [[Headers And Footers|include a footer]] that clearly explains how someone could unsubscribe if so desired.

Something else to consider is the hosting package you choose. While shared hosting can be very affordable, because it is shared there are other people sending their own message traffic from the same server. This means that mail providers will generally see you and your shared hosting neighbors as a single source of message traffic, and their messaging behavior will also affect how your messages are received. Your host can discuss hosting plan options to mitigate this, such as dedicated addresses or private hosting.

In the event of large-scale blocking of mail by specific providers (such as Microsoft, Google, or Yahoo), some providers have processes in place for your host to escalate and appeal the block to seek relief. However, not all providers offer such a process and even those that do will not guarantee a specific deadline for action or that the block will be removed after they investigate. As with general mail delivery itself, the success of such an appeal improves when mail senders are doing their best to look and operate like senders of legitimate mail should.

While email delivery success cannot be guaranteed, as outlined above there are specific steps senders can take to improve their delivery success. However, it's also important to accept that delivery issues will happen at times. In those situations, ensuring your mailing list [[Bounce Processing|handles bounces well]] will mitigate potential problems from unexpected delivery issues and help keep things running smoothly.

Knowledge Base Articles

2022-08-02T14:13:54Z

Brianemwd:

This section will have documentation on addressing more of the frequently asked questions that we have received regarding the use of our Mailman 3 hosting service.

[[Avoiding Spam Filters And Spam Folders]]

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Headers And Footers]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

How Do I Unsubscribe From A List?

How Do I Make A One-Way (Announcement Only) List?

[[How Do I Make A Backup Of My List Members?]]

How Do I Order An Additional Mailman List To My Existing Service?

Mailman 3: Best Practices

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

[[What Does "Too Many Recipients To The Message" Mean?]]

Uncaught Bounce Notifications

[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

Why Do Footers Appear As Attachments For Some Recipients?

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]

How Are Incoming Messages Handled

2022-08-02T01:18:46Z

Brianemwd: Initial page creation

There are two settings that control how the list handles incoming messages.

The first of these are the default Message Acceptance settings for the list. These are found under the list's Settings.

[[File:Message-acceptance-1.png]]

There are separate default settings for messages from members versus non-members. The available options are described in the settings window.

[[File:Message-acceptance-2.png]]

The second are the Moderation Action settings for each list subscriber. These settings can be adjusted for each subscriber as shown below. "List Default" means to follow the configured default setting for the list, and the others work the same as the default settings described above.

[[File:Member-moderation.png]]

File:Message-acceptance-2.png

2022-08-02T01:18:23Z

Brianemwd:

Message acceptance settings - ss2

File:Message-acceptance-1.png

2022-08-02T01:17:51Z

Brianemwd:

Message acceptance settings - ss1

File:Member-moderation.png

2022-08-02T01:09:16Z

Brianemwd: Brianemwd uploaded a new version of File:Member-moderation.png

Adjusting per-member moderation settings

File:Member-moderation.png

2022-08-02T01:06:44Z

Brianemwd:

Adjusting per-member moderation settings

Knowledge Base Articles

2022-08-02T01:00:15Z

Brianemwd:

This section will have documentation on addressing more of the frequently asked questions that we have received regarding the use of our Mailman 3 hosting service.

Avoiding Spam Filters And Spam Folders

[[Bounce Processing]]

[[DMARC And Mailman]]

[[Headers And Footers]]

[[How Do I Make My List Private|How Do I Make My List Private?]]

[[How Do I Import Members Into A Mailman 3 List?]]

[[How Can I Mass Subscribe A List With Real Names?]]

[[How Are Incoming Messages Handled|How Are Incoming Messages Handled?]]

How Do I Unsubscribe From A List?

How Do I Make A One-Way (Announcement Only) List?

[[How Do I Make A Backup Of My List Members?]]

How Do I Order An Additional Mailman List To My Existing Service?

Mailman 3: Best Practices

List Not Receiving Messages?

What Does "Message Has Implicit Destination" Mean?

[[What Does "Too Many Recipients To The Message" Mean?]]

Uncaught Bounce Notifications

[[Why Do I Suddenly See A Large Amount Of Bounces On My Mailman List?]]

Why Do Footers Appear As Attachments For Some Recipients?

[[Aol avoid spam folder|How To Prevent List Messages From Going Into AOL's Spam Folder]]