Mailing List

A mailing list is a single email address that points to a number of email addresses. An email sent to a mailing list will be automatically forwarded to members who subscribe the list.

With this service, you could create, manage or subscribe to a mailing list to ease some frequent email communication with your colleagues/ members.

Available to

Departments & Registered student organizations in the University

Service Charge and Application

Free; application required (Refer to 1. List Application & Renewal)

Access to Service

Mailing List Administrators Page: https://listserv.cuhk.edu.hk

Service Availability

7 X 24; except maintenance period

 

Person Responsible: Department head / Department coordinator / Student organization chairperson
Application Procedures: Complete the online application form
Result Notification: A notification email to department head / department coordinator / student organization chairperson within 3 working days

 

You must follow the guides here while managing or using the service to protect your mailing lists and avoid email loops:

Best practice for List Management,  Moderation and sending notifications

  • Change the login password regularly.
  • Include ONLY CUHK staff email address(es), i.e. xxx@cuhk.edu.hk, as list administrators / moderators.
  • NEVER include your mailing list, i.e. xxx@listserv.cuhk.edu.hk, as a non-member or member.
  • Set message moderation so that you can preview your message before dispatching it to list members. In case it is sent by a spammer, moderators can be notified and reject the message immediately.
  • Put your mailing list, i.e. xxx@listserv.cuhk.edu.hk, into bcc field whenever applicable;
  • NEVER use your mailing list as the sender, i.e. xxx@listserv.cuhk.edu.hk
  • Use links to file and never send large files

Default List Setting

  1. No notification to subscription, unsubscription and when message undeliverable.​
  2. Default action was set to “Discard without notification” when member and non-member take action to post the mailing list.

Please be accountable if you altered the default setting for another purpose. For questions, please contact ITSC Service Desk.

List Expiry

  • Review your mailing list(s) regularly. ITSC reserves the right to close any unattended mailing list(s) with no activities detected for over 2 years.
  • Contact ITSC to remove your mailing list when it is no longer in use.

Please read Mailman Mailing Lists – Acceptable Use Policies and Guidelines to understand the right and responsibility.

 

In a mailing list, there are 3 types of roles with functions as below:

Role Responsibilities User Guide (via CUHK Login)
List Administrator / Owner The manager of the list who can

  • Have ultimate control over all parameters
  • Approve / Manage / View membership and delegate one’s role in the mailing list
  • Control messages to be sent to the mailing list and authorize members / non-members to send emails to the mailing list
Moderator The delegate who can control messages to be sent to the mailing list and authorize members / non-members to send emails to the mailing list
Member The subscriber who can

  • Receive messages sent to the mailing list
  • Unsubscribe a list

Top 3 FAQ

  1. How to add non-members to a mailing list? Click here for the answer
  2. How to add members to a mailing list? Click here for the answer
  3. How to remove members from a mailing list? Click here for the answer

General Issues:

  1. How to sign up Mailing List Services? Click here for the answer
  2. How to login in the List Admin page? Click here for the answer
  3. How to change your password? Click here for the answer
  4. How to add list administrators? Click here for the answer
  5. How to add moderators? Click here for the answer
  6. How to change the moderation setting of members? Click here for the answer
  7. How to reset a password if I forget? Click here for the answer
  8. How to approve a message? Click here for the answer