Lyris List Basics

Mode 1: Login as a list administrator member

  • This gets you to the list administrator's menu.
  • NOTE: your password for a list may not be related to any other password you use. There can be different passwords for every list.  See sections below Change your password on all accounts, and To change your password

Changing lists

  • In the upper right hand corner of the web page is a line saying who you are logged in as and a line naming the list you are connected with.

  • If you want to change lists, you can click on this list name and select a different list. This will show the other lists which you administer that have the same combination of email and list password that you signed on with.

  • To get to another list on which you have a different password, you will need to logout and log back in with the different password.

Logout

  • To log out, click on your login-name in the upper right corner.

  • From the screen it takes you to (Utilities; Other; Login Status) click Log Out.

Find your list password

After you find the lists of which you are a member, you can learn more about each list including your password by:

  • The subject can be "details"
  • The body should just have the words

    • query listname1

    • query listname2

      • where listname1, listname2, etc. are the names of the list about which you want to see your membership settings. You can have a number of one line commands in a row.

      • E.g.: query all-classified

Identifying lists of which you are a member

  • The subject can be anything except Lyris commands - perhaps list membership
  • The body should just have the word    

    • which 

    • The which command tells Lyris to email to you the names of all lists of which you are a member.

Moderated lists needing approval

  • If you go to the Mailings tab, then click Need Approval
  • You should see messages needing approval.

To change your password

  • Say you wanted to change it from test to tommy3 and the list was called jazztalk
  • The subject can be anything - perhaps list password
  • The body should just have the words 
    • set jazztalk oldpw=test     pw=tommy3

To change your password from the on-line web page

  • Login with your full email address as your name (e.g. cedillo@msudenver.edu)
  • Enter your password
  • Click on the My Account tab
  • Click on the Advanced tab
  • Change Your Password and click Save Changes.

  • You will get a message that you are not a message of this forum

  • This indicates a successful password change.

  • Then click Logout.
  • You can then log back in with the new password

ON-LINE Method to Approve/Disapprove Request to Join a List

  • Login as the list administrator and connect to the correct list.
  • From the Utilities tab, select Members.
  • Click on the down arrow beside the box just below the Members heading (left upper part of screen) to get various display options.
  • Click on Show: Private (awaiting admin approval)
  • Click Go.
  • Beside any name that shows up, you can click Delete to disapproval them joining the list.
  • To approve them joining the list, double click the name. This takes you into Utilities/members/edit member. Click the Settings tab, click the arrow beside Membership Status, select Normal Member, and select Save.

To address an email recipient as dear firstname

  • If we have a full name (first, last) and email address saved in a lyris list, we can use the following options to address people from Lyris:

    • Dear  %%firstname%% above results in  Dear Luis

    • Dear %%fullname%% above results in  Dear Luis Cedillo,

    • Dear %%nameemail%% above results in  Dear Luis Cedillol <cedillol@msudenver.edu>

  • The full name and email address of the recipient.
  • If a full name is not available, ListManager will only put the email address.

    • For example:  if no name is available,  Dear cedillol@msudenver.edu

EMAIL Method to Approve/Disapprove Request to Join a List

Example of approving joining a list after, receiving a request with the number 286027 in the email:

From   <lutesn@mscd.edu>  
To  lyris@lists.mscd.edu  
Cc    
Bcc    
Subject  to approve 

login MyPassword  
member approve 286027
(Substitute your own password after the word “login”)

Edit a member's settings

  • Click the Utilities tab, 
  • Click Members
  • From here you can click Create new members
  • Click on each tab; fill in the desired information and choices.
  • Finally, click the Save button
  • On the Utilities/members screen, you can look for the email address you want and click on it.  You may have to click on the “Show More” button to see the desired name. You can also click on the arrow beside the box just below the Members heading to get various display options.

Receive no email from the list but still be a member

  • Click the Utilities tab, 
  • Click Members
  • Select a member
  • Select Settings Tab
  • Under Membership kind
  • Select the down-arrow and select the option that says “nomail ...”
  • Then click Save.

Delete a member

On the Utilities/members screen, you can delete a member by clicking on Delete in the row of the member you want to delete.

Get a list of members and email addresses

  • Log on as the list administrator.
  • If you are not on the correct list, then click on the list name in the upper right corner of the web page and select the right list name
  • Go to the Utilities tab and click on Members.
  • On the right side of the header bar that says email is a disk icon. Click on the disk and download the member list.   Click Save, save and save it where you want it (probably as a CSV which you can open with Excel).

To add one member

  • To add a new member if you are the administrator of the list,
  • Log into the list.
  • Click Utilities:
  • Click Members:
  • Click Create New Member (button)
  • Select the Basics tab

Enter the email address and the name

  • If you want to change options under any of the other tabs for new member you can.
  • Then click the Save button.

Add many members at one time manually

  • Utilities: Members: New Member: Basics Required. The Internet email address of the member. For example: john@shelby.com
  • If adding one member at a time, enter the member's full name in the name box. For example: John Smith
  • Note: You cannot specify a name when adding many members at a time.
  • Use Utilities: Members: IMPORT MEMBERSto import members with names or other information particular to each member.

    • From Utilities:Members, click the selection arrow of the box below the Members icon

    • Select Import members from file and click Go.

    • You can browse to the file you want to import and click import.

    • You can learn more about importing by clicking the question mark Email Addresses with Optional Names

  • To import email addresses or email addresses or names, the file must be a plain-text file. Each email address and name must be on a separate line, and must be in one of the following formats:

    • bob@shelby.com

    • bob@shelby.com Bob Shelby

    • bob@shelby.com (Bob Shelby)

    • Bob Shelby bob@shelby.com

      • CSV File with First Row Column Names.

      • Generally you will want to import quietly as regular members

Add many members at one time by sing EMAIL

http://www.lyris.com/help/lm_help/7.0/index.html?utilmemedit.html

  • The add command can be easily used to add many members at once. This is done by using any of the line-continuation schemes discussed in The Line Continuation Character section.
  • The syntax below uses the ‘<<’ and ‘>>’ operators to delimit a list of names to be added.

The syntax to add many members is:

add listname [quiet] <<
emailaddress1
emailaddress2
>>

  • The quiet modifier is optional, and works exactly as it does when adding a single member. In the case where you add many members, a single quiet modifier serves to suppress sending a "hello" message to each member.
  • If you want to add members with user names, the user name must be before the email address. For example:

    • login your password

add z_admin_test quiet <<
Joe smith smithj@mscd.edu
Jones Ralph ralphj@mscd.edu
Joe Doe doej@mscd.edu
>>
end

  • The subject could be addmembers yourlistname
  • The body of the message would be as above but replace your password for yourpassword
  • Use the actual word login
  • Send the email from the same account name you used as an owner of the list (I would have to be logged into email as smith@msudenver.edu) Lyris will look at who sent the email for the login id.

Site map

The home tab has a site map link to help you search for particular settings.

Request a new list

Send an email to listmgr@msudenver.edu to request a new list.

A few common operations

  • Basic information:  Utilities; List settings, basic information
  • Moderated setting: Utilities; List settings, email submitted content, approval tab
  • Only admins can send: Utilities; List settings, email submitted content, security tab
  • Only members can send: Utilities; List settings, Discussion group features, security

Delete a scheduled email

Some lists are set up as moderated and set to release all messages at 5 AM the next day so messages from that list do not slow the email system down during the day. These messages can be deleted if requested (say someone forgot an attachment) by the list manager logging into the list

  • Go to the Mailings tab,
  • Check the Scheduled option (perhaps check all outgoings by date and need approval too)
  • Click on the ID of the message, verify that you have the message you want to delete,
  • Click Delete Now.

 

Mode 2: login as a regular member of a list:

  • Log in here by clicking the upper right corner on You are not logged in. Enter your full email as your login name (e.g. smith@mscd.edu)and enter your password.

Edit a list's settings

Utilities box in left column, click List Settings link

Move up to the tab option level

Click the tab you are interested in again (e.g. Utilities)

Log out or change the list you are in

 In upper right corner of screen click Logout.

See the list of non-private list names

Do one of the following:

  • In upper right corner of Lyris screen click on the list name

To change your password on all accounts

  • Enter your name (or click on Not logged in) in the upper right corner
  • Login in with your full email address
  • Enter your password and tap enter
  • Click on the tab My Account then click the Advanced tab
  • Delete the asterisks in your password field and enter a new password.
  • Make sure the Apply changes selection is on the Apply to all other subscriptions
  • Click Save Changes.

Go to the web site http://list-l.msudenver.edu/

  • Enter your email address and leave the password blank, click OK
  • Do this three times and a page will pop up with a link to reset your password. This will reset your password for all your lyris list to be the same password. 
  • If you have forgotten your password, click here.
  • In the steps described below, you'll be typing your new password into a web page. We're using a secure server, so everything should work as advertised, but the web can be a dangerous place. Here are a couple of things you can do to protect your password:
  • Make sure the URL (web address) listed in your browsers address box points to an address at
  • list-l.msudenver.edu in both steps 2 and 4 below.
  • If you lose, forget, or otherwise want to change the password you use to manage a Lyris-based  list, it's easy to do, but it requires some back and forth communication with list servers and has time limits for security reasons, so don't start the process unless you'll have access to the web and your email for the next half hour. Here's what you do:
  • Click on this link: Lyris Password Reset Starts Here
  • A web page with a Lyris header will open. Type in your email address (the one you always use with Lyris) and click Submit.
  • Soon (maybe a few seconds, maybe a few minutes) you'll receive an email message from Lyris ListManager containing a clickable (or cut-and-pastable) link. This link is unique to your request and will expire after one hour. If you miss the deadline, don't worry. Just start over at step one.
  • When you click on the link in the email message, another web page will open, asking you to type in your new password twice, and reminding you that the password you enter will replace your password on ALL MSU Denver Lyris lists you administer. All of them. Type in your new password twice and click Reset Password. That's it.
  • If you administer more than one MSU Denver Lyris list from the email address you entered in step one, you will use your new password for all of those lists.

The text above was copied from another school's web site (cornell.edu) but it applies to us at MSU Denver as well.

Delete a list

  • The list administrator should end an email to listmgr@msudenver.edu requesting the deletion of list ________ which is no longer needed.
  • The Lyris manager will go to Utilities; Administration; Lists and delete the list if you were the owner.

Setting up a shortcut to a lyris list

Reject posts from Non-members

Setting Up Automatic Responses

  • To set up the Reply To: field under Utilities, List Settings, Email Submitted Content, Header Rewrites tab in order to respond with a standard reply if you want, put an address into the Reply To: field such as dsoresponse@lists.msudenver.edu
  • To set up replies to go to only the one that sent a message

    • Type in the word author in the field instead of leaving it blank or entering some other email address.

    • Then under Utilities, Auto responders, Create new auto responder, enter the first part of the email address (dsoresponse) in the email address prefix: field

    • Click Create new document and type the response you want people to receive when replying.

Reviewing a lists' membership including held and unsubscribed members

(Or just to get an electronic list of members)

  • The subject can be anything, except blanks

  • The body of the email can have a several lines as follows:

login password

review fin-aid-wk-study full

review all-aas-majors

end

  • Where login is just the word login, password is the password you use to get into this list.Of course, for the list after "REVIEW", use your own list name. The program will look at the FROM information in the email and know who it is from. It will then email you information about the list (ONLY if you are the administrator) including the members. You can include multiple review commands (one per line) if you own more than one list. If you do not own the list, you will probably need to ask the owner of the list (usually the chair or the dean) to do this and forward the email with the lists back to you.

    • The word full will cause the full name along with the email address and other summary information to be returned to you as well. It will only show normal members.

    • To see held members, substitute held for full

    • To see unsubscribed members, substitute unsub for full

To see the names of all lists that are not hidden

  • The body of the email should be the single word lists

To subscribe to a list

If you are not a member of a list and want to be, you can send an email to join-listname@lists.msudenver.edu

  • Where listname is the list you want to join. The subject can be join

  • The body of the email message should be the single word Join

To get off a list

Do the same as above but use the word leave or UNSUBSCRIBE

About automatically built lists

  • Automatically built list memberships such as All-***-Majors are built automatically from information in Banner.
  • The List administrator can go into the List Info area and change the parameter to not receive email (if a user complains they don't want to be on the list). However, it may be against school policy to not receive school email.

To limit a user from  sending  unapproved  email

  • Utilities, Member, Edit member, Settings,
  • Under Number of approvals required, select Always needs approval

Contacting the owner of a list

  • You can email the owner of a list if you don't know who owns it by addressing the email to owner-listname@lists.msudenver.edu

  • Where listname is the name of the list.

    • e.g. owner-all-administrators@lists.msudenver.edu

Contact the mscd administrator of all all lyris lists

Email      listmgr@msudenver.edu

 To show the to-email address you typed into the "to-field"

  • Type Nochange into Utilities, List Settings, Email Submitted Content, Header Rewrites tab, "to-field"
  • Note that the default display for a discussion list is the name of the list-- it does not show other recipients from the “to-field”

Message rejected

WHEN REPLYING TO A LYRIS LIST BECAUSE OF THE "LYRIS-" IN THE MESSAGE: REGARDING HTML FORMATTED EMAIL TEXT

  • Replies to Lyris list emails that were first submitted as HTML are often rejected. Always use plain text emails when sending to a MSU Denver Lyris list.
  • Anytime you send email in html format instead of plain text, you risk your email

    • being blocked,

    • being un-readable to the receiver (garbage symbols) and

    • only part of it getting through--some lines may be cut off with no feedback to you.  This is due to the translation of email formats and protocols from one type to another and is due to the industry not being fully standardized.

  • Problems are most likely to occur when using an email client to send the email in HTML that is different from the email client used to receive the email (e.g. sending from Outlook and viewing from ConnectU email client)
  • The work around is in one of the following situation

    • Send email only in plain text

    • Send html formatted email as attachments.

  • Notes:

    • You can try hitting Reply instead of Forward. Then you have to remember to 1) re-attach any attachments you want to forward and 2) Change the Addressees.

    • You can also do a copy-paste into a new email to a list rather than trying to forward an email directly sent from a list. This is probably the best option.

If you are notified your lyris list status is on hold

  • How can someone know what an email will look like after being sent through a Lyris list and being viewed in ConnectUemail client?

    • The owner of a list can send an email to owner-listname@lists.msudenver.edu (e.g. to: owner-mscd-studentsuprs@lists.msudenver.edu)

    • All administrators of that list (owners) set up to Receive list admin mail will receive the email.  This may be used as a way to see what the email will look like to recipients before sending it out to the whole list.

Missing emails never sent by lyris and not logged as incoming 

Emails sent to Lyris that are larger than the Lyris list message size limit (including attachments) do not notify the sender that the message was too big and it does not send the email to the list

Action phrase

Lyrics list administrators can block emails (filter, set up a rule to block) that have particular words

  • Log into your list

  • From Utilities/Other/Action Phrases

  • Click Create New action Phrase

  • In Search Phrases, enter the phrase you are looking for, one phrase per line e.g. hot stocks

  • Choose a response, e.g. if the response is "nothing", the email is ignored, not allowed through

    • For most emails you want blocked, "nothing" is the best response.

  • You can click the Advanced tab if you choose to search the “body” of the message, or the “From” field (under Advanced tab, CONTEXT, select your list) then click save.

  • You might select one of the following:

    • The From field if your action phrase is ebay.com

    • You might select Phrase appears anywhere in the message

      • A full action phrase example might be for the two action phrases

.com

 .biz
RESPONSE  “nothing”

  • Under Advanced Tab, the RULE  (Phrase appears in the message From line), click Save

  • What this Action Phrase does: ignores--filters out-- all emails sent to the list which are from any addressaddress.com or anyaddress.biz)

  • A filter expression for to allow email only from mscd.edu is   /NOT(msudenver.edu)/

 

Troubleshooting

If a message is sent out larger than allowed, the message will not be sent and you may not be notified that it did not go.

  • Utilities: List Settings: Discussion Group Features:  Message rejection rules, Eiquette tab, Message Size Limit