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

How do I request a Mailman list?

You can request a Mailman list by visiting this page.

I manage a Mailman list. How do I reset the administrator password?

If you share the admin responsibility with other users, ask one of them for the password. If they don't recall the password (or you are the sole admin), you can open a ticket and ask the Mailman admin to reset the password for you.

I manage a Mailman list. How do I access the Administrative Interface?

The Administrative Interface is where list administrators go to manage their lists. The easiest way to find this page is to try appending the name of your list to one of the following URLs:

  • https://department-lists.uci.edu/mailman/listinfo/name-of your-list OR
  • https://maillists.uci.edu/mailman/listinfo/name-of-your-list

The name of the list is the first part of the list's email address. So, to find the Admin Interface for the Mailman list sis-advisorycommittee@uci.edu, you can visit https://department-lists.uci.edu/mailman/listinfo/sis-advisorycommittee.

Unfortunately, there's no easy way to know if your list is on the department-lists.uci.edu ormaillists.uci.edu servers, so try both.

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. Unfortunately if they've already sent the email to your list and they're pending moderation, there's nothing we can do to remove the messages. You'll need to select the Discard radio button next to each message and click Submit Your Changes to get rid of the messages. There's no point selecting the option Permanently ban them from the list because spammers will seldom reuse the same email address the next time.

Fortunately, there are a few ways to slow them down in the future and eventually stop them by making changes to the Privacy options...--> Subscription rules section.

  1. 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. If your list serves the @uci.edu community and you do not anticipate subscribers from other domains, you can ban addresses that do not come from @uci.edu by entering the following "regular expression" (aka regex string) into the List of addresses which are banned from membership in this mailing list field (leaving off the bullet before the first carat ^):
    • ^(?!.*uci\.edu$)
  3. 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.
  4. Select Submit Your Changes at the bottom of the screen.

Another tip is to add the aforementioned regular expression (aka regex string) to the Privacy options...--> Sender filters section.

  1. In the List of non-member addresses whose postings will be automatically discarded field, enter the following regex string (leaving off the bullet before the first carat ^):
    • ^(?!.*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).

As a list administrator, is there a way to manually add email addresses to my list?

Yes. Go to your lists's administrative interface, and the select Membership Management>Mass Subscription. After you enter the email addresses, don't forget to select Submit Change Requests to save them to the list.

I tried to subscribe to a Mailman list but it said my email address was banned.

It's possible that the Mailman list administrator implemented a block to prevent non-UCI email addresses from subscribing. Please send an email to the list administrator's address, which you can find on the screen where you were told you were banned.

I sent an email to a Mailman list but no one received it.

There are three reasons why this could happen:

  1. You're not subscribed to the list.
  2. You are subscribed, but the message is being held for moderation.
  3. You are subscribed to the list, but you're sending the email from an address that is different from the one you used to subscribed.

For #1, make sure you join the list first. It's possible that the admin is discarding emails from non-members.

For #2, send an email to the list administrator(s) and ask them to approve your message. You can find their email address at the bottom of the screen where you joined the list.

For #3, check the email address you're sending from. If you're sending email from a my.name@uci.edu address, it's possible that you joined the list using your UCInetID@uci.edu email address (or vice versa). We recommend going back to the signup page for the list and subscribing to the list using your current email address.

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.

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.

Should I use a mailman list to send out an e-blast?

Mailman is only to be used for regular discussions or group announcements with users on- or off-campus. For a one-time email blast, you should consider using a third-party messaging service like SurveyMonkey or Constant Contact.

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.

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