Your Settings

1. Page Guides
2. About Shared Settings
3. Frequently Asked Questions

1.1. Settings Home/List

The Settings main page presents the most commonly changed options for your list type. For more details on the settings it contains, see the Getting Started guide on settings.

The Settings listing shows (virtually) all the options available for your list type, and links you to the section where you can edit it.

Don't see what you're looking for? If you are experiencing a problem, or have a situation you wish we could handle, please talk to Customer Service. We may have an option that could help you.

1.2. Account Settings

Account Settings affect all the lists in a billing group, and can only be edited by (and visible to) Account Administrators. As it is not list-specific settings, you will find the link for it in the Account section, as "Billing Address & Settings". If you are not an account administrator, and need to edit one of the settings on this page, please check the Administrators page to see who to contact.

"All-List Opt Out" screenshot

All-List Opt Out determines whether unsubscribe requests should be handled on a list-by-list basis, or if it should unsubscribe the requesting address from all lists on your account. If you are doing email marketing, and build different lists for each campaign, or your lists are only used to send one or a few messages, selecting Account-Wide is a better choice. If your account has lists with little overlap between subscribers, or very distinct topics, and are long-running, with messages sent at least once a month, then List-by-list is a better choice.

About Your Organization should be kept up-to-date with your organization name and address. This address should match the billing address on the credit card you use to pay for Listbox.

Invoice Recipients should specify the email address where email invoices are sent. By default, this will be the email address of the person who set up the account, but it can be changed at any time.

1.3. About This List

About This List controls the most basic list options.

Every list has two basic identifiers: a List Name and a List ID.

Your List Name is for humans.  It should be a word or short phrase that clearly identifies your list to its subscribers. For instance, a reunion announcement list might have the name "Class of '74 25th Reunion". A hotel might use "Bolingbroke Inn Special Offers".

Listbox will use the List Name in system messages, like subscription and unsubscription confirmations. You can also choose to have it displayed in the footer of your message, next to the Unsubscribe / Modify your Subscription link required in every email.

Your List ID is like a username: a short login name for your list. For instance, you might use "classof74" or "bolingbroke". If you permit messages to be sent to your list via email, your list's email address will be the ID @listbox.com, like classof74@listbox.com.

Lists which accept messages via email (discussion forums, or marketing/newsletter lists that are composer + email) will also see their list email address displayed. If you would like your list email address to be at a domain or subdomain you control, find out more about adding a custom domain to your account. 

List Status displays when your list was created, and allows you to deactivate it (or reactivate it.)

 

1.4. Administrators

 Administrators shows all the Account Administrators, Listowners and Moderators for the list you are viewing. It also shows a chart of the features each one of those administrators can access.

Account Administrators have full access privileges on all lists on an account. They are the only administrators with access to the billing records for an account, and they are the only ones who can create new lists. They can also determine whether a list uses shared settings or not. If a list uses shared settings, they are the only ones who can modify the shared settings.

Listowners can modify individual list settings, add, remove and edit subscribers, and send mail to the list.

Moderators can use the composer to send mail, and approve messages held for review.

Members are subscribers without any special privileges.

To add a new administrator, just enter the email address of the person you are adding, and choose their access level. Only Account Administrators can add new Account Administrators.

To change the administration level for an existing admin, just click the label for the level they should be moved to.

To remove all administrative privileges for an admin, select the "Member" label.

1.5. Message Format

We occasionally modify the Formatting settings you set up, to ensure best results. Find out why.

Message Format lets you make changes to messages submitted to your List ID @listbox.com, before distributing them to your subscribers. If your marketing or newsletter allows messages from the Composer Only, you won't see this page -- you can change all your formatting in the Listbox Composer.

To: is an available option for discussion lists only. You may choose the message recipient (which can improve deliverability) or the list email address (which can make it easier for subscribers to filter it.) Either option can be preferable.

From: should almost always be set to "The Message Sender". However, if you are sending a marketing message, and your email program isn't sending mail from a name or address your customers will recognize, you may want to change it to "Other", and specify a name and email address that might be more recognizable, like your company name and your sales or customer service email address. In very limited circumstances, a discussion list may prefer to have messages come From: the list address, but it effectively hides who sent the message, so it can make having a discussion nearly impossible.

Reply-To specifies what should happen when someone hits "Reply" to your list message in their email progam.

If you're running a discussion forum, this is usually set to either "List Name", if everyone on the list should get a copy of replies, or "The Message Sender", if your forum is one where responses should usually be directed only to the person who sent the original message.

If you're sending email marketing, you will probably want to select either "The List Owners", if you and all the other administrators should get a copy of the message, "The Message Sender", if replies should go to the address where the message came from, or "Other", if you'd prefer to specify your company's sales, customer service or marketing address, or another alternate address.

If you regularly receive many responses to your messages, and you want to provide further information, you may also want to choose "Autoreply Address". You can set up an automatic response that we will send to everyone who replies to your list message. In that message, you can provide the additional information.

If you aren't sure what Reply-To address is right for you, contact Customer Support with your situation, and we'd be happy to help figure out what option is best for you!

Subject: will add a prefix to the beginning of any message you send to the list, like a tag. If you run a high-volume list, or a discussion forum, this tag can be useful so your subscribers can quickly identify your messages in their Inbox. Lower-volume lists should not need to use it.

Because the prefix is added at the beginning of the subject, it should be both short and clearly not part of the actual subject. We recommend using your List ID in brackets, like [classof74].

Message Footer Text is appended to the end of every list message. You can type custom text into the text box, and specify which links Listbox includes using the checkboxes.

Message Footer settings screenshot

Your message footer must contain a way for subscribers to leave your list. At least one of the "Unsubscribe Now" (which removes subscribers immediately) or the "Modify Your Subscription" (which allows subscribers to update their email address, change their list settings or unsubscribe) links must be included in all Listbox mail. You may include both, if you like.

If you send commercial email, like email advertising services, products or businesses, or promoting events that will cost money, the 2003 CAN-SPAM Act requires that your business address and telephone number also appear in the footer of your message.

In addition to this required information, your message footer is an excellent place to put links to your own website, information about your organization, and frequency of your list messages. For instance, Bob's BBQ Shack might have the following footer:

BBQ News is a bi-weekly newsletter from Bob's BBQ Shack, with news, upcoming specials and coupons! Forward to a friend, or have them subscribe today.

Bob's BBQ Shack, 100 W. 173rd St., Houston, TX 12345 | Place your order online or call us at 215-123-4567!

BBQ News | Modify Your Subscription | Unsubscribe Now

If you are running a discussion forum, you may also want to include a privacy policy or request that people not redistribute your message.

1.6. List Policies for Newsletter & Email Marketing Lists

Your list policies determine which options your list supports. You can designate a list to "share" its basic policies, which means it will use the settings you've created as Shared Settings, or they can be set on an individual list basis. Find out more about Shared Settings

Message Policies 

Open/Click Tracking lets us keep track of user engagement. By default, it is active. (Note: this tracking is never used on plain text messages, as the URL rewriting it requires is disorienting to list subscribers.)

Safe Mode, available only to lists that use Composer + Email, lets you test messages you're sending via email. By default, it is inactive.

How will messages be sent to the list? sets the basic posting policies for your list. Most lists should choose "Listbox Composer Only". If administrators should be able to send messages from their email program (like Outlook or Mac Mail) to the list, select "Composer + Email". Get more information on each of these options.

Member Policies

Subscriber Policy determines if people need your approval to be added to the list. For most lists, you should set your subscriber policy to "Anyone can join". However, if your list discusses a sensitive topic, if you charge people to be members of your list, if you want to ask new subscribers questions before they join, or you have any other restrictions on who can receive your mail, you may prefer to select "Send requests to listowners for approval".

This option only affects subscriptions that come from the HTML subscription form we provide. As a logged-in account administrator, You can always add new subscribers to your list using the importer or the Quick Add/Remove box on the Subscribers page.

Subscriber Archives make old messages available on the web to your subscribers (archived messages are always available for list admins.) We recommend "Don't Keep Archives For This List" if your list sends email marketing. Get more details on Archive options.

Digest Subscriptions let subscribers choose a single compilation of all list messages (per day or per week.) By default, digests are  not offered for email marketing and newsletter lists. If you send newsletters, and frequently post more than once a day, you may wish to offer digests.  Digests are almost never appropriate for email marketing lists.

1.7. List Policies for Discussion Forums

Your list policies determine which options your list supports. You can designate a list to "share" its basic policies, which means it will use the settings you've created as Shared Settings, or they can be set on an individual list basis. Find out more about Shared Settings

Message Policies 

Click Tracking and Safe Mode screenshot

Open/Click Tracking lets us keep track of user engagement. By default, it is active. (Note: this tracking is never used on plain text messages, as the URL rewriting it requires is disorienting to list subscribers.)

Safe Mode allows you to send test messages via email (the composer has its own built-in method for sending test messages.) This setting is meant to be switched to "Safe" during a test period, then returned to "Normal".

How will messages be sent to the list? sets the basic posting policies for your list. Discussion forums should always be set to "All Subscribers can send email". 

Message Moderation lets you choose to have all list messages sent to your list administrators for approval before distribution to your subscribers. We generally recommend "do not moderate". However, if your list has more than 200 subscribers or you're discussing sensitive topics where a review of the message pre-distribution would be appropriate, you may prefer to moderate. Turning on moderation if there has recently been an argument or flurry of messages on the list can also be a good way to keep the peace, and slow the traffic for a few days. If your discussion forum has more than 500 subscribers, moderation is required.

Mail from Non-Subscribers is set, by default, to discard messages from addresses who are not subscribed to your list, because nearly all of it will end up being spam. If your list subscribers tend to reply to messages from addresses other than the ones they used to subscribe or CC non-members who also respond to the list, you may wish to switch this to "Replies to list messages are held; otherwise, discard it". If making sure no potential list messages are lost is very important to you, "Hold it for review" is the appropriate setting to use.

Member Policies

Member policies screenshot

Subscriber Policy determines if people need your approval to be added to the list. For most lists, you should set your subscriber policy to Anyone can join. However, if your list discusses a sensitive topic, if you charge people to be members of your list, if you want to ask new subscribers questions before they join, or you have any other restrictions on who can receive your mail, you may prefer to select Send requests to listowners for approval.

This option only affects subscriptions that come from the HTML subscription form we provide. As a logged-in account administrator, You can always add new subscribers to your list using the importer or the Quick Add/Remove box on the Subscribers page.

We can also send you an email when someone joins the list. We recommend leaving this off; a weekly report that includes new subscribers is also sent. However, if you like to keep a close eye on your membership, you may want to turn this on.

Subscriber Archives make old messages available on the web to your subscribers. We recommend selecting "Keep Private Archives" if your list is a discussion forum, or "Don't Keep Archives For This List" if your list discusses sensitive or private information. Public archives are appropriate for lists that are considered reference or resource material accessed  by a larger community than just list members. Get more details on Archive options.

Digest Subscriptions let subscribers choose a single compilation of all list messages (per day or per week.) By default, digests are offered to subscribers of discussion forums. If your discussion forum posts less than once per day, you may wish to remove the digest option. Lists that receive a large volume of mail (more than 20 messages a day) may wish to recommend digest subscriptions for their members.

Subscriber Content Restrictions

Posting Restrictions lets you limit messages by content. Messages sent by subscribers which violate these policies will be sent to you for review. If your non-subscriber policy is set to hold, it will cause mail from non-subscribers to be trashed. For most discussion forums, you will not need any of these settings.

Message Attachments is set, by default, to block executable attachments, because they can contain viruses. If your subscribers are sensitive to attachments in general, though, you can switch this to "block any attachments".

Out-of-office / Unsubscribe Messages is set, by default, to block out-of-office or unsubscribe requests. We never recommend turning this off, but you can.

Maximum message size is set, by default, to the Listbox maximum. You may reduce this size if your subscribers are sensitive to receiving lots of attachments.  The Listbox maximum is based on the number of subscribers on your list.  Lists with 100 or fewer subscribers may send messages up to 10MB in size.  Lists with 500 or fewer subscribers may send messages up to 5MB in size.  Lists with more than 500 subscribers may send messages up to 2MB in size, or a total of 15GB of traffic per message, whichever is lower.

Prohibited Words can allow you to flag content that is contentious to your subscribers.

1.8. System Messages

System Messages are email messages we send automatically when you or your subscribers take an action, or a list message requires notification. They can be customized, but do not need to be. 

 You will most likely only want to update one system message: the New Subscriber Welcome. If you use the features they affect, you may also want to customize the Subscriber Invitation, the Message Digest, and the Message Reply Autoreponse.

The other system messages fall into two groups, Admin Notification messages and Subscriber Confirm messages. They are generally very brief, and rarely require changes by admins.

Admin Notification messages are sent only to you or other list administrators.

Subscriber Confirm messages are sent to list subscribers when actions are taken that affect their subscriptions.

About Custom Fields

Elements you see in square brackets and all caps (like [LISTREALNAME]) are customized content. Some elements are customized from your list's settings (like your List Name.) Some elements are customized per-subscriber (like the URLs.) You can insert existing custom fields using the Keywords menu in the editor.

You can create your own custom fields, which will appear as [INFO_FIELDNAME].

The system custom fields are:

[SUBSCRIBE_URL] the URL to join the list
[KIT_SUBJECT] the subject of the system message
[UNSUBSCRIBE_URL] the URL to leave the list
[LISTNAMEHOST] the list email address/ID
[USER COCKPIT] the member login URL, where subscribers can go to change their settings
[LISTREALNAME] the text list name from About Your List
[MEMBER_NAME] the full name (if known) of the subscriber receiving the message
[MEMBER_EMAIL] the email address of the subscriber receiving the message

 


2.1. Using Shared Settings

Shared Settings are a great way to make sure that all the lists on your account behave the same way. Because Shared Settings can affect many lists on an account, they can only be activated, deactivated and edited by Account Administrators. (Listowners can view the settings for a list that uses shared settings, but cannot change them.)

To activate Shared Settings, go to List Policies for any list on your account. (Select one whose existing settings are closest to the ones you would like all your shared lists to use.) Click the Shared Settings button at the top of the page.

Shared Settings toggle screenshot

You should now see an alert at the top of the page saying "This list uses shared settings. Changes must be made by editing Shared Settings." Clicking on this will allow you to set up the settings that all lists who you switch to Shared Settings will use. Make sure these are set up the way you want them before you start switching more lists to Shared Settings! Which settings won't be shared?

To switch more lists to Shared Settings, click the listname at the top of the page, switch to another list, and click the Shared Settings button for that list.

List picker screenshot

If you have a list that needs to have different settings than the ones you are using as your Shared Settings, just keep their "Share Settings With Other Lists" set to "Individual List Settings". Why wouldn't a list use shared settings?

2.2. If a list uses shared settings, which settings AREN'T shared?

When a list is using shared settings, there are still a few settings that can be unique per-list. If you are trying to edit the settings for an individual list, please make sure you are editing the correct list! The one you are editing will be displayed at the top of the page.

The List Name and List ID are, of course, always unique. You can change those settings at About This List.

Lists with Shared Settings can also have unique Administrators. A list may wish to designate a subscriber to that list as an additional listowner. Or there may be subscribers who should be able to send mail or moderate traffic. (Account Administrators are always shared by all lists on an account.) Administrators can be added, removed or edited at Administrators.

Finally, the free-form text portion of the message footer is unique per-list. If your shared posting policy is set to Listbox Composer Only, you can edit this text portion in the Composer when you are writing your message. Lists whose posting policy is set to accept email can edit this setting at Message Format.

2.3. Do all my lists need to use shared settings? (or About Individual Settings)

Many accounts have one or two lists on their account that don't use the same settings as their other lists. You may have a series of lists that you use for email marketing for your business, then a discussion forum that you use for your staff, or mostly open discussion forums, but one that you would like to moderate. No matter what the reason, if one of your lists needs to have its settings differ from your account's Shared Settings, it's easy to simply switch them to use their own Individual List settings.

Just go to List Policies and click the button for Individual Settings.

Shared Settings screenshot

When you switch a list back to individual settings, they will get a copy of the shared settings, so no change will be made to the behavior of the list immediately. You can then modify the settings as necessary, and save your changes.


3.1. I'm not sure how to answer "How will messages will be sent to my list?"

"How will messages be sent to the list?" is a pretty daunting question, but it shouldn't be too hard for you to answer. What kind of messages will you be sending?

If you want to send messages using our templates, with a lot of color, images and styling, you should select Listbox Composer Only. The one and only way messages can be sent to your list is through the Listbox website. You (or another list administrator) must log in to create, test and send messages. This is also the most secure option for sending mail to your subscribers.

If you need less sophisticated message formatting options, or you want to be able to send messages frequently throughout the day, choose Administrators can send email: This turns on your list ID as an email address. List administrators can then send messages to your ID @listbox.com. This allows you to send mail to your subscribers from Outlook, Mac Mail or another email client. (You can always use the Listbox Composer as well.) For your security, we will still send a "moderation request", which asks you to click a link to review a message on the web before distributing it to all your subscribers.

Selecting this option will reveal the Message Format settings page, where you can specify any formatting changes we should make to messages submitted via email.

If your list is actually a discussion forum, where everyone on the list should be able to post, select All Subscribers can send email. Anyone who is a subscriber of the list is able to send email to the List ID @listbox.com, and have their message distributed to all the other subscribers.

Selecting this option will reveal the Message Format settings page, where you can specify any formatting changes we should make to messages submitted via email, and the Posting Restrictions page, which allows you to prohibit certain types of messages.

3.2. Why can't I change some of my settings?

If the selectors for your options are greyed out, then the list you're looking at is using Shared Settings. You should see an alert at the top of the page telling you so.

If you are an account administrator, you may wish to edit the Shared Settings. To do so, click the "edit Shared Settings" at the top of the page. If you want to change the settings for this list, without changing the settings for all other lists that use Shared Settings, you can set this list to use its own individual settings. Just go to List Policies and switch "Share Settings with Other Lists" to Individual List Settings.

If you are a listowner, you cannot edit shared settings. You can view the settings for this list, and edit the settings that are not shared, but you cannot edit them. If these settings need to be changed, please contact an account administrator to make the changes for you.

3.3. How can I change the name of my list?

You can change both the name and the email address of your list in the Settings section under About Your List.

You can change your list name at any time without any effects on your existing subscribers, but you may want to exercise more caution in changing your list email address. Subscribers may filter their mail or whitelist your messages based on your email address, and people who send mail to the list address will need to be notified of the change.

 

3.4. Should I keep message archives for my subscribers?

You may choose to allow subscribers to see old messages sent to your list, by providing a subscriber archive. (Full archives of every message sent to your list are always available to you and other list administrators under the Messages section.)

Keep Public Archives makes your messages available to anyone to whom you provide the archive URL.

"Discourage crawling" means well-behaved web crawlers will not scan and archive your posts for search engines like Google. "Permit crawling" means web crawlers can scan your archives. Please keep in mind that, as public archives require no authentication, web crawlers that are not well-behaved can (and will) scan all your archives.  If you do not wish to have your messages scanned by third parties, we strongly encourage using private archives instead.

Keep Private Archives makes your messages available to anyone who can provide the List ID and an email address of a list member. If you are running a discussion forum (where all subscribers can send email), this is the best option.

If you select either of these options, you may also choose to include a link to the archives in the footer of your list messages.

Don't Keep Archives For This List means that subscribers are not able to view a collection of messages on the web. If your list primarily sends marketing campaigns, this is the best option for you. (Messages sent from the Listbox Composer will still have the "view this message on the web" link if you choose this option -- subscribers just can't go to one place to see all the messages you've sent to your list.)

3.5. How can I add a new list to my account?

Only account administrators can add new lists. If you are not an account administrator, please ask one to add a new list for you.

To add a new list to your account, just click the "Create A List" button on the Account page.

Provide a List Name and List ID for the list you are creating.

List Settings will provide the settings for the new list. If it should use the Listbox default settings, you can choose either "Email Marketing List", which only allows mail from administrators, or "Discussion Forum List", which allows mail from any list subscriber. If it should have the same settings as one of your existing lists, you can select that list, too. 

How will you add subscribers? decides whether this is a standard list, or a segment of one of your existing lists. A standard list gets its subscribers from a file you import, or people signing up for it. Most lists are standard lists. If you choose "From addresses I've collected or a form on my website", clicking "Submit" will create a standard list immediately, and you will be taken to the Settings page for that list.

However, if you have a master list, which you update, and includes custom fields, you may wish to use this as the basis for a segment. For instance, you might have a master list that included the parents for all the students at your school. If each parent also had a "Class" field associated with their subscription, you could then build segments for each class. If you choose "From a segment of my existing subscribers", clicking "Submit" will take you to a segment builder. You cannot add addresses "by hand" to segments; they have to have the elements you lay out for the segment. (The only exception to this is list administrators, as list administrators are always subscribed to lists they administrate.)

What options can I use for creating my sublist?



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