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Electronic Mailing Lists

WVU uses L-Soft International's Listserv® product to manage electronic mailing lists to aid in its electronic communication efforts. Listserv® distributes email messages to Extension's various lists and their subscribed users. Some of these numerous lists include, but are not limited to, ESALL-L, ESCO-L and specific unit and subject matter lists. To see what lists Extension uses, please view Electronic Mailing Lists.

Extension's mailing lists are maintained by a number of list owners including a contact person within each program and support unit. If you need to be added to or removed from a list, please send a message with your request to ExtensionLists.

Note: If you do think you are not subscribed to the Extension mailing lists you should be, please: 

  1. Determine what lists to which you are subscribed by following the steps below.
  2. - Compose a message to:  listserv@mail.wvu.edu
    - Type a subject line or leave it blank. It's optional when sending to Listserv®
    - Enter the message body as:   query *
    - Send the message.
    - Review the email response from Listserv®. 

  3. Next, look at the email message resulting from the steps above. If you realize you are not subscribed to all of the lists you should be (review the listing of Extension lists), then send a detailed email message to ExtensionLists with your concerns.  

Instructions for List Owners

As a list owner, you will need to add and remove subscribers, and you can do this by sending an email message to listserv@listserv.wvu.edu or using the web interface at https://listserv.wvu.edu .

All of our Extension lists use the shared ExtensionLists@mail.wvu.edu email account as the "owner" email address. While this makes it easier to maintain list ownership and to easily make changes to all of Extension's lists, it might be confusing to list owners at first.

Note: The rationale for the shared ExtensionLists@mail.wvu.edu account being set as the owner for all lists is that owner maintenance is less cumbersome. It's easier to add to and remove from this shared email account than to edit numerous mailing lists to make those same (functional) changes.

Adding the From Field and the ExtensionLists Address

To be able to send from the ExtensionLists shared email address so that Listserv will accept a "command" message such as "quiet add," you will need to make sure you can change the address in the From field. Further, you might need to add the From field to your message. If you have already added the From and Bcc fields to your outgoing messages, skip the instructions directly below.

  1. Select New Email to create a new message, click on the Options tab.
  2. Click on Bcc and From in the Show Fields section.
  3. Next, click on the From field to drop down your choices. You will not see "ExtensionLists," so you will need to select "Other E-mail Address..."
  4. When you see the box titled "Send From Other E-mail Address," type: ExtensionLists
  5. Once you see the address displayed, click on it and then on the OK button.

The image below shows what your outgoing email message will look like when you have added the From field.

Image showing how to add the From field in Outlook


The image below shows what you might see when you click on the From field in an outgoing Outlook message. Notice "Other E-mail Address..." and "ExtensionLists@mail.wvu.edu" under the From field.

Image showing how to add an email address to the From field in Outlook

Note: You will only have to add the From field and the ExtensionLists address one time.

Adding a Subscriber

When a new employee is hired or a person's job responsibilities change, he/she will need to be added to various lists. The instructions below will guide a list owner through the process using email to send the command to Listserv®. The ESALL-L mailing lists is used in the example below.

  1. Open Outlook.
  2. Select New Email to create a new message.
  3. Change the “From” field to the ExtensionLists email address.
  4. The Subject can relate to the person(s) you’re updating (e.g., Add John Doe).
  5. Change the text to "Plain Text" by clicking on the Format Text tab and then selecting "Plain Text."
  6. Image showing how to change the font to Plain Text in Outlook

  7. Enter the message body:
  8. quiet add esall-l John.Doe@mail.wvu.edu John Doe (Office_Name)

  9. Send the message.
  10. Check the Inbox for the ExtensionLists shared account for the confirmation message. If there was a problem with your command, Listserv® will let you know, and you can resend the message with the proper command.

Deleting a Subscriber

When an employee leaves his/her position, he/she will need to be unsubscribed or deleted from various lists. The instructions below will guide a list owner through the process using email to send the command to Listserv®. The ESALL-L mailing lists is used in the example below.

  1. Open Outlook.
  2. Select New Email to create a new message.
  3. Change the “From” field to the ExtensionLists email address.
  4. The Subject can relate to the person(s) you’re updating (e.g., Delete John Doe).
  5. Change the text to "Plain Text" by clicking on the Format Text tab and then selecting "Plain Text."
    Image showing how to change the font to Plain Text in Outlook
  6. Enter the message body:
  7. quiet del esall-l John.Doe@mail.wvu.edu
  8. Send the message.
  9. Check the Inbox of the ExtensionLists shared account for the confirmation message. If there was a problem with your command, Listserv® will let you know, and you can resend the message with the proper command.

Reviewing a List

When you want to see who is subscribed to an electronic mailing list, you send the "review" message to Listserv®.

  1. Open Outlook.
  2. Select New Email to create a new message.
  3. Change the “From” field to the ExtensionLists email address.
  4. The Subject can relate to the person(s) you’re updating (e.g., Review ESALL-L).
  5. Change the text to "Plain Text" by clicking on the Format Text tab and then selecting "Plain Text."
  6. Image showing how to change the font to Plain Text in Outlook

  7. Enter the message body:
  8. review esall-l

  9. Send the message.
  10. Look in the ExtensionLists Inbox. You’ll see a “file” message and one that just tells what you requested from Listserv -- a listing of the ESALL-L list subscribers.

Checking a User's Subscriptions

A handy command listing to what lists an employee is subscribed is the "query" command. You can send one message from the ExtensionLists email address and then receive a message showing all of the Extension list subscriptions. This is especially handy when you need to update a person's email address or check his/her subscriptions.

  1. Open Outlook.
  2. Select New Email to create a new message.
  3. Change the “From” field to the ExtensionLists email address.The Subject can relate to the person(s) you’re updating (e.g., Review ESALL-L).
  4. Change the text to "Plain Text" by clicking on the Format Text tab and then selecting "Plain Text."
  5. Image showing how to change the font to Plain Text in Outlook

  6. Enter the message body:
  7. query * for john.doe@mail.wvu.edu

  8. Send the message.

If you have questions about how to update lists, please send a message to the ExtensionLists shared email account (ExtensionLists@mail.wvu.edu).

Resources

For detailed information about Listserv® and for instructions on using the web interface to manage electronic mailing lists at WVU, please refer to the resource linked below.

What is LISTSERV?