WebJunction

One of the most useful features of e-mail lists or listservs is that you can forward the same message to many people at once. Similarly, you can also receive many messages at once in a compiled and organized fashion. Listservs, named after the original software for e-mail list applications, are electronic mailing lists that distribute written discussions to those who subscribe; each posted unit of a discussion shows up in the subscribers' e-mail boxes. E-mail lists are commonly referred to as "listservs" or "majordomos" (the names of two popular mailing list software packages), or sometimes "conferences."

With many listservs, subscribers can send responses to the rest of the list by just replying to the e-mail. An e-mail list makes it easy to reach multiple e-mail addresses (people) by sending a message to a single e-mail address. This single e-mail address contains the e-mail addresses of all the people you want to communicate with on your library's mailing list. When any member of the list sends a message to the address of the mailing list, everyone on the list automatically receives the e-mail message. Because the subscriber list is centrally maintained, there is no need for each person to maintain their own address book of group members' e-mail addresses. That is much easier than remembering all the e-mail names and addresses of the individual participants in the list.

Anyone with an e-mail address can be added to an e-mail list. There is no need for list members to have special software; the mailing list software can run on the library's Internet computer (server).

Is an e-mail list right for your library?

E-mail lists are ideal for libraries because participants in such lists are organized around a specific subject or interest area and need to communicate regularly for organizational purposes.

Libraries can use e-mail lists for scheduling meetings, forwarding FYI information, and simple notifications. E-mail lists also can be used to facilitate online conversations in which group decisions can be made, documents reviewed, and feedback gathered.

Listservs are distinct from other kinds of e-mail programs, and are thus suitable for communications between libraries and library systems, or for library staff within a single library. Here's why:

• Listservs have automated tasks that differentiate them from ordinary e-mail.

• A listserv is an application unto itself and can be hosted on your library's server. ezMLM, MailMan, and Majordomo are good examples of listserv applications.

• Your library also can set up its own listserv via the Web on sites like YahooGroups, or Topica Email Publisher.

• The list owner can find out who is on a listserv (and there is an option for members to find out also).

• Listservs can be set up by both libraries and individual library staff members.

Announcement and discussion lists

• Announcement: A type of listserv where the owner of the list is the only one who writes, and members receive postings from the owner frequently. These types of listservs are also known as receive-only lists.

• Discussion: A type of e-mail list, where anyone can send a message that will hit everyone's inbox on the subscription list.

Moderated and unmoderated lists

• Moderated lists: The messages are screened by a person, and only the messages meeting the list's standards are posted. How carefully messages are filtered by the moderator can run the whole gamut from posting everything that is broadly relevant and not obscene to only posting messages that are unique and tightly focused on the current message thread.

There are two kinds of moderated lists:

1. The kind where the messages are sent through the moderator, and s/he posts them.

2. The kind where the moderator collects the messages, and produces the content based on what people send to the list.

Either of these types of lists may have a searchable archive.

• Unmoderated lists: These lists are open. Members can post messages without interference. The advantage of unmoderated lists is that the exchange can be really quick -- there are no delays while the moderator reviews the messages before postings.

Lists can serve different functions

• Information lists. People merely seek and offer specific information.

• Dialogue lists. Subscribers exchange views on specific issues and ideas.

• Project lists. Subscribers use e-mail to collaborate on a specific project.

Basic tips for participating in listservs

• Always save the first subscribe message, as it will have important information on how to unsubscribe.

• Remember that you are addressing a group of people. Think about the best and most succinct way to present your message. Be considerate of other people's time. Be sure to make the subject heading for your message clear and focused.

• Read the subject headings to decide whether or not you want to read a message.

• Similarly, use subject headings (for example: JOB, or OFF-TOPIC) in your subject headings when you post a message.

• When responding to a thread, don't include the entire discussion from below. It takes a long time to load for some users.

• Set up mailboxes, or filters in your inbox to organize your messages.

Library listservs

Many librarians and staff already subscribe to at least one listserv. Library lists are usually hosted and maintained by library schools, regional systems, library associations, or state library agencies.

Indiana Cooperative Library Services Authority. This is an example of a state-hosted list.

ALA Lists. This is a set of lists and discussion groups maintained by the American Library Association. You will need to register for extensive information about items on this list. However, guest access gives you an idea of the kinds of lists available.

PUBLIB and PUBLIB-NET Electronic Discussions. An electronic discussion for public librarians and those interested in public libraries. PUBLIB-NET is a subset of PUBLIB containing only posts related to the Internet in public libraries. Browse the archives of this popular list from this site.

Index Morganagus. This is a searchable index to library-related electronic serials.

Library Media Listservs. This site gives you a selection of various listservs pertinent to the library media field, including the addresses where you can subscribe the lists.

Library Oriented Lists & Electronic Serials. This is a compilation of electronic discussion lists, distribution lists, and electronic serials of interest. This site also compiles links for major lists.

Library Related Listservs. This is a listing of popular topical lists.

Library Support Staff.com. This is a comprehensive source of library-oriented e-mail lists that cater to specific topics.