Email Lists

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Contents

Definition

Asynchronous discussion that operates through email. A member can send email to a special email address, and the message is delivered to all members. Email lists have existed for a long time, so many features that accommodate a group's needs have developed and become widespread. The basic authentication, contact, and community identification that an email list provides can be leveraged with auxiliary tools, such as file sharing. Features such as a member directory can augment the limited identification of members that's provided by return email address and signature.

Uses in a community of practice

A community that can't meet face-to-face (either because of schedules or physical distance) may find that an email list is the simplest and easiest-to-access tool for discussion, socializing, or self-organization. Because most of the functionality is through the use of "just another email address" and a member's existing email access program, there is no need to learn an additional interface.

Polarities

  • Together/apart, Synch/Asynch: email lists are often used by groups that are co-located, just to organize their email communications. One of their most important features is the way they support asynchronous communication.
  • Interaction/reification: Although some email lists are set up as announcement lists so they emphasize the reification side, email lists are one of the core tools for community interactions.
  • Individual/group: email lists allow members to share messages while organizing them according to individual preferences and needs.

Features

Reading

  • List bump: a short tag that's automatically inserted in the subject line of of all messages to identify email list traffic.
    • List managers specify the short tag (often called a "bump") that community members use to identify (and sort) individual messages.
    • Some email list programs are clever in how a "RE:" bump interacts with a list's bump.

User profile, subscription features

  • Special commands. Many email list services allow a subscriber to subscribe, unsubscribe or change their profile in various ways through special commands that go either in the subject line or the body of an email message
  • Web interface. For many people a web interface is the easiest way to change a profile.

Authoring

  • Special announcement. For lists w/ web based reading options, option for moderator to "force" a mail out to the whole group. This overrides individual subscription options.
    • Methods for list members to control the amount of email they receive are usually appreciated. This feature is an example of giving the list owner a privilege that most members won't have.
  • HTML or text / choice. To allow format to meet individual needs/bandwidth issues. Can either be set by administrator or by user.
    • When there are bandwidth issues, text may reduce the download time.
  • Allow/disallow attachments. Some list servers have the option to disallow attachments due to virus or file load. Some systems scan all attachments for viruses. This is most often an administrative choice, not a user choice.
    • Not allowing attachments can frustrate users. But large attachments also frustrate users on a low bandwidth connection. Sharing attachments may be a critical means of augmenting simple text messages if a "shared files" area is not convenient to members.
  • Reply to list/To individual option. List owner can set reply status depending on the practices and needs of the group.
    • Reply to list encourages discussion but can result in more traffic. Reply to individual may reduce traffic but postings may seem more like "announcements" than exchanges in a discussion.
  • User self subscription management. Users can register, choose individual email or digest, can put on "vacation hold", search archives, etc.
    • For large groups this drastically cuts down on the list owner labor.

List management

  • Management features. User statistics, download and upload user lists, manage options, etc.
    • Management of a list requires that the list owner have a number of administrative tools. Their ease of use can make a big difference.
  • Prevent Harvesting of Email Addresses by Spammers. Prevent spammers from harvesting email addresses in web based archives.
    • Preserving the integrity of community boundaries increases trust and reduces effort by community sponsors.
  • Bounce and autoresponder detection. Does not post to the list automatically generated responses such as system bounces or "absent" notices.
    • This is the kind of details that can really make a difference to the usefulness of a tool. When a list is large and these notices go to everyone, it can really turn off members. Any means of reducing the amount of extraneous mail (increasing the signal to noise ratio) increases the utility of the list and the satisfaction of its members.
  • Multiple moderators. Distinguish between list owner and moderator roles. Spread the roles across the community.
    • Management of a large list can be a very time-consuming job. Most methods of distributing the work across different members is usually worth the increased complexity.
  • No Mail/web based reading or temporary vacation stops. A tool that allows users to send a command to the mail server to temporarily stop message delivery without having to unsubscribe from the list.
    • Allows members to not get "backed up" if they are away from their email for an extended period.
  • Anti Spam Tools to Block emails/domains. Tools to reduce the infiltration of spam messages and harvesting of group member emails by spammers.
    • Preserving the integrity of community boundaries increases trust and reduces effort by community sponsors.
  • Moderation Options. List manager can decide if posts can go directly to the list members, or if he/she wants to review or reject them. Some systems have built in features to do this for new posters moderated, all moderated, none moderated.
    • Any means of reducing the amount of extraneous mail (increasing the signal to noise ratio) increases the utility of the list and the satisfaction of its members.
  • Auto replies/Auto messages. Standard messages for new members, leaving members, reminders of terms of service.
    • Balancing ease of joining a list with appropriate reminders in standard messages that are sent at designated points in time.
  • Ability to generate email from the web interface.
  • Archiving of posts on website. Make past content available to all, including new subscribers. Could be publically readable or password accessible just by members.
    • Gives new members access to earlier conversations that may have valuable content or help them understand group norms.
  • Searchable archives. Search by content of post, author, date.
    • Searching via a web interface or email commands makes the re-use of content feasible.
  • Sortable archives. Can sort archive by subject line, date, author to view in that configuration.
    • Encourages browsing and retrieval of earlier conversations where subject, date or author may provide cues to relevance.
  • Real Name support for members. Build member identity around names, not email addresses. Email addresses are frequently obscure and they are subject to change.
  • Statistics. Number of members, where they come from, monthly posting stats in terms of different posters, number of posts, size of posts, date/frequency
    • Adept use of administrative tools depends on having appropriate information about list traffic, participation, etc.

Other resources

Other tools

Examples

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