Mailman

 

UCI runs its own Mailman service and manages thousands of 'listservs' for the entire campus community. Unless a list is “private”, you can join or leave a list using the links above. View the available lists by selecting the links above.

Learn more about Mailman and how to request & administer a list.

What is the maximum file size for attachments in Mailman?

Unlike email, the maximum file size is about 7MB. (Technically the limit is 10MB but when an email is sent it can grow by about 30% due to encoding and headers.)

If you must share a large file with your list, it's best to use either Webfiles or another UCI-sanctioned cloud-based service (like Google Drive) to host the file, then send a link to the file.

I'm seeing a lot of non-UCI email addresses trying to subscribe and/or post to my list. How can I stop this?

These are spammers who are using compromised email accounts to gain access to your list. There a couple of ways to slow them down and eventually stop them.

  1. Under the Privacy options...--> Subscription rules section, change What steps are required for subscription? to Confirm & Approve. The subscriber now needs to acknowledge an email sent by the system before they'll appear in your moderation list. Because most of these spammers don't check the mailboxes for these types of confirmation emails, this should slow down or stop the spammers.
  2. While you're there, change Advertise this list when people ask what lists are on this machine? to No. This will remove your mailing list from the directory, essentially making your list private.
  3. Select Submit Your Changes at the bottom of the screen.

Another tip is to add a couple of Regex strings to prevent anyone who doesn't have an @uci.edu address from subscribing. Here's how.

  1. Under the Privacy options...--> Sender filters section in the List of non-member addresses whose postings will be immediately held for moderation field, enter these two strings exactly as written (leaving off the bullet before the first carat ^):
    • ^.*@.*\.uci\.edu$
    • ^.*@uci\.edu$
  2. Change Action to take for postings from non-members for which no explicit action is defined to Discard.
  3. Change Should messages from non-members, which are automatically discarded, be forwarded to the list moderator? to No.
  4. Select Submit Your Changes at the bottom of the screen.

Finally, you can stop spammers from sending to your list is by telling Mailman to scan the headers of their messages. As emails arrive on campus, the mail-scanning service will rate every incoming message for the likelihood that it is junk mail.  This assessment is recorded in special “header” lines in the delivered email with an entry “X-UCIRVINE”.

If the message matches patterns associated with spam, they will get a line “X-UCIRVINE-SpamScore:” followed by a number of copies of the letter ‘S’ proportional to the number of suspicious elements in the messages. For example, an email scored with "X-UCIRVINE-SpamScore:SSSSS” will most likely be spam.

Here's how to set it up.

  1. In the admin console, go to Privacy options...--> Spam filters
  2. In the field Filter rules to match against the headers of a message, enter X-UCIRVINE-SpamScore:\s*s{5,}
  3. For the Action item, choose either Hold (meaning you'll have the option to moderate them) or Discard. Don't choose Reject because you'll basically be replying to the spammer.
  4. Select Submit Your Changes (or if you want to add more rules, there are options there to do so).

Mailman keeps removing my attachments.

Below are the options to adjust to prevent Mailman from 'scrubbing your attachments. You should do this from the Content Filtering section in the administrative console.

  • 1st setting: Should Mailman filter the content of list traffic according to the settings below? should be set to YES. (IMPORTANT: Do not set this to NO as you run the risk of allowing executable files (.exe, .bat) to be sent via Mailman. It's best to understand and adjust the settings accordingly versus disabling this feature.)
  • 3rd setting: Remove message attachments that don't have a matching content type. Leave this field blank to skip this filter test?
    • Edit this field to match the 'correct setting' below.
      Default setting
      Correct setting
      multipart/mixed

      multipart/alternative

      text/plain

      text/html

      multipart

      text

      image

      application

      This will allow you to send any type of Microsoft Office attachment (.doc, .ppt, .xls), Adobe PDFs, etc, as well as any image type (.jpg, .png, gif, etc)

  • 6th setting: Should Mailman collapse multipart/alternative to its first part content? should be set to NO.
  • 7th setting: Should Mailman convert text/html parts to plain text? This conversion happens after MIME attachments have been stripped: should be set to NO.
  • 8th setting: Action to take when a message matches the content filtering rules: should be set to FORWARD TO OWNER.This is important for troubleshooting purposes. By default, Mailman will discard failed messages, so if you are sending messages that are not being received, this is very useful. As the list owner, you will get an email detailing why the message failed.

Remember to click the "Submit Change Requests" button to save their changes.

I've tried the steps above and I'm still having issues

We recommend you continue your search in our comprehensive ServiceNow Knowledge Base.

If you're still having trouble, feel free to open a ticket. When doing so, please provide the following:

  • Your full name
  • Your UCInetID (the first part of your email address, not your ID number)
  • A detailed description of the issue

Failure to provide this information will delay our response.

Return to the OIT Help Center.