URL: https://it.desy.de/services/e_mail/mailing_lists/index_eng.html
Breadcrumb Navigation
Mailing lists
Enables message exchange by e-mail between larger groups.
Preface
In general you have to differenciate between a mailinglist and a e-mail distribution list.
Our SYMPA mailinglist service, whose creation we will describe on this webpage, is hosted and administrated centrally on our server.
An simple e-mail distribution list is usually created manually in your mailclient and is not centrally administrated from our DESY IT service.
Function and types of mailinglists
Mailing lists are for sending e-mails to many recipients without having to address them seperately. Instead one send an e-mail to one address and the mailing list server accomplishes the sending itself. Examples are:
- Newsletter: Sending information to many subscribers by the editors of a newsletter
- Hotline or Contact Address: Possibility that many people send to very few, e.g. a support-line or an office, organising a conference
- Wworking Group: A well defined set of people send e-mails to one another using a mailinglist
Visibility of Mailing Lists in the Address Book
(Global Address List / GAL)
Mailing lists are only visible in the central address book if the visibility option of the list is set to "noconceal" or "intranet". If this option is set to "conceal" or even "secret", the address of the mailing list is not visible in the central address book and thus cannot be found in email programs such as Outlook or Zimbra.
Important note: Changes to the visibility option only take effect after approximately 24 hours, as a script checks the settings of the central mailing lists daily and synchronizes corresponding changes with the mail server once a day.
Make Changes
Only list owners can change the visibility option. If you are not the owner of the list you are missing in the address book, please contact the list owners. If you are the owner of the list, proceed as follows:
- Log in to Sympa and open the mailing list for which you are the owner.
- Click on "Administration" in the left menu.
- Select "Edit list configuration" -> "List definition" at the top.
- Choose the desired option in the "List visibility (visibility)" field.
Newsletter-ähnliche Listen mit E0Mail-Adressen aus der DESY-Registry (R2) [to come]
Announcements / Newsletter
Mailing lists annoucing information, e.g. alle users with access to resource XYZ or all members of namespac UVW, must reach the corresponding account owners. Therefore the PCA is used as subscriber.
Beispiel 1: Resource access "xyz" for account "meierh" and "liesexyz"
User: Hans Meier Account: meierh Accounttyp: primary PCA: hans.meier@xfel.eu will be subscribed User: Liese Müller Account: liesexyz Accounttyp: functional PCA: liesexyz@mail.desy.de will be subscribed
Beispiel 2: three accounts of one person, all in namespace UVW
User: Kim Kanns Account1: kimkanns Accounttyp: primary PCA: kim.kanns@desy.de User: Kim Kanns Account2: kkpers Accounttyp: personal PCA: kkpers@mail.desy.de User: Kim Kanns Account3: kkfunc Accounttyp: functional PCA: kim.kanns@cern.ch The list r.nsall.uvw@desy.den> will have these subscribers kim.kanns@cern.ch kkpers@mail.desy.de kim.kanns@desy.de
Hot-Line-ähnliche Listen mit E-Mail-Adressen aus der DESY-Registry (R2) [to come]
Namespace-Supervisor*innen und -Administrator*innen (Hotline)
Nowadays many administrators use an specific account for administration purposes (to seperate admin tasks from others) and other administrators keep using their primary account. Thus, the PCA must be used for this mailing list class.
Beispiel 1:
User: Hans Meier Account: meierh Accounttyp: primary PCA: hand.meier@xfel.eu => hans.meier@xfel.eu wird abonniert
Beispiel 2:
User: Liese Müller Account: lieseadm Accounttyp: personal PCA: lieseadm@mail.desy.de => lieseadm@mail.desy.de wird abonniert
Arbitsgruppen Listen mit E-Mail-Adressen aus der DESY-Registry (R2) [to come]
Working groups
R2 groups may be used as source for subscribers of SYMPA mailing lists. As accounts are members of groups, some mapping to e-mail addresses has to be set up. As most people use only the mailbox of their primary account, even if they have more than one account, e-mails to this kind of mailing lists will be sent with the PCA of the primary account of the subscribed account of that group. The reasons are, that otherwise one would have to switch identities in the mail programs and for every different account within a group the users would have to remember, which address would be the correct one.
Example: three account in a group
User: Hans Meier (DESY)
Account: kimkanns
Accounttyp: primary
PCA: hans.meier@desy.de
User: Liese Müller (EXFEL)
Account: liesemu
Accounttyp: primary
PCA: liese.mueller@xfel.eu
User: Peter Lustig (CSSB)
Account: plfunc
Accounttyp: functional
PCA: peter.lustig@cssb-hamburg.de
By default, attachments sent via mailing list can have a maximum size of 10 MB. It is possible for the mailing list owner to request to increase or decrease that size.
