Maryland DeMolay Mailing Lists

Frequently Asked Questions

Moderator Tools FAQ - E-Mailing

How do I send out an e-mail message?
Our List Management Tool makes it very easy to send an e-mail message. Simply choose your list, enter your password, and fill out the subject and message body. Then click Mail It. You can watch while the software sends a message to each of the members of your list. Remember, our software does not check for spelling and grammar errors, plus if you enter your password incorrectly, you may have to re-enter your message. It is a good idea to compose your message using your regular word processing tool on your computer and then copy and paste the content into our form for mailing.

Should I send "Text Only" or "HTML" e-mail?
Generally, you should send Text Only e-mail messages as a rule, since they are the most accessible to all of your users and the easiest to compose. HTML e-mail messages are only used for special applications, such as formatted newsletters with content including images and links. You will need to get some special training in order to send HTML e-mail. If you'd like to receive that training, please contact the Mailing List Administrator.

What type of material should be sent to an e-mail list?
Since e-mail messaging reaches your list members relatively quickly, we recommend sending annoucements and reminders pertenant to your list members. You can also send event follow up notes, minutes of meetings, and other information that your members may find interesting.

How often can I send an e-mail message?
You can send a message as often as you wish. However, most people do not appreciate receiving multiple messages per day from a bulk mailing list. You may notice your list membership begin to shrink if you send messages out very frequently. Our software does include a "list flood protection" feature, which can limit the number of messages sent over a certain period of time. Contact the Mailing List Administrator to activate this feature.

Moderator Tools FAQ - Text Messaging

How do I send out a text message?
Our List Management Tool makes it very easy to send a text message. Simply choose your list, enter your password, and fill out the message body. Then click Mail It. You can watch while the software sends a message to each of the phone numbers on your list.

How long can my message be?
You are limited to a maximum of 120 characters. It's about the length of one or two sentences.

What type of material should be sent to a text message list?
Since text messaging reaches your list members almost immediately, it is perfect for last-minute reminders and information. However, you are severely limited by the amount of information you can send, so you will have to keep it short!

How often can I send a text message?
You can send a message as often as you wish. However, most mobile phone users are charged fees by their mobile phone providers for receiving text messages, so we recommend sending no more than one message per day. Furthermore, we do not recommend attempting to send larger amounts of content to mobile phones by sending multiple text messages. Our software does include a "list flood protection" feature, which can limit the number of messages sent over a certain period of time. Contact the Mailing List Administrator to activate this feature.

When should I send text messages?
Because mobile phones generally create an audible alert when a text message is received, we recommend only sending a text message during the hours that your list members would normally be awake. Furthermore, since most lists will likely include school-aged individuals, and since most schools prohibit the use of mobile communication devices, we recommend sending text messages after school hours.

Moderator Tools FAQ - Scheduled Messaging

How do I schedule an e-mail or text message to be sent at a later date and time?
Use the options under "Schedule A Message for Future Delivery" to set up a scheduled e-mail or text message. In addition to entering the content of your message, you will need to choose the date and time that you wish the message to be sent.

How do I view or delete messages that are scheduled for future delivery?
Use the "View/Remove Messages Scheduled for Future Delivery" option. Choose your list and enter your password, and you'll see a list of the messages and when they are scheduled for delivery. You can view messages by clicking the link beside each message. (Be sure to turn off your popup blocker, since the content of messages will appear in a new window.)

Can I edit the content of a message that is scheduled for future delivery?
Not directly. In order to change the content of a scheduled message, you must delete the message and re-add the edited message as a new scheduled message.

Moderator Tools FAQ - Closed Lists

What is a closed list?
Users cannot subscribe to a closed list automatically. Closed lists typically have restrictions on who is allowed to subscribe to the list. The user must submit a request to the moderator, and if the moderator approves, that user is subscribed to the list.

How do I add a user who has requested a subscription to my closed list?
When a user requests a subscription, you will receive an e-mail with that person's e-mail or phone number as well as a message from them. The e-mail will also include a link that can be clicked in order to subscribe the user to the list.

Can I change my list from open to closed, or vice versa?
Yes. You must contact the Mailing List Administrator to do so.

How "private" is my closed list?
Your list will only be as private as you want it to be. It is up to you to determine how carefully you check the accuracy of the information the requesting user sends with their subscription request or to follow up with that user to confirm that the user is the person they are representing themselves to be.

Moderator Tools FAQ - Managing Lists

What is the name of my list?
Your list has two names, a full list name and a list alias. The full list name gives a quick description of what the list is and who it serves. The list alias is a shorter version of the full list name and is used in places where the full list name would not be appropriate. Your list name and alias are given to the moderator of the list when it is created.

I don't know/forgot my password?
In order to have your password reset, please e-mail the Mailing List Administrator. If you just wish to change your password, you can do so by using the List Management Tool.

How can I get a new list created?
In order to have a new list created, you must submit your request to the Mailing List Administrator. Generally, your list must have an anticipated audience of greater than 30 individuals to qualify for a new list.

How can I change the name of my list?
Your list has two names, a full list name and a list alias. The list alias is assigned and cannot be changed. The full list name can be changed, but we follow certain standards so that all list names are somewhat similar in the type and amount of description provided. If you wish to request a list name change, please e-mail the Mailing List Administrator.

How can I change the description of my list?
Our descriptions follow certain standards so that all list descriptions are somewhat similar in the type of information provided. Typically, the description includes the intended audience of the list, the type of content that will be sent to the list, and an estimate of the activity of the list (how frequently messages are sent). If the list is closed, the description gives the membership restrictions as well as what type of information the moderator would like to receive with subscription requests. If you wish to request a list description change, please e-mail the Mailing List Administrator.

How can I change the moderator name and e-mail of my list?
In order to change the moderator name and e-mail address, you must e-mail the Mailing List Administrator. The new moderator might need to receive training on how to use the moderator tools properly.

Administrator Tools FAQ - General Questions

What is the "all" list (for e-mail) and the "txt_all" list (for text messages)?
The "all" list is a special list, which sends the message to every single e-mail address that is subscribed to any e-mail list. Similarly, the "txt_all" list sends the text message to every single phone number and e-mail address that is subscribed to any text message list. Only the administrator can send to the "all" and "txt_all" lists.

What type of training is required to send HTML e-mail messages?
In order for you or your moderators to send HTML e-mail, they must know how to form proper HTML and use absolute links for images. If it is not done properly, the e-mail sent will not look correct.

What is my master e-mail address?
Your master e-mail address is (yourusername)@demolay.net. E-mail sent to this address is automatically forwarded to the account you provided when you signed up. This e-mail address serves as the list administrator e-mail account. All e-mails generated by our software will be sent with this as the "from" address. In addition, every e-mail generated by our software is copied to this address so the administrator can keep track of what the software is sending for troubleshooting and monitoring purposes. This includes all messages sent to every list, all sign-up "verification" e-mails, and all list subscription requests for closed lists.

What is the administrator password?
The administrator password is like the master key to the software. It can perform all tasks for all lists. (Add/remove lists, send to every single list, etc.) The administrator password should not be distributed to moderators. For list moderators, you can set up list-specific passwords that just have access to manage and send to a specific list. To change the administrator password, contact DeMolay.net support.

How are e-mail bounces handled?
The software automatically handles bounced messages. If a message is bounced for a "user not found" or "invalid domain" error, that e-mail address or phone number is automatically removed. If a message bounced for "account suspended" or "quota reached" that e-mail address/phone number will not be removed. SMTP unreachable warnings will automatically attempt to resend for up to a week. If they fail after that, though, the address/number will not be removed. Relaying errors, spam block errors and other similar errors are sent directly to the server postmaster to be handled.

Are accesses and errors logged? Can I retrieve this information?
All software accesses and errors are internally logged in case there are any problems. To access these logs, contact DeMolay.net support.

Administrator Tools FAQ - Managing Subscribers

How can I allow a second verification message to be sent to a user who has already signed up?
When a user signs up, that user receives a verification message. Until that user verifies the e-mail address or phone number that was used to sign up, that e-mail address or phone number will not receive any further messages from the software. This prevents a malicious user from flooding an innocent user's e-mail account or phone with numerous verification e-mails. To remove this block and allow another verification message to be sent, simply remove the e-mail address or phone number in the "View/Remove Pending Signups" tool.

How can I view all verified subscribers and the lists they're subscribed to?
Using the "View/Remove Verified Subscribers" tool, you can generate a list of all verified subscribers and the lists they are subscribed to. You may also remove verified subscribers, which will unsubscribe them from all lists and move their e-mail address or phone number back into pending status, meaning no further messages will be sent to that e-mail address or phone number. To allow the user to sign up again, remove the e-mail address or phone number from the pending list.

Administrator Tools FAQ - Managing Lists

How do I add a new list?
First, you must choose a list alias. The list alias is a short name used to identify the list within the software. It is sent in the "from" line of e-mail messages and sent in the first few characters of any text message to identify the originating list. Once set, it cannot be changed without deleting the list and adding it with a different alias, losing all the addresses on the list. The type of list determines whether the list will be an e-mail list or a text message list. Once set, the list type cannot be changed without deleting the list and re-adding it. The group is used to determine the order the lists appear in the software (primarily in the Subscription Management Tool). Typically, you should group your most important lists in a lower-numbered group so that they appear ahead of other less important lists. Lists in the same group are ordered alphabetically. Once set, the group cannot be changed without deleting the list and re-adding it. Next, a list name and description must be set. These are used in the Subscription Management Tool. The name is also sent in messages to e-mail lists (but not in messages to text message lists). You may change the list name and description at any time. The status of the list is whether or not the list is open (anyone can subscribe) or closed (moderator approval required to subscribe). If you wish to have the new list moderated by another person, you must use the "Change List Moderator" tool to do so after adding the list. Lists without another moderator are listed as being moderated by the administrator. If you wish to add a list-specific password for the moderator, you may do so by using the "Change List Password" tool and using the administrator password as the "Current Password."

How do I change the list name and/or description?
The "Change List Name" tool can be used to change any list's name. The "Change List Description" tool can be used to change any list's description.

How do I add or change a list moderator?
Using the "Change List Moderator" tool, you can add a list moderator if one is not already assigned. If a moderator is already assigned, this tool will change the moderator. A list's moderator is the main contact for the list in the Subscription Management Tool and will be included as the "reply-to" address for all e-mail messages sent. For closed lists, the moderator will receive all subscription requests and will be responsible for verifying credentials and subscribing members to the list. If the moderator will also be fully managing the list (sending messages and managing subscribers), a list-specific password should be set for the moderator. That can be done using the "Change List Password" tool. The administrator password will still retain full privileges over the list as well. The administrator password should never be given to list moderators.

How do I remove a list moderator?
Using the "Remove List Moderator" tool, you can remove the moderator and list-specific password. After performing this function, the administrator will be listed as moderator and only the administrator password can be used to send messages to the list.

How do I change a list from open to closed or from closed to open?
The "Toggle List Open/Closed" tool is used to change a list from open to closed or closed to open. If you make a closed list open, you remove the requirement that the moderator approve all users subscribing to the list. You can also make an open list closed, requiring all subsequent subscriptions to the list to be approved. Of course, anyone signed up prior to the list being closed would not have gone through an approval process, so it would be prudent to review the current list membership and remove any unknown e-mail addresses.

How do I delete a list?
The "Delete List" tool deletes a list. Once a list is deleted, it cannot be recovered, and all list information is lost.

Administrator Tools FAQ - Editing Page Layouts

Do I have the ability to customize the look and feel of my pages?
You can customize the look and feel of your pages by editing the header, footer, and style sheet. You must use valid HTML for the header and footer. We suggest you build the page in your regular HTML editor, and then cut-and-paste the header and footer into our software.

Can I use style sheets to change the appearance of fonts and colors?
You are provided a style sheet that can be referenced in your header. It is named style.css. Default information is stored in the file at first, and you are welcome to change any of the information to suit the look and feel of your site.

Are any HTML tags forbidden to be used in the header and footer?
There are a number of forbidden tags, including FORM, FRAME, EMBED, and OBJECT tags. For the security of our server, you cannot use these tags in your header or footer.