Caregroup Distribution Lists

Overview Mailing List 2

Introduction. 2

How do I request that my CCC list be moved?. 2

Subscription Based Distribution Lists. 2

What are Subscription based distribution lists?. 2

How do I Subscribe?. 3

Maintaining Distribution Lists. 3

How do owners maintain distribution lists?. 3

How to update lists manually in Outlook. 3

How moderation works. 3

Replying to subscription requests. 4

How do I request a new distribution list?. 4

How do I mail to a distribution list via CCC?. 4

 

 


Overview Mailing List

 

Introduction

To better facilitate hospital collaboration, all distribution lists will now be in Exchange.  The CCC Public Lists will not be created in Exchange automatically.  There are currently over 8000 public distribution lists in CCC. Many of these lists have not been used for over a year.  The lists will only be created at the request of the list owner.   This will help us eliminate list that are no longer valid.  We regret that we will not be able to move personal address books.

 

We will be implementing a new subscription based service to assist with the maintenance of these lists.  This will help eliminate a lot of the manual tasks that are needed to keep the list up to date.  Distribution lists cannot have email addresses that are not in the Global Address Book. 

 

This site will explain how to request that your list be moved, how to maintain your lists and how to subscribe to a list.  You will still have the option of maintaining your list manually through the use of Outlook.  If you currently do not use Outlook you will need to contact the help desk and request an account. 

 

Some guidelines to keep in mind about distribution lists:

Public distribution lists should only be used for business purposes.

Public lists should only be created when the list needs to be used by multiple people.

Public lists should be used to communicate to a specific audience.

 

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How do I request that my CCC list be moved?

An owner needs to be assigned to the list before it can be moved. Send an email to listrequest@caregroup.harvard.edu with the following info:

·  Name of the list in CCC. 

·  Owner of the lists (the person who will maintain the list)

·  Should subscriptions be enabled

·  Who will be allowed to send to the list

·  Is anyone allowed to subscribe

 

Once your list is created you can use subscription services to maintain it. 

 

To add your self to a list please visit http://listserve.caregroup.harvard.edu or send an email to lmanager@caregroup.harvard.edu with a subject line of subscribe list-name.

 

You also have the option of maintaining your list manually through Outlook.

 

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 Subscription Based Distribution Lists

 

What are Subscription based distribution lists?

Subscription based distribution lists allow individuals to add themselves or remove themselves from a distribution list.  It is very similar to subscribing to a newspaper for home delivery. It is up to the individual to ask to be included in the delivery.  Members can subscribe or unsubscribe by either sending an email to the list manager or using a web interface.

 

Each list can be enabled to use moderators to control subscription. If a moderator is enabled for a list, each subscription request will be sent to the moderator for approval.

 

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How do I Subscribe?

You can subscribe to a list either through the web or through email.  Follow these steps below to subscribe or unsubscribe to a distribution list

 

Subscribe via the Web

Go to http://listserve.caregroup.harvard.edu

Select the list that you are interested in.

Enter your email address

Select either subscribe or unsubscribe by clicking the appropriate button

 

Subscribe via Email

To get a list of list:

Create a new email message

In the address line enter lmanager@caregroup.harvard.edu

In the subject line enter GetList

To Subscribe:

Create a new email message

In the address line enter lmanager@caregroup.harvard.edu

In the subject line enter “subscribe list-name

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Maintaining Distribution Lists

 

How do owners maintain distribution lists?

There are two ways to maintain membership in a distribution list:

·  Manually through Outlook

·  Assign a moderator to approve members.

 

 

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How to update lists manually in Outlook

·  In Outlook click on Tools - Address Book.

·  In the "Type name or select from list" box, type in the name of your distribution list.

·  Double click on your distribution lists.

·  Click on Modify members.

·  Click on add.

·  Select the person you want to add.

·  To add the person click the add button or double click on their name.

 

 

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How moderation works

Moderation allows an individual to control subscriptions to a distribution lists.  Each list can be assigned a moderator.  The moderator will receive an email notifying them of a request for an individual to join the list.  Here is an example of the message:

 

Subject: New Subscriber, *20011019135956*

'TDISALVA [TDISALVA@CAREGROUP.HARVARD.EDU]', wishes to subscribe to the 'Test' mailing list

 

Reply to this email using one of the commands below. ***DO NOT ALTER THE SUBJECT***, place one of these commands on the first line of the message body.

 

Accept      - The request will be processed and an acceptance notice will be sent.

Reject      - The request will not be processed and a denial notice will be sent.

Discard     - The request will not be processed and a notice will not be sent.

 

The moderator can then choose to accept or decline the request by reply to the message.

 

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Replying to subscription requests

Reply to the email using one of the commands below. ***DO NOT ALTER THE SUBJECT***

Place one of these commands on the first line of the message body.

 

 

Reply

Result

Accept

The request will be processed and an acceptance notice will be sent.

Reject

The request will not be processed and a denial notice will be sent.

Discard

The request will not be processed and a notice will not be sent.

 

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How do I request a new distribution list?

Send an email to listrequest@caregroup.harvard.edu with the following info:

·  Name of the lists.  Please keep the list name short and descriptive

·  Owner of the lists (the person who will maintain the list)

·  Should subscriptions be enabled

·  Who will be allowed to send to the list

·  Is anyone allowed to subscribe

 

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How do I mail to a distribution list via CCC?

To send to an Exchange distribution list from CCC you need to send the message to the list manager.  The list manager acts as an intermediary between the two systems.  To send to the list do the following:

·  Create a new message addressed to lmanager@caregroup.harvard.edu.

·  Type “Post <List-name>” as first line of the message body.

·  The body of the message should start on the line after the post line.

 

 

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