Mailing lists

Mailing lists are a good way to have a slower conversation compared to instant message platforms, plus they are easily accessible to most users as they simply involve using email, unlike Discord. In this guide we’ll go through the key steps to get started using Google Groups, however other platform options are available.

Before you start

• Set up a Google Account that will act as the administrator for your mailing list - this is to keep things separate from your personal email account, including for example if you get complaints around moderation.
• Decide the aim of your list - this is so you can focus discussion on relevant topics. Whilst can have something completely open you will likely encounter issues similar to large, open WhatsApp groups.
• Decide your moderation guidelines - you can add this alongside your welcome message and/or footer of every message sent to be clear on acceptable standards. For example:

This mailing list is run by volunteer activists for [insert aim]. This list is moderated on the basis of zero tolerance for harassment or discrimination - racism, sexism, homophobia, transphobia, ableism, zionism, classism, or other oppressive behaviours are unacceptable and will lead to your removal from this list

Set up Google Groups

Go to groups.google.com and select ‘Create Group’ Enter the group: name e.g. YP CityName email address e.g. yp-cityname description Click ‘Next’ then choose the following privacy settings: Who can search for the group: Group members Who can join the group: Anyone can ask Who can view conversations: Group owners Who can post: Group members Who can view members: Group managers You can optionally add group members on the final screen but it’s best to do this later. Click ‘Create Group’.

Configure the settings

The following suggested settings will configure your mailing list in such a way that when a member emails the list, the message is sent to all members of the list. It does not use more complex features like forums and web views, as the aim of this guide is to be focussed on email only.

On the menu, navigate to the group’s settings and you’ll find a long page of settings. The following suggestions flag only the relevant settings as you scroll down this page. You only need to change what we suggest.

• Welcome message - this is sent when you invite or directly add members, you might want to include a bit about your list and also the moderation statement.
• Who can join group - pick either ‘invited users only’ or ‘anyone on the web can ask’
• Who can contact group owners - group members
• Allow web posting - uncheck this box
• Conversation history - OFF
• Email options - subject prefix - e.g. [YP-CityName]
• Email footer - check ‘include a custom footer’ and add the moderation text
• Post replies to - all group members
• Conversation mode - OFF

Privacy

If configured as advised, members of the list will not be able to see the full list of members and associated email addresses. You should be clear however that when a member emails the list, their email address is revealed to all members.

If you list is just for announcements, you can change settings for posting by admins only.

Helping your members manage their inbox

In your settings you configured the subject line prefix e.g. [YP-CityName]. Every message will have that string in the subject line.

You can advise members to set up an email filter rule to search for the [YP-CityName] string in the subject line, so that their inboxes aren’t overloaded with messages.

Using the list

You can either directly add or invite members to your list. There may be limits on this as anti spam measures especially if you are using a free Google Account.

Members simply use the email address of the list to post messages!