Email Discussion Group - List Owner Manual
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HOW TO USE THIS MANUAL
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Access Your Mail-List.com Account
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Archives
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Best Practices for List Owners
- Links: Make URLs/Links in messages clickable.
- List Moderators: Add Additional.
- Listserv: How to Start an Email Discussion Group
- Minimize your email footprint / How to keep your emails private.
- Reject altered messages from your Subscribers (using DKIM).
- Reject fake messages from your Subscribers (using SPF).
- Remove Subscribers that have lost interest.
- Send one-way Announcements using Mail-List.com.
- Unsubscribe Link: Why showing at the top is best.
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Default Message Format
- From Header: Use your List Address.
- Header/Footer of messages: Change the content.
- Plain Text Email: Formatting Problems
- Plain Text Email: Why Security is Better.
- Remove Safelinks and URLDefense Wrappings.
- Subject Line: Change the prefix appearing on all Mailing List messages.
- HELP: How do I forward an HTML message to my List? (IE fancy newsletter)
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Delivery Details
- Bounce: How to troubleshoot when a message has bounced from an ISP due to content or URL blacklisted.
- Bounce Re-Delivery System (BRDS): Turn off for your List.
- Delivery Stats: View how many Subscribers did not receive the email.
- DMARC: How Mail-List.com handles DMARC Reject settings.
- List Address in From Line improves delivery: For Sender to receive own messages sent to List.
- List Address in From Line improves delivery: For all Subscribers
- Mail delivery logs for a specific Subscriber.
- Monitor delivery at major ISPs.
- Seeing where emails were delayed.
- Throttling email deliveries when the ISP is rejecting messages.
- Troubleshoot nonexistent domain name when using our domain name.
- HELP: How long does it take to deliver a message?
- HELP: I'm getting duplicate messages from the Mailing List.
- HELP: My Subscriber replies to a message, but it is not delivered to the List.
- HELP: My Subscribers are getting a message about temporary delivery problems at their ISP.
- HELP: What happens when my Subscriber's ISP bounces my message?
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Digest Version
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Email Software Help
- Disable spoofing warnings in Microsoft 365
- Find the Spam folder.
- How to "train" your Spam filter to like your Mailing List email.
- Import an MBOX file using Thunderbird.
- Import/export your Contacts from other email providers.
- Resolve Microsoft Outlook not finding your new listserv domain name.
- HELP: Links for AOL Subscribers look funny. Why?
- HELP: Why line breaks are removed when creating a message in Outlook.
- MORE SOFTWARE HELP
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Formatting for Mobile
- Attachments: Send as links (for Email Discussion Groups).
- Attachments: Why to send as a link in large emails.
- Keeping emails to your Mailing List short.
- "Mobile First" Formatting: Designed for Small Screens.
- Remove ads from incoming emails.
- Remove disclaimers from incoming emails.
- Remove ICS Calendar Attachments
- Trim original email text when replying.
- URL: Convert long URLs to short links.
- Using SMS/MMS Text Messaging with your Mailing List.
- HELP: How do I forward an HTML message to my List? (IE fancy newsletter)
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List Settings
- Admin emails: Send to Primary Moderator or All Moderators?
- Bounce Re-Delivery System (BRDS): Turn off for your List.
- Domain: Use your own to send/receive messages to the List (instead of @mail-list.com).
- Group messages by Tag/Category or "Likes".
- List Moderator Settings
- List Name and Description
- Monthly Reminder: How to send to your List.
- Out of Office Replies: Prevent sending to the Mailing List.
- How to control where replies go by default.
- Scheduled Messages: Send at a later date/time.
- Stop trivial replies to your List.
- Tags: How to create Tags / Categories
- Time Zone settings.
- ZIP Files: Allow to be sent to your Mailing List.
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Manage your Mail-List.com Account
- Approve/Reject/Annotate messages before they are sent to the Mailing List.
- Close a Discussion Thread
- DMARC when using your domain name.
- Helpdesk: [email protected] can handle Subscriber questions and problems.
- Invoicing: How it works for your Mailing List.
- Invoicing: How to pay your Mail-List.com invoice online.
- List Owner vs. List Subscriber
- Pause a Subscriber from sending messages.
- Pause your Mailing List.
- Prevent Subscribers from being added.
- Spam: Prevent from sending to your Mailing List.
- Subscriber List: How to automatically receive a copy for backup.
- HELP: How do I know Subscribers received my email?
- HELP: How do I know when a Subscriber sends their first message to the List?
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Reporting Options
- Attachments Downloaded Report
- Audit Trail History for a Subscriber.
- Automatic Notification Options
- List Activity Report
- Non-members who can send messages to the List.
- Popular Topics/Subjects and Top Posters.
- Self Moderation Report
- Subject Lines of messages sent to the List.
- Subscribe/Unsubscribe Reports: Send to all moderators.
- Subscriber Domain Reports
- Subscriber Reports via email
- Subscribers on the "Vacation List".
- Throttling Report (ISP delivery issues)
- Unsubscribe Report example
- HELP: I asked for a list of Subscribers but have not received it.
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Sending Messages
- Allow Subscribers to block an Author
- Allow Subscribers to close a Discussion Thread
- Attachments: Sending to your List.
- Avoid Mailing List email being ignored as Spam.
- Display all addresses a message is sent to.
- Ensure message was sent by Subscriber and not a spammer.
- One-Question Survey for Discussion Groups.
- Replies: Eliminate duplicate emails from Reply All.
- Scheduled Messages: Send at a later date/time.
- Scheduled Messages: How to View.
- Send a message from our web page.
- Send a message to the List. (for Email Discussion Groups)
- Software & Mailing Lists: "Reply" or "Reply All" reaction
- Subject Line Tags: Use for more List structure.
- Subscriber error message: "Sent from an unauthorized email address".
- HELP: How do I forward an HTML message to my List? (IE fancy newsletter)
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Subscriber Management
- Approval: Acknowledgement Message used when approving new Subscribers.
- Approval: Approve all Subscription requests.
- Add Subscriber: Directly to Digest option.
- Add Subscriber: Manually and without a confirmation process.
- Add Subscriber: Use the Confirmed Opt-in process.
- Add Subscriber: Add silently.
- Help Message: Custom for your Subscribers.
- Member List: Compare your membership database to the Mailing List. (email address only)
- Member List: Compare your membership database to the Mailing List. (multiple user emails, ID, etc.)
- Member List: Remove a Subscriber.
- Member List: Replace existing Subscribers with a new List.
- Member List: Verify a Subscriber is on the List.
- Moderate Non-Subscribers.
- Moderate only certain Subscribers.
- New Subscribers: How they subscribe to your List. (for Email Discussion Groups)
- New Subscribers: Insert Subscribe HTML Snippet to Wordpress widget.
- New Subscribers: Monitor New Subscribers
- New Subscribers: Use our web page form on your website.
- Post Only option: How to set up for Subscribers.
- How to add a link so Subscribers can manage their subscription.
- Subscription Management: Add to Vacation list (temporarily stop messages).
- Subscription Management: Change email address of a Subscriber.
- Subscription Management: How Subscribers change their email address.
- Subscription Management: Stop Subscribers from changing their address (or Vacation Status or Digest option).
- Subscription Management: Subscribers can temporarily stop messages.
- Throttling: Reset for a specific Subscriber.
- Welcome Message: Change message sent to new Subscribers.
- Welcome Message: Send from your personal email address.
- HELP: My Subscriber wants off the List and forwarded me an email they received.
- How to change the message inside a Confirmation Email. (for Discussion Groups)
- DMARC and Listserves (Gmail 30Apr2025 edition)
- DMARC and Listserves (Hotmail 16Jun2025 edition)
- dmarc-and-listserves-hotmail-3jul2025-edition
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Technical Support
- CAN-SPAM Act Requirements- Physical Address, Unsubscribe Option
- Delivery Stats: View how many Subscribers did not receive the email.
- DMARC: How Mail-List.com handles DMARC Reject settings.
- DMARC when using your domain name.
- Domain: Use your own to send/receive messages to the List (instead of @mail-list.com).
- Link leading to attachment gives "404 Not Found" error message.
- Message rejected by Mail-List.com because Sender does not have Reverse DNS setup.
- Reject altered messages from your Subscribers (using DKIM).
- Reject fake messages from your Subscribers (using SPF).
- Resolve Microsoft Outlook not finding your new listserv domain name.
- Stop winmail.dat files.
- Troubleshoot nonexistent domain name when using our domain name.
- SonicWall error message - 554 No SMTPd here
- Subscriber error message: "Sent from an unauthorized email address".
- Web Archives: Add to your website using iFrame.
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Unsubscribe Options
- Goodbye Message: Ensure Subscriber always gets when they unsubscribe.
- Goodbye Message: How to change.
- Member List: Remove a Subscriber.
- Receive a notification when someone unsubscribes.
- Subscription Management: Stop Subscribers from changing their address (or Vacation Status or Digest option).
- Subscription Management: Subscribers can temporarily stop messages.
- Unsubscribe Report example
- Unsubscribe Link: Change the text.
- Unsubscribe Link: How to encrypt the email address.
- HELP: My Subscriber wants off the List and forwarded me an email they received.
- HELP: How do Subscribers unsubscribe from my List/newsletter?
- HELP: How does Report as Spam work?
- HELP: How can I keep Subscribers from leaving the Mailing List?
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Working with Multiple Lists
- Choose multiple Lists while changing a setting.
- Clone: Create sub-lists / sub-groups using "Clone".
- List Settings: Customize for many Lists at once.
- Reports: Request for multiple Lists.
- Send one email message to many Mailing Lists.
- Subscribers: Manage for multiple Lists.
- Switch to other Lists while logged in.
- HELP: How do I see all Subscribers in one report?
- HELP: How do I see the history of one Subscriber across multiple Lists?
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FAQ'S
- A copy of my message bounced back into my Inbox. What's going on?
- A private email was sent to the Mailing List. How do I recall it?
- How can anonymous messages be sent to the Mailing List?
- How can I know in advance what score SpamAssassin will assign to my email?
- How can I save the Subscriber's first and last name?
- I sent my message to the List, but I don't think it worked. Should I send it again?
- Somebody just sent me a nasty and vile email. What should I do?
- What happens when a Subscriber cancels their email account without getting off my List?
- What happens when an unknown person tries to post to my List?
- What is a "Digest Email"?
- What is causing the "on behalf of" text in the From header?
- Will Subscribers receive a copy of the messages they send to the Mailing List?
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References
- Calendar event invites with 3 button reply
- CAN-SPAM Act Requirements- Physical Address, Unsubscribe Option
- Email Etiquette
- Example message sent to Subscriber by Mail-List.com's BRDS (Bounce Re-delivery System).
- Example message sent to the List Owner during BRDS.
- Formatting Plain Text Email.
- Life Cycle of Mailing Lists
- Plain Text Message - Example 1
- Plain Text Message - Example 2
- RFC 2369 - List Unsubscribe Headers
- RFC 2919 - List-ID Header
- Stop winmail.dat files.
- Web Archives: Add to your website using iFrame.
- How to Split up an MBOX file into individual emails
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Troubleshooting
- DNS MX Records error - Loop detected! We were referred back to ‘216.87.144.22'
- Email address "Auto Complete" overrides what I wanted.
- How to handle spam / malware email sent to your List.
- Mimecast: Configure to allow Mailing List emails.
- Resolve Spoofing errors for everyone at your domain name.
- Stay logged in if you get interrupted doing multiple tasks.
- Link leading to attachment gives "404 Not Found" error message.
- Message rejected by Mail-List.com because Sender does not have Reverse DNS setup.
- Why the Subscriber is asked to approve their messages because the system thinks it's spam.
- SonicWall error message - 554 No SMTPd here
- Self Moderate Suspicious Attachments
- The Email delivery logs say "retry timeout exceeded".
- Subscriber says he is getting messages, but his posts are rejected.
- Subscriber error message: "Sent from an unauthorized email address".
- FIX: "Message is too large for Receiving Server".
- FIX: "Your list is awaiting the listmaster's approval".
- HELP: A Subscriber said they received 80 or more copies of my message. How do I make Mail-List.com stop sending?
- HELP: I asked for a list of Subscribers but have not received it.
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Glossary