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Quick Start Guide for List Owners

Table of Contents

Logging in and Setting Your Listserv Preferences
Viewing, Adding or Deleting Subscriptions (one at a time)
Managing Subscriptions in Bulk

NOTE:  To see a larger version of an image, click on it.  To close the image viewer, click on the "Close" button at the lower right corner within the picture window.

Logging in and Setting Your Listserv Preferences (a one-time operation)

  1. Open your web browser software (Internet Explorer, FireFox, Safari, etc.) and go to: http://listserv.hamilton.edu
  2. Click on Log In (in the upper right corner).
    1. If you have a password already established, enter your entire e-mail address (e.g. dquayle@hamilton.edu) and your Listserv password in the fields provided.  Then click on the Log In button as shown in the image below section b.
    2. If you don’t have a password, or don’t remember your password, click on the link to “get a new LISTSERV password” and follow the on-screen prompts.  When your password has been set, return to http://listserv.hamilton.edu.









       
  3. After you've logged in, click on Preferences (located in the upper right corner of your screen below the green question mark shown in step 2).
  4. In the Start Page row, click on the down arrow next to "Server Dashboard" and choose "List Dashboard" from the list.  NOTE: If you are an advanced user and you want to see all the options, you may want to consider setting the Mode to “Expert Mode”. The Mode setting is at the top of the list of preferences.

     
  5. Click on the Update button in the lower right or upper right corner.  The screen will not change. 

Viewing, Adding or Deleting Subscriptions (one at a time) and how to see a full list of your subscribers

There are three (3) sections in this section that describe how to manage individual subscriptions.  This first section describes how to obtain a list of all your current subscribers.  The second, describes how to add subscribers one at a time, and the third section describes how to delete subscriptions one at a time. The steps that follow will satisfy most of your subscription management needs.  However, if you need to add or delete large numbers of subscribers proceed to the section called Managing Subscriptions in Bulk for instructions.

  1. If you are not already in the List Dashboard view, click on the List Management menu and then select List Dashboard from the drop down list.

  1. A list of the lists you own should appear in the Select List: bar as well as at the bottom of the screen.  While it is possible to add subscribers by clicking on [Edit] in the Subscription column at the bottom of the screen, this method is unreliable.  The preferred method to add subscribers, therefore, is to click on the List Management menu (shown above in step 1) and select Subscriber Management
  2. The Subscriber Management page will open with the Single Subscriber tab selected.  The top half of the screen allows you to search for existing subscribers (described below in the "view or delete" section) and the bottom half allows you to add individual subscriptions one at a time. Please refer to the screen shot at the bottom of this section for reference.

To see a full list of your subscribers

  1. At the bottom of the Subscriber Management page you'll find two links.  One is labeled In Browser and the other is labeled By Email. Click on the method you desire. NOTE: The "In Browser" option will open a new tab in your browser and will display the list of your subscribers there.  You can click back on the original tab (in your browser) in order to continue your work with Listserv.

To add a new subscription

  1. In the lower section of the screen labeled Add New Subscriber, in the space labeled Email Address and Name:, enter the subscriber’s full email address followed by his/her first and last name.  For example, you might type ahamilto@hamilton.edu Alexander Hamilton.
    1. NOTE: If you want the subscriber to receive an email notification that you have added him/her to the list, it will do so by default.  To prevent this, simply click in the dot next to Do Not Notify the User
  2. If everything looks correct, click on the button labeled Add to listname (where the actual name of your list replaces listname).
  3. Blue text should appear at the top left side of the screen that confirms the successful addition.  If the subscription already exists, you’ll be notified of this in the same location.
  4. Repeat these steps for each new subscription you wish to add.
  5. If you are finished, you should log out of Listserv from the "Log Out" link in the upper right corner of the screen (directly below the green questionmark icon).

To find and delete a subscriber

  1. In the top section of the Subscriber Management screen in the area labeled Examine or Delete Subscription, enter as much of the subscriber’s information as you know in the space labeled Name or Address.
    1. For example, if you do not know the subscriber’s email address you can enter his or her first or last name and you’ll be presented with a list of all the subscribers who match.  Select the correct one by clicking on it.
  2. Once you’ve entered the information in the Name or Address field, click on the button labeled Search in listname (where the actual name of your list replaces listname).
  3. Next you will be presented with a full page of Listserv settings for the subscription that was found.  It is in this screen that you can correct subscription errors at the top of the screen (e.g. typos in their email address).  More commonly, however, this is the screen you’ll use to delete a subscription.
    1. NOTE:  By default the subscriber will automatically receive an email message notifying them of their subscription deletion. If you do not wish to notify them in this manner, click on the dot labeled Do Not Notify the User at the top of the screen.
  4. When you’re ready to remove the subscription, simply click on the Delete button located at the bottom of the subscription details page for that subscriber.
  5. Repeat the steps in this section for each person you wish to remove. NOTE: You can click on the back button in your browser to return to the Subscriber Management but you must then click on "Try Again" and then "Resend" OR  you can re-select “Subscriber Management” from the “List Management” menu at the top of your screen.

Add Single Subscriber

  1. If you are finished, you should log out of Listserv from the "Log Out" link in the upper right corner of the screen (directly below the green questionmark icon).

Managing Subscriptions in Bulk

When you have large numbers of people to subscribe or unsubscribe from your list, you will benefit from using the bulk operations feature in Listserv.

Before you choose the Bulk Operations tab in Listserv, there are a few preparations you need to make first.

  1. You must first create a plain text file that contains a list of the subscribers you wish to add or delete (the format is described in sections 2 & 3 below). This file can be created in Microsoft Word but you must take care to choose Save As in order to change the file format to Plain Text (*.txt).
  2. Start by clicking on the File menu (Windows) or the Word menu (Macintosh) and from it choose Save As...
    1. On a Windows computer, “Plain Text” is found by selecting the Save as type drop-down list.
    2. On a Macintosh, “Plain Text” is found in the Format drop-down list.  NOTE: Subscriptions additions and deletions CANNOT be added to the same file.  However, you can create a master file that contains all of the desired subscribers (both old and new) and use it to replace the entire list of exisiting subscribers.

          

 

  1. Additions should by typed as follows (full address followed by full name). 

gwashing@hamilton.edu George Washington
alincoln@hamilton.edu Abraham Lincoln
ahamilto@hamilton.edu Alexander Hamilton

IMPORTANT NOTE: Each subscriber appears on a separate line (flush left). A tab (not a space) is used to separate the e-mail address from the subscriber’s full name.  Spaces can be used within the first and last name.

  1. Deletions should be typed as follows  (full address only).  Use ONLY if you are deleting old subscribers from the list.

gwashing@hamilton.edu
alincoln@hamilton.edu
ahamilto@hamilton.edu

NOTE: It is not necessary to include the subscriber’s full name if their subscription is being deleted from the list.

  1. Once your plain text file is prepared,  you should log in to Listserv (http://listserv.hamilton.edu) - if you have not already done so - and then proceed to the List Management menu.  
  2. Choose List Dashboard if you are not already on that screen. 
  3. As described at the top of this web document, select the list you wish to manage.
  4. Now return to the List Management menu and choose  Subscriber Management.

  5. In the screen that opens, click on the Bulk Operations tab.


     
  6. In the Bulk Operations screen, select the operation you wish to perform.  Read each selection carefully before making your choice. 
  7. Next, click on the Browse... button and navigate to the location of the plain text file you saved (as described at the beginning of this section).  Once you click to select the file, its location and file name will appear in the Input File space located to the left of the Browse button.


     
  8. Review your settings to confirm you are about to perform the correct operation and then click on the Import button. When the operation is complete you will see a summary of the import at the top left side of the page. The example below is for a list called “Test-L”.

  9. If you are finished, you should log out of Listserv from the "Log Out" link in the upper right corner of the screen (directly below the green questionmark icon).

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