| Accessing your mailbox |
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Basics |
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go to http://mail.yourdomain.com:90. We
suggest web console, it's faster!
Select
Web Console or Java Console |
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Web Console |
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If your privilege level is Domain or higher, then you will be presented with the Domain General page.
The Domain General page has four tabs: General, Synonyms, Mailboxes and Mail Lists. You can use
these four domain tabs to manage the properties of these objects in the domain. |
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If your privilege level is None then you will be presented with the Mailbox General page when you log
on. This page allows you to change the properties of an individual mailbox. It contains four tabbed pages
called General, Auto Reply, Business and Home. If you log on with privilege level None then you will see a fifth tabbed page: Mail lists. This page
contains all the mail lists for which you are a moderator. This page corresponds to the Domain Mail
Lists page discussed above. You can select a mail list name from the list, and click on the Edit button
to get the mail list page, or on the Moderate button to get the Pending page for the list. |
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Domain Mailboxes Page |
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Click on the Mailboxes tab to manage mailboxes in this domain:
You can use this page to add, delete and modify mailboxes in this domain.
To create a mailbox, enter a name in the Name field, select the type of mailbox to create from the
Mailbox type list and click the Add button. A Report Page will be displayed describing the
success or failure of the operation. |
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To delete a Mailbox, select its name in the list and click on the Delete button. A Confirm Page will
be displayed describing the operation with OK and Cancel links. To modify a mailbox, select its name from the list and click the Edit button. After the server has
authorized the operation you will be presented with the properties page for this mailbox. |
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Domain Mail Lists Page |
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Click on the Mail Lists tab to manage mail lists in this domain:
You can use this page to add, delete and modify mail lists in this domain.
To create a mail list, enter a name in the Name field, select the type of mail list to create from the
Maillist type list and click the Add button. A Report Page will be displayed describing the
success or failure of the operation. |
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To delete a Mail List, select its name in the list and click on the Delete button. A Confirm Page will
be displayed describing the operation with OK and Cancel links. To modify a mail list, select its name from the list and click the Edit button. You will be presented
with the properties page for this mail list. |
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To moderate a mail list, select its name from the list and click the Moderate button. You will be
presented with the Pending page for this mail list. Refer to the section on List Moderation for more
information. |
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List Moderation |
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Content Moderation is a feature that allows mail list moderators to approve or reject all messages sent
to a mail list. To enable this feature, select the Moderator controls content. When a new message arrives at the server, it will be checked to see if its author may post to the list. Ifthe author does not have posting permission (for instance, if he is not a member of the mail list and the
mail list is set to disallow posting by non-members), the message will be returned to the author with an
appropriate rejection message. If the author does have permission, delivery processing depends on
whether content moderation is enabled for the list. If content moderation is enabled, then the message will be placed in the pending directory for that
list. If content moderation is not enabled, then the message is placed directly into the mail list
directory.List messages will remain in the pending directory until one of the mail list moderators logs on to the
List Moderation page from a web browser and reviews pending messages. Messages may be reviewed
and rejected, accepted, or discarded where appropriate. |
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List messages will remain in the pending directory until one of the mail list moderators logs on to the
List Moderation page from a web browser and reviews pending messages. Messages may be reviewed
and rejected, accepted, or discarded where appropriate. |
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Pending Page |
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This page contains a list of all the pending messages for the mail list. Each line represents an
individual message. The author, subject, date and size of the message can all be seen at a glance. Note
that there will be no pending messages unless the Content Moderation option is checked in the
Mail List General page.
There are three types of links on this page:
The Refresh link will provide an updated list of pending messages.
The Log off link will finish the moderation process for this list.
The Moderate link beside each of the messages will display a review page for that message.
This allows the moderator to accept or reject the message. |
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Review Page |
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The review page allows you to review an individual list message:
There are four actions that can be taken with a pending message. The action is taken by selecting one
of the four radio buttons in the top corner. |
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Defer |
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This will do nothing with the message, leaving it in the pending directory and returning you to the
pending messages page. |
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Discard |
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This will delete a message outright, removing it from the pending directory and stopping it from
being sent to the mail list. No indication of its fate will be sent to the message originator. There is no
way to recover a message that has been discarded. |
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Accept |
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This places the message in the list directory as a MSG file, which will result in the message being sent
out to the members of the mail list. |
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Reject |
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This will stop the message from being sent to the mail list and provides the moderator with the ability
to return comments and the original message to the sender. You can enter comments on why the
message was rejected in the Reject Reason text area. You can enter the address to which the
rejection message should be sent in the Send Rejection Message To text box. |
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Full Headers |
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If you wish to see the complete headers of the message then select the Full headers button. Once
clicked, this button becomes a Partial headers button toreturn totheFrom:, Subject and
Date headers. Note that this function is only available to browsers that support JavaScript. If
JavaScript is not available then the full headers will be displayed. |
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The remaining two links on the page allow you to log off the session and return to the pending
messages page. Both these options have no effect on the current message. It will stay pending until it
is discarded, accepted or rejected. |
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Confirm Page |
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The Confirm Page is displayed before any object is deleted.The Confirm Page describes the action that has been requested and has
two links to OK or Cancel theaction. Click on OK to complete the action. |
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Report Page |
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The Report Page displays the result of an operation.
After you have performed an update operation a Report Page will describe the
success or failure of each of the changes requested. The page contains at most four links to the server, domain and mailbox
pages and a log off link. Your privilege level and the current state of the Web Console session
determine which links are available. |
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JAVA CONSOLE |
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Mail server |
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The Mail server field identifies the target host. When running as an applet within a browser window,
this field cannot be changed. It identifies the name of the MailSite host that served the applet to the
browser |
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User name |
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Enter a mailbox name using the format mailbox@domain. The domain portion is optional and if
omitted implies the default domain. The User password is required for authentication. |
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Logon |
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Select the Logon button to initiate the connection to the remote host and subsequent authentication
exchange. During the Logon process you are granted administrative privilege at one of
two levels:
None gives a user access to manage only their own mailbox and the mail lists in their domain
which they moderate
Domain gives a user access to manage any mailbox or mail list within their domain, subject
to certain constraints |
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| Catchall Mail Boxes |
| The mailbox name catchall is special. If the catchall mailbox exists in the virtual domain
abc.com, then incoming mail addressed to a non-existent mailbox, such as
unknown@abc.com,will instead be delivered to the catchall@abc.com mailbox. |
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| Automatic Reply Facility |
| You can configure MailSite to automatically reply to incoming messages for a specific mailbox. The
Auto Reply feature is set up on an individual mailbox basis. To set up the auto reply feature for a
particular mailbox, invoke the Properties form by double clicking on the appropriate icon in the
Mailbox folder in the MailSite Console. |
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You may wish to setup a mailbox for receiving sales inquiries for your corporation. For instance,
you can create a sales mailbox and configure MailSite to send an automatic reply that
acknowledges receipt of the message and forwards the message to the appropriate destination. |
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You may wish to setup special mail handling for a former employee. For instance, you can
configure MailSite to automatically reply to all messages for that employee with a new message
with a forwarding address explaining that the person is no longer employed with your company.
You can also configure MailSite to automatically forward the messages to the former employee’s
new address. |
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A user who is on vacation may wish to automatically reply to new mail with a message explaining
that she is on vacation and when she will return. |
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Here are some detailed examples of these scenarios: |
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Former Employee |
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Enter the text of the reply in the Message field on the Mailbox AutoReply form:
Ms Smith has left the ABC organization. Her new address is smith@xyz.com. Please do not send further
correspondence to smith@abc.com.
Select Echo Message to repeat the original message in the replied message. You should select to
Reply Just Once to prevent mail bouncing off a mail list server. Enter
postmaster@abc.com in the Reply From field. You should also enter Ms Smith's new address
in the Forward To field and select Don't Deliver to this mailbox. |
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Vacation |
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Enter the text of the vacation reply in the Message field on the Mailbox AutoReply form:
Thanks for your mail. This is an automatic reply. I'm on vacation until 13 July, and will attend to your
message then. You can send me more mail, and you won’t get a second copy of this message.
Select Echo Message to repeat the original message in the reply message. You should select to
Reply Just Once to ensure that each sender just gets one vacation message. Make sure that you
do not have a Forward To address. |
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Automatic Forwarding |
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You can configure MailSite to automatically forward messages arriving for a specific mailbox. You
can forward messages to one or more addresses by separating each address with a comma.
Automatic Forwarding can be useful in a variety of circumstances.
For example: |
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Sales Inquiries |
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You can create a sales mailbox for prospects to use when inquiring about your products and prices.
Set the Forward To field in the Properties form to forward all incoming mail messages to the
employee in your company that deals with these inquiries. You have the option of discarding the
original message after it has been forwarded, or selecting to deliver the message to the sales mailbox.
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| Mail Lists |
| Mail Lists allow messages to be easily distributed to groups of users. By using a mail list, you can
broadcast a message to all members of the list by sending it to a single e-mail address. This is useful in
a number of scenarios, such as: |
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Broadcasting a news letter to subscription list |
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Hosting an e-mail based discussion forum. |
| MailSite includes an integrated mail list processor to provide this capability. |
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Types |
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Registry List |
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Registry Lists store list membership in the NT registry. You can add and remove
members through the console or by SUBSCRIBING and UNSUBSCRIBING. Text File Lists store list membership in a text file. You can add and remove members
through the console or by SUBSCRIBING and UNSUBSCRIBING, or by editing the text file
directly. Use this type of list if you want greater flexibility in changing list membership. |
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Database List |
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Database Lists read list membership from a table or view in an ODBC database. You
must maintain list membership with your database program outside of MailSite. Use this type
of list if you want to include membership information from an existing database. This is also
the ideal list type if you want to create a web-based tool for subscribing and unsubscribing
users from lists. |
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How Mail Lists Work |
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When MailSite receives a message it checks the domain name component in the To: address.
It checks the list names to see if a list with a matching name exists. If so,
the message is temporarily delivered to that list directory. Note that if a mailbox has the same name as a mail list, messages will be sent to the mailbox and not to
the mail list. |
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MailSite will explode messages delivered to the mail lists by sending them onward to all list members.
It handles messages delivered to -request directories by parsing them for commands and creating a
journal file that it then returns to the sender. |
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Mail List Tasks |
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Creating a Mail List |
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Use the Mail Lists Folder in the Console program to create a new mail list in a specific domain.
Messages addressed list@host.domain.com will be sent to members of this new mail list. |
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Joining a Mail List |
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Anyone can join a MailSite mail list. To join a list called info, send a message to info-request@host.domain.com containing:
SUBSCRIBE or JOIN as the first and only line in the message body. MailSite will respond with a message indicating success
or failure. |
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If a list is moderated and Moderator Control Join is enabled, any SUBSCRIBE request will
be forwarded to the moderator. The moderator can determine whether the subscription request should
be permitted, and if so can add the address to the list of members. |
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Leaving a Mail List |
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Leaving a list is similar to joining a list. To leave a list called info, send a mail message to info-request@host.domain.com containing:
UNSUBSCRIBE or LEAVE as the first and only line in the message body. |
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If a list is moderated and Moderator Control
Leave is enabled, any UNSUBSCRIBE request will be forwarded to the moderator. The
moderator can determine whether the unsubscription request should be permitted, and if so can remove the address
manually. |
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If you have changed your mail address, and wish to unsubscribe your old address subscribing your new
address, then include a Reply-to: oldname@old.domain.com header in your mail message.
oldname@old.domain.com will be removed from the list (but the response to your command will
be sent to that old address). |
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Removing a Mail List |
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To remove a mail list, use the Delete button in the Mail Lists Folder of the MailSite Console. |
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Creating a Digest List |
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Suppose you've created a popular mailing list called cars, which receives 10 or 20 messages per day.
There may be people who would like to subscribe to the list, but don't want to receive every message
the moment it is sent. You can set up a digest mail list (in this case,
cars-digest) which accumulates all the messages received in one day and sends them in a single message.
With MailSite, you create a digest mailing list that is associated with an existing MailSite mailing list.
To do this, select the Mail List folder in the Console. Select the domain containing the list you want to
create a digest for, and use the normal list-creation mechanism to create a new mailing list. Assign the
same name as the existing list with the word -digest appended to it. So if you want to create a digest
list for an existing list called discuss, create a new list called
discuss-digest. The-digest postfix tells MailSite to treat the list specially. |
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As far as the mail list subscriber is concerned, the digest list can be subscribed to and unsubscribed
from just like other mailing lists. For instance, to subscribe, the user would send a JOIN command to
discuss-digest-request@myco.com. Note that a digest mailing list must be in the same
domain as the list that it digests. |
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You cannot submit messages to the digest list. Any attempt to do so will result in a non-delivery
message being returned. Messages must be submitted to the main list mailto:discuss@myco.com.
When you open the properties for a digest list in the Console, you will find that there is an extra page
called Digest. You can use this page to control the extra properties of the digest list.
In the List General Page, you will find that the fields relating to list moderation have been disabled.
This is because list moderation is not necessary for digests. |
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Also in the List General Page, the function of the Maximum message size field is slightly
different for digest lists. If this is non-zero, then messages will be accumulated until the maximum size
is reached, or the normal digest accumulation period is reached (whichever is sooner).
If a mail list has a digest, you can use the Members and digesters radio button to specify that
members of the list itself and members of the digest list may both submit messages to the list. |
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Commands understood by the mail list processor are as follows. |
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HELP Replies with a help message |
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JOIN [listname] [address] Subscribe to mailing list |
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LEAVE [listname] [address] Unsubscribe from mailing list |
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STOP Stop processing commands (e.g. to avoid processing a signature) |
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SUBSCRIBE [listname] [address] Subscribe to mailing list |
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UNSUBSCRIBE [listname] [address] Unsubscribe from mailing list |
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REVIEW Request a membership listing |
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List Processor Examples |
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Here are some example extended JOIN and LEAVE commands. Note that SUBSCRIBE and
UNSUBSCRIBE are synonyms for JOIN and LEAVE.
JOIN thelist "John Smith" jsmith@myco.co.uk
LEAVE thelist smith@domain.com (Joe Smith)
SUBSCRIBE thelist Jane Doe <janed@super-isp.net>
UNSUBSCRIBE thelist peter@my-university.edu |
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List Agent |
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A message to a mailing list (or to a mail list's -request address) may be pre-processed by an external
program before being acted upon by MailSite. The external program must be a command-line program
or a batch file. It must not be an interactive program (i.e. requiring user keyboard input), nor may it be
a Windows program. It must be efficient and must terminate reasonably quickly, since MailSite will not
process any other list messages while it is running. Mailbox agents can be used to implement a wide range of features.
Some examples are: |
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A program that filters LEAVE and UNSUBSCRIBE messages
A program that checks a mail message for offensive language
A program that provides additional mail list processor commands
A program that implements additional mail loop prevention techniques |
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Mail List Content Moderation |
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Content Moderation is a feature that allows mail list moderators to approve or reject messages sent to a
mail list. This level of list administration requires that the user have an account in a local domain. To
enable this feature, select the Moderator controls content feature in the List General Page.
When a new mail list message arrives to MailSite, it will first be checked to see if its author may post to
the list. If the author does not have posting permission (e.g. if he is not a member of the mail list and
the mail list is set to disallow posting by non-members), the message will be returned to the author with
an appropriate rejection message. If the author does have permission, delivery processing depends on
whether content moderation is enabled for the list. |
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If content moderation is enabled, then the message will be placed in the pending directory for that
list. If content moderation is not enabled, then the message is placed directly into the mail list
directory. List messages will remain in the pending directory until one of the mail list moderators
logs in to the Web Console and select the Review page to review pending messages. Messages may be
reviewed, and rejected, accepted or discarded where appropriate.
Refer to the section on theWeb Console for more
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Archiving List Messages |
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Messages sent to a mail list can be archived in HTML format so that they can be read through a web
browser. Use the Web Archive mail list property page to enable this feature. When viewing a mail list
archive, users can sort messages by sender, subject, date, or message thread |
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