Setting email posting permissions

Simplelists is designed to be flexible so that it will suit your needs exactly. You might want to send email newsletters to a list of customers with you alone being able to post to the list. Or, maybe you have a team of people who will all need to be able to send emails to your customers. Or, perhaps you would like to use your list for a private group discussion and you would like anyone on the list to be able to contribute. Whatever your needs, you can customise your list by setting posting permissions. In this short post, we explain how you do this.

Posting restrictions

Login and navigate ‘list settings’ in the left hand menu. Under the ‘Posting restrictions’ tab you will see the heading ‘posting permissions’ with three radio buttons next to it:

  • Allow anyone to send messages
  • Hold all messages for approval
  • Choose specific people who can send messages

If you select ‘Allow anyone to send messages’, this permits both members and non-members to send messages to your list without approval being necessary. As an alternative, you can choose to ‘Hold all messages for approval’.

Or, select ‘Choose specific people who can send messages’ to grant specific people permission to send messages to the list. With this third option, you can select all list members or provide the individual email addresses of those permitted to send messages to the list. Just enter their addresses in the box that appears when you select this option. This setting is useful for private group discussions as you can choose to have only specific people post to the list. This setting is also useful for email marketing and newsletters.

Email replies

When thinking about permissions, you may wish to consider where email replies are sent. Select the ‘Email customisation’ tab and, under the heading ‘List replies’, choose whether the reply is sent to the person who sent the original message (select ‘Replies go to poster of message’) or to the whole list (select ‘Replies go to list email addresses’). In this section you also have the option to strip attachments from the messages that are sent, truncate long messages to a set character limit, and add a message footer to be attached to all emails sent.

You can watch these instructions in a short video in a previous post on our blog.

Using your own domain with Simplelists

If you have a multiple list account, you can use your own domain to replace simplelists.com. In fact, you can add as many domains as you like, which means you can totally brand the system as your own. Combine using your own domain with branding your landing pages for truly professional results. This short post will explain how to use your own domain and, once you have done this, how to improve the deliverability of your emails.

Using your own domain

Set up your own domain

Setting up your own domain is easy. Log in to your Simplelists multiple list account, navigate to ‘General Settings’ in the left-hand menu and select the ‘Domains’ tab. Enter your domain name and click ‘Add’. In the list that follows, set your domain name as ‘primary’. You can then view your new email addresses on the ‘List members’ page in the left-hand menu.

Configure MX records

Once your domain name is added, you must configure its mail exchange records, using your web hosting control panel. Set the Primary MX record to ‘mx1.simplelists.com’ and the Secondary to ‘mx2.simplelists.com’. You can see instructions for how to do this using cPanel in this short video. Note that it can take up to 72 hours for the MX changes to come into effect, depending on your web hosting settings.

Make sure your emails are received

There are some simple steps that you can take to improve the deliverability of your emails. SPF records prevent spammers from sending messages with forged email addresses from your domain. DKIM records help to verify the sender and prove that a message has not been altered in transit.

If you are using your own domain, it is recommended that you add both of these DNS records to your domain. When logged into Simplelists with your multiple list account selected, navigate to ‘General Settings’ and the ‘Domains’ tab. Scroll down to find the details you’ll need to add the DNS records. You can then open your web hosting control panel and complete the required fields for the SPF and DKIM records. You can see instructions for how to do this using cPanel in this short video.

All of these instructions can be viewed in two short videos on a previous post on our blog.

Email archives

Archives are an easy way to keep a record of all emails that have been sent to your list. This can be very useful for groups that use Simplelists for private group discussion as new members can quickly become familiar with topics that have previously been covered. Everything that has been discussed can be seen and reviewed, like minutes of a meeting, and revisiting old topics can be streamlined by referencing the previous messages. In this short post, we tell you how to set up and personalise your email archive in Simplelists.

Group emails archives

Enable the archive

To enable email archives, simply log in, go to ‘Archive Settings’ (in the left-hand menu) and select ‘Enable archives’. You can also choose to show or hide email addresses, make archives private, or protect them with a password. When you have changed the settings, click ‘update’ to save your choices.

View the archive

To view your archive, simply go to the web address shown at the top of the ‘Archive Settings’ page. When you click on this link, you will see that each month’s emails can be viewed by date or by thread. Click on the ‘by date’ or ‘by thread’ links in the right-hand column to show the view you prefer. You can then browse to find emails that have been sent.

Personalise the archive

It is also possible to personalise your archives page by using your own logo instead of the Simplelists logo. Click on ‘General Settings’ in the left-hand menu and add the web address of the image in the ‘Custom image’ box. You can also learn more about personalising your landing pages and other Simplelists features in a previous post.

That’s all there is to setting up your email archive. Simple! You can view also these instructions in a short video in a previous post on our blog.

Daily digest summary emails

A daily digest summary is an email containing a compilation of new emails sent by members of a list. This can be a handy function to avoid clogging up members’ inboxes, reducing the number of emails they have to scan each day. To receive an email digest, members will need to opt to receive it. In this short post, we explain how to set up daily digest summaries with Simplelists.

Daily digest summary email

Pros and cons of email digests

Daily digest summaries can be useful for busy lists. Instead of receiving emails when they are posted, Simplelists list members can receive one email every 24 hours. This prevents members becoming inundated with emails when discussions are active and allows them to pick and choose which email discussions are more important for them to read, at a time that suits them.

It can sometimes be tricky to ensure optimum formatting of digest emails, when the original emails are pulled automatically into the digest. The digest needs to be appealing to read and easy to navigate. It can also be a challenge to decide which information should be included in the digest. Too much or too little information may have the same effect as being inundated with individual emails – members may simply delete it.

An easy-to-digest digest

To make sure digests are accessible and appealing to Simplelists list members, most formatting is stripped from the emails, in order to create a clean, easy to follow summary. A link is included for each message, which allows members to reply back to the list. If archives are enabled, links to attachments and the original emails are contained in the digest.

Enabling digest summaries

Enabling daily digest summaries is very easy. Log in and navigate to list members in the left hand menu. In the Address Book, you can see which members receive summaries and which don’t – a cross or a tick will appear next to their name in the ‘Digest format’ column. To enable daily digest summaries for specific members, edit their details by ticking the checkbox next to their name and selecting ‘Edit’. On the Edit Members screen, you can then check the ‘Digest’ box and then ‘Update’ to ensure that they receive it (a green tick should now show next to their name when you return to the Address Book).

When adding members to your list in bulk, you can set all members to receive digest summaries. Click on ‘Add many’ in the Address Book and then add your members’ details. Before clicking ‘Add Addresses’, make sure you have checked the ‘Set added members to receive daily digest email’ box on the left.

You can watch a demo of enabling daily digest summary emails in this short video.

Setting up multiple lists with Simplelists

Sometimes, you need more than one email list. You may need separate lists for different businesses, groups or organisations, or different lists for groups within your organisation. For example, one list for employees and another for managers, or individual lists for different topics, such as one list for marketing and another for discussion. In this short post, we tell you how to set up multiple lists using Simplelists (or watch a short video if you prefer).

Multiple email lists

Getting started

It is very straightforward to set up multiple lists. Simply go to simplelists.com, navigate to Products, select the blue ‘Sign up free for a multiple list’ arrow and fill in your details. You’ll have the option to choose a subdomain for your list (if you own your own domain, you’ll be able to add this later). There is a free, one-month trial for multiple lists so that you can try before you buy.

Managing the lists

To manage your multiple lists, simply log in using your simplelists username and password and select your multiple lists account from the ‘Account’ drop-down menu on the top right of the screen. On the next screen, verifying your account enables you to add members to your lists without needing them to confirm their email address (although you can still use the confirmation functionality to check that emails are valid). Simply enter the details of your organisation, what your list is used for, and how you obtained the emails (you can read another post about the rules around how people can opt-in to receiving your emails). Once you have done this, you can create a list by navigating to ‘manage lists’ in the left-hand menu, type in the name of the list, and click ‘Create’. This is where you could create a number of lists for your different groups (e.g. managers, employees and customers).

Adding members to your lists

Once you have created the lists, you can add some members. Select the address book from the left-hand navigation and choose to add members individually, in bulk, or by uploading a .csv file. If you choose to add them individually, you can enter their details and their email address and then select which list they will belong to. You can also add notes about the members if you wish. 

To view the members of your list, select ‘list members’ from the left-hand menu. The email address for your list can be seen at the top of this page. It is possible to use your own domain name for this email address and we will show you how to do this in an upcoming blog post, or you can view a short video that explains what to do).

Letting others manage your Simplelists account

It is possible to allow other people to manage your Simplelists account. This useful feature enables you to delegate management of your email lists, share the workload and save time. You can set permissions for each new user and you don’t have to give all users full control over your account. For example, a user can be allowed to approve messages and manage list members, but prevented from changing account settings. The ability to add delegated users means you’ll never need to share login details, which helps keep your account secure. New users can be added at any time, enabling easy expansion of your email management system as your organisation or business grows. If you’re making use of the Simplelists API, you can also add API users to your account. They can be added with either ‘read only’ or ‘full’ permissions.

Add users to account

Adding a delegated user

To add a new user, simply log in to your Simplelists account area and click on your username in the top right hand corner. A drop-down menu with a list of options will appear. Select ‘Manage Users’. On the Manage users screen, select ‘Add a delegated user’ and add a name and email address. It is important to use the correct email address as confirmation will automatically be sent to this address. You can edit the user permissions at this stage, by checking the relevant boxes. You can choose from one or more of:

  • Account administrator (allowed to add other users)
  • Allow user to manage list members
  • Allow user to approve messages
  • Allow user to manage settings

Then, click ‘Create user’ to complete the process. You will see the new user on the ‘Manage users’ page.

Adding an API user

To add an API, return to the ‘Manage users’ page (select from the drop-down menu by clicking on your username at the top right of the screen). This time, select ‘Add an API user’. Enter the username and password. You can leave the password box empty to leave this unchanged. Then, select whether the user is to have ‘read’ or ‘write’ permissions (check the box ‘user has write permissions’ if you wish the user to be able to change data in your account – leave it unticked for read only access). Select ‘Create user’. The API user will then appear in the list of users on the ‘Manage users’ screen.

That’s all there is to adding new users to your account. Simple!

You can watch these instructions in a short video in this post on our blog. The video also includes some screenshots to take you through the process.

For additional support, visit the support page on our website.

Using email aliases

Email addresses can be difficult to remember, resulting in mistakes when people send you an email. An alias can be used to make a straightforward replacement for a long or hard-to-remember address. An alias can also be used to forward messages sent to the alias on to another specified email address or group of addresses.

Email aliases

In simplelists, it is easy to use aliases as an effective way of grouping lists together. They can be a big time saver if you want to send a message to several lists. Here’s how to do it.

Send to more than one list

In practice, you simply send the message to the alias’ email address and it is sent to all the lists. You can also include normal email addresses within an alias – the message will be sent to them too.

Step-by-step

Creating an alias is easy. Login and select a multiple list account. Navigate to the aliases page and select ‘Click here to add a new alias’.

aliases_blog_1

Choose an email address for the alias. Note that, by default, the email address ends in your simplelists domain. Enter the email address(es) of the lists you want the alias to be forwarded to. In the screenshot below, we have added three lists: customers, employees and managers. A normal email address is also included. Click ‘Update’ to complete the process.

aliases_blog_2

Editing an alias

You can edit the alias details by selecting the one you wish to edit on the ‘aliases’ page under ‘Your current aliases’.

Some things to be aware of

It is important to know that, when using an email alias, it can sometimes be the case that it is harder for email recipients to know where the email has come from, especially if they have not received an email from the alias address previously. You should therefore make sure that it is still clear who the sender is and how they can ‘opt-out’ of receiving similar messages in the future, if they wish (read our earlier posts on good email etiquette and what information you can include in the email footer).

If the recipient has not received an email from the alias address before, it is also important to be aware that spam filters may be more sensitive to these emails than those sent to your familiar member list address(es). Another one of our posts on making sure your emails don’t get sent to the spam folder will help to avoid this happening.

These minor issues aside, it is also interesting to know that you can use an alias to reduce the chances of your data being compromised. By using a hard-to-guess alias as a password recovery address for your many online accounts, it can be more difficult for hackers to compromise your data.