Instructions for Creating E-mail Lists

Overview

Once you have an account on Dolphin, the following model is recommended for maintaining distribution lists. Advertise your loginid@dolphin address for group e-mail that will come to you as the owner of the account. If you want to create a specific e-mail address which anyone can use to send a message to a number of e-mail addresses (the list of which you maintain), then you would want to create an e-mail distribution list.

For example, the XYZ Club's account name is 'xyz' and the general Penn population would send e-mail requests to 'xyz@dolphin'. XYZ's group members have created an e-mail distribution list to be used by members only; this e-mail address is 'xyzmem@dolphin'. Note: e-mail distribution lists are not accounts; they are just aliases used to redirect e-mail to a list of e-mail addresses that you manage. You may have as many as five such aliases per account.

Instructions -- using SecureCRT or Kerberized telnet:

Note: if you already have one or more distribution lists in your account, you can go directly to the alias subdirectory by typing cd alias at the unix prompt and beginning at step 2.

When you are ready to create a distribution list, you must first:

  1. Create a directory called alias in your account's home directory. Here's how to do it:
    • Enter the UNIX environment (type unix at the Main Menu prompt) and type
      • cd
      • chmod a+x . (yes, type the period)
      • mkdir alias
      • chmod a+x alias
    • Note that the "chmod" command opens up the directory so that the system's mailer can read it.

  2. In the alias directory, create a file called list-name.list, where you replace "list-name" with the name of your file, e.g., xyzmem.list. This file will designate who receives copies of email sent to the distribution list. You may modify this file to add or delete members anytime after the list is created without having to notify the system.

    Here's how to do it:

    • In the UNIX environment:
      • cd alias
      • pico list-name.list

  3. Now simply type in the recipients' FULL email addresses, one per line. When finished, choose CTRL+o to "write out" the file, enter to save the filename, and CTRL+x to exit.

  4. At the /alias prompt , type chmod 644 list-name.list to set the permissions on the file so it may be read.

  5. Now you are ready to submit the request for activation of your list. Bring up the form from the unix prompt by typing
    • list-menu

    and follow the instructions from there. Choose whether you want your list to be restricted (only you and/or the people you choose can send mail, though everyone on the list can read the mail - instructions below) or unrestricted (everyone can send AND receive). Any list of 200 or more addresses MUST be restricted. Note that list-menu also allows you to delete old lists or to see what lists you have in your account.

    There are two fill-in fields on the electronic form:

    • List name
      This is the name that you choose for your list. For example, if you type xyzmem here (do not include the .list extension), the address of the distribution list would be xyzmem@dolphin.upenn.edu

      Remember that only lowercase letters, numbers and dashes - or underscores _ are allowed in this field. Try to keep this field short -- your members may find a long name annoying.

    • List purpose
      Just a short description here of what you plan to use the list for. There is no need for more than a few words here. "For the exec board" would suffice.

      After you have filled in the two fields, use your down arrow key to move the highlighter to the "Submit Alias Request" fields, and press Enter.

If there are no problems, your alias will be processed within 24 hours. Don't forget that the notice of list activation will be sent to your organizational account, not to your personal e-mail account, so check the former for this notice.

If you have any questions, mail Fran Walker, walker@pobox.upenn.edu.

With a restricted list, only the owner of the list and people authorized by the owner of the list may send messages to the list. Your account is automatically authorized to send mail to the list, so if you're going to send all list mail from within your account, you can skip the next step.

If you wish to allow other email addresses to send mail to your list, in the alias directory create a file called list-name.sender, where you replace "list-name" with the name of your list. For example, the restricted list called xyzmem.list will also need a file called xyzmem.sender, which contains all the FULL addresses authorized to mail to the list, one per line. To allow all list members to send to the list, place *members on one line in your .sender file. Save the file with CTRL+o to "write out" the file, enter to save the filename, and CTRL+x to exit Pico.

IMPORTANT: If you make any changes to a restricted list or its .sender file, you must Update your list before using it. From the unix prompt or the Main Menu, type

list-menu

and choose the "Update a restricted distribution list" option.

Back to WWW Resources for Student Organizations

walker@pobox.upenn.edu