Also read about simple Distribution Lists that allow Mailtraq standard-webmail Users to create their own lists of email addresses. That simple system is suitable for short mailing lists of people that you regularly send mail to, such as team members, family or friends. Mailtraq version 2.8.0.2058 and above.
The Mailtraq Professional CRM Mailing List System
Mailtraq Mailing lists provided as part of your Mailtraq License offer a perfect and cost-effective solution for a variety of tasks, from group collaboration to announcements to message distribution. Nothing more than a standard e-mail client is necessary.
List Wizard
Mailtraq has a Mailing List Wizard to help you configure your mailing list in the manner you wish with just a few simple questions.
Mailtraq provides very comprehensive mailing list facilities, equal to most dedicated expensive list processing software. The mailing list facilities support both open (anyone can post) and closed (only members can post) lists, ideal for discussion forums, announcement lists and work groups. Message pooling (where each message is delivered to only one subscriber) is also supported, ideal for handling facilities such as technical support groups.
Subscription By Mail
Mailing Lists can be automated to allows subscription by mail, and each subscriber can have their own properties. These control which messages they receive (or exclude), whether or not they wish to receive binary attachments, and options to receive summary digests in addition (or as an alternative) to ordinary mail.
Mailing List security is provided by user passwords, and new subscribers can be automatically confirmed to prevent malicious use. (A confirmation address is sent to the new address to which the user must reply.)
Subscribers can choose to hide their identity, in which case any reference to them will be removed from their messages. On the other hand, they can permit their name and details to appear in the public membership list, which can be retrieved by any subscriber.
Subscribers can also use other mail-commands to change and view their own properties.
Workload Spreading (CRM)
Using the round-robin distribution method, each message can be delivered to only one subscriber. For example, a sales mailing list could spread initial sales enquiries evenly between sales team members. This is an ideal Customer Relationship Management feature, which helps to ensure timely responses by allowing a group of users to handle mail for a single address (e.g. sales@yourcompany.com).
Announcements
Use announcement mailing lists to send out new information to subscribers. Subscribers themselves can join and leave as they wish. This is a good way to keep customers interested in your products, and keep them informed of the latest news and other events.
Subscribers-tab
& 'How to send messages to all local users'
Mailtraq 2.12 introduced two new methods of subscribing members to a mailing list. These methods are 'dynamic' - reflecting the current membership of the groups defined, rather than a simple listing of members.
Mail Group
You can subscribe member of a Console Mail Group to a mailing list. This makes it very simple to email all or some of your organization following the mailbox structure set up in the Mailbox section of the Console-tree. These mailing-lists can be exposed in Contacts using the Directory controls so that users have access to them.
Directory LDAP Query
In a similar manner to the Mail Group, this option allows you to create a subscriber list based on a standard LDAP query of the Directory. The query is expanded from the perspective of the user who owns the mailing list. For example, "(ou=Sales)" would result in the message going to all the users who have their Organizational Unit set to "Sales" according to their user directory properties.
Address Book
For Address Books, the message is distributed to every contact in the address book who has an e-mail address given.
Advanced Features
Mailtraq has a number of advanced features to manage large mailing lists, including Mailing List Address Checking and there is extensive configuration advice in the Console context Help.
Automatic Address Check
Address Check Messages are sent to each subscriber, with a unique return address. When a message is returned, the invalid subscriber can be automatically removed or suspended.
Strip Delivery Receipt Request
If messages with delivery receipt requests attached are received by the mailing list and are distributed unchanged to the mailing list subscribers, the mail system of each subscriber will respond by sending a message confirming receipt to the address specified in the original message. Read more in the Console context Help.
VERP - 'Bounce' processing
Mailtraq's VERP (Variable Envelope Return Path) implementation is located in the Mailing List Messages-tab marked as: Explode Messages... VERP is designed to cope with bounces where the original subscriber address isn't included. VERP modifies the reverse path of list output messages so that it contains an encoded version of the forward path.
This option integrates the subscriber address checking facility in Mailtraq into normal mailing list traffic so that an invalid subscriber can be automatically removed or suspended. The setting entry (one in [20]) simply means that Mailtraq checks on every twentieth list input message which it receives.
Setting Explode at (one in [20]) means that 5% of list inputs are checked.
If VERP / Explode is in use and set to (one in [1]) then a mailing list to 5,000 changes from being one message to 5,000 to 5,000 individual messages. It should be used with care because of the resource load which results from the local exploding of a single distributed list message into multiple messages, each tailored by Mailtraq to test the receiving address of an individual subscriber.
Configuration Tips
How do I create a new Mailing List?
Get started in the Console: go to File | New | Mailing List - then follow the Wizard.
There is extensive context help available, including how to Import csv lists of Subscribers.
How do I change the properties of multiple subscribers all at once?
Do a group select in the Subscribers-tab using the normal Windows controls (shift+click and ctrl+click) and then click the Properties button.
The Subscriber Properties dialog will open indicating Multiple Subscribers Selected
Related Tip
Can I use 'attachments' in Mailing Lists?
Yes - but you need to change the Flag settings in Subscriber Properties.
[x] Sends Binaries
[x] Receives Binaries
As attached files can cause all sorts of problems to recipients, Mailtraq by default prevents their spread by mailing lists. Administrators can decide overall or on a user by user basis whether the User can Send and/or Receive attached binary encoded files.
How do I email all (or some) of my Local Users?
Mailtraq allows you to group mailboxes in the Console Tree into Folders called Mail Groups.
You can create a New Mailing List of the type 'Distribution List', as described above, and set the Subscriber-tab, 'Send distributed messages to ...' option to Mail Group, and select the group from the drop down offered.
Setting the mailing List Local Directory Visibility will determine whether the list is published in the Local Directory made available to the Contacts system
Note: You must create at least one Mail Group in addition to the root folder.
Restricting Access
You can restrict access to posting to the Mailing List, and the ability of new users to subscribe to the list by using the Access-tab.
The example shown restricts posting to local user jsmith
