SGP Email Lists

Frequently Asked Questions

This page attempts to answer general questions about the SGP email lists.  We assume you’ve already looked at the list info page.  This page does not answer questions about individual list settings.

If you can’t find what you’re looking for on this page, use the link at the bottom of the page to contact the SGP List Administrators. Please note that each individual list is primarily maintained by one or more list-specific administrators.  They are your first port of call.

This page is about how the SGP Lists work, rather than about email lists in general, or about the software (Mailman) that we use to operate the lists.  However, much of the advice on this page applies more widely.

(last update: 2009-09-04)

Using Lists

1. Can I join any SGP List?
2. How do I find out what lists I can join?
3. How do I post a message to a list?
4. How do I reply to a message on a list?
5. Why and when should I use Bcc: rather than To: or Cc:?
6. What is a List Info Page?
7. What is a List Options Page?
8. Why should I keep my messages small and simple?
9. Can I use email attachments on the list?
10. Why (and where) should I use a difficult password?
11. If these lists aren’t highly secure should I really be using them?
12. How do I change my email address for a list?
13. How do I unsubscribe from a list?
14. Why should I delete email addresses from a message before I post it?

Problems With Lists

15. I cannot log in to see my Options Page.  Why?
16. I sent a message but it hasn’t come back on the list.  Why?

List Management Issues

17. What do moderators do?
18. What’s the difference between a moderator and an administrator?
19. How can I suggest an improvement to the way a list works?
20. Can I start a new SGP email list?
21. Can I become a list moderator?
22. How can I make a complaint regarding a list?

Technical Queries

23. What does MIME mean?
24. Can I use PGP on a list?
25. What’s a To: or Cc: Header?

1. Can I join any SGP List?

The SGP maintains four categories of email list: Public, National, Local, and Workgroup.

Non-party members can usually only join Public lists.  (Exceptions may be made for members of other Green Parties.)  As at July 2007, all SGP Public lists are announcements-only, i.e. members cannot post replies to items on the list.

All SGP members can join National lists, and their Local lists.  SGP members can also join lists for areas where they’re not resident, at the discretion of the list moderators.

Workgroups vary by purpose: many are open to all SGP members; some require membership of the relevant body.

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2. How do I find out what lists I can join?

Public lists are advertised on the Overview Page and on the SGP Website.  Internal lists are usually advertised in internal mailings and in the members’ section of the website.  Restricted-membership workgroups are not advertised.

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3. How do I post a message to a list?

Some lists are open to general discussion.  See the specific list’s info page for the address to send mail to.  Some lists are announcements-only, which means that posts will not normally be accepted from ordinary members.

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4. How do I reply to a message on a list?

When replying to a list message, please consider whether your reply needs to go to the list, or whether it should be sent directly to the original poster.  Lists may be set up to make the default reply setting either the list or the original sender.  Either way, please bear in mind that people join these lists to find out more about the issues we are dealing with, and to organise activities.  That does not mean friendly chitchat is banned, but please keep it reasonable.

You should always check the To: and Cc: fields (see FAQ 25) before you send.  Otherwise — depending how a list is set up, how the original post was written, and how your email client operates — you may accidentally send the reply to the wrong address, or to several addresses.  If these include lists you are not a member of, you may receive several unexpected rejection notices.  (And it creates extra work for the moderators.)

Some lists are announcements-only, which means that replies will not normally be accepted.  If you wish to make some response to an item on these lists, you should either contact the original poster or the list moderators.  (See the list info page for the moderators’ addresses.)

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5. Why and when should I use Bcc: rather than To: or Cc:?

Bcc: (Blind Carbon Copy) is an address header like To: and Cc: (see FAQ 25), but with one important difference: Addresses entered in Bcc: receive a copy of the message but other recipients (even other recipients in the Bcc: header) don’t see that they were sent it.

It is important, with both security and legal implications, that everyone should avoid unnecessarily passing on email addresses and associated personal information (names and user IDs).  If sending a message to an email list, you should never include other people’s email addresses in the To: or Cc: headers if they are not also members of the list.

(There are instances where you may need to send someone’s contact details in an email; please be clear who needs to know this, and only send to a list if it is the best way to solve the problem.  You should determine that you have permission to do so either way, bearing in mind that many people have “public” and “private” email addresses.)

To send a message to a list of people so that none of them know who else got it, put them all in Bcc:.  They may see a “recipients undisclosed” note, so they will know someone else got it, but not who.

Please bear in mind that not all email clients do this in quite the same way.  In some cases it may be necessary to put an address in the To: field in order to send a message.  (Where this is the case, you can use your own address.) You should check your mail client software for details.  It is usually a good idea to test this.  If you have only one email address and want to do a test, contact the SGP Postmaster for assistance.

Avoiding the unnecessary passing on of email addresses also helps prevent spam.

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6. What is a List Info Page?

The Info Page for a list gives basic information on the nature and ownership of a list.  You do not have to log in to see this page, and you can use it to request membership of the list.  You can also use it to log in to see a membership list or to see your Options Page.

Each List has an Info Page at the web address:
http://lists.scottishgreens.org.uk/cgi-bin/mailman/listinfo/LIST
– where “LIST” is the list name (as found in the list message address – the bit before the @ symbol).

(To log in, enter your email address in the field beside the button “Unsubscribe or edit options” and click it.  You will be taken to a new page where you should enter your password.  If you do not have a password you can request it by email.)

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7. What is a List Options Page?

The Options Page is a page which shows your existing personal settings and allows you to change them.  Use it to change your email address for a list (or all your lists) and to control how the list sends messages to you.  To get to you Options Page, log in at the List Info Page.

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8. Why should I keep my messages small and simple?

Several reasons:

• Large posts become difficult to read on screen.  Email is a good way of sending short messages.
• When replying, if you quote a large amount of the original text, it may be hard to find your response.  Trim down quotes to just the part you’re commenting on.
• Also, when quoting someone’s message, the rest of the list has probably already seen it; as long as you refer to the message subject and time, people can check the rest.
• And the list footers that get added to each message only add to the confusion — please delete them!
• These points especially apply when you’re replying to an earlier reply which also contained quotes.  More than about three levels of quoting gets confusing even with text colouring.
• Plain text messages are usually less confusing than rich text/html messages, and they use less space.
• This especially applies to multi-level quoting in replies.  Most html messages have different formats, so the appearance can get very confusing.  If you don’t know how to switch off rich text/html in your email messages, look under help.
• Messages which are larger than they have to be, for any of the above reasons, use extra space on everyone’s computers, including the Party servers.  They also consume extra bandwidth on everyone’s phone lines.  This may not seem like much, but it all adds up, and consumes real resources — energy, computer parts, phone and broadband bills, and last but not least, the effort it takes to deal with it at the receiving end.  Don’t tire each other out.

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9. Can I use email attachments on the list?

On some lists you can, on others you can’t.  Check your List Info Page.  Even where you can use them, you should bear in mind that they can take up a lot of bandwidth.  Lists are configured with a maximum message size, which depends on the type of list.

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10. Why (and where) should I use a difficult password?

Quick answer: the more difficult for you, the more difficult for crackers.

Lengthier answer: simple, plain-text, easily memorable passwords are easy to break; and they get broken often enough to make it worthwhile from the cracker’s point of view.  Anything you can do to increase the difficulty of your password is good security — at least, up to the point where it’s so difficult to remember that you have to carry it around with you on a scrap of paper.  (Please don’t do this.)

See here for password creation techniques.

Conclusion:

In practice, as noted on the info page, password reminder emails can be sent back to you in this system, so for these lists, it’s not worth using something supremely secure unless you’re so good at remembering them that it’s bad practice not to.  Please note that most SGP lists do not send automatic reminders; you have to ask for them.  Nevertheless, if you have to get a reminder, it is good practice to log in and give yourself a new password immediately.

Please also bear in mind that as with PINs, your passwords are only as secure as you keep them.  Please don’t share them, leave them written where they can be got at, or tap them into a keyboard while someone is watching closely.  Be prepared to ask people to look away.  If they don’t want to, point out it’s them who’s being impolite; this is the information age.

Do write them down somewhere, however — in the most secure place you can find.  Preferably encrypted on a flash card or a CD.  If you keep them instantly to hand you’ll never remember them even if you’re in a secure room.

And please don’t use the same password for everything.  A single subscriber password for all your SGP lists is acceptable.  You can change it using the global option every six months.

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11. If these lists aren’t highly secure should I really be using them?

It depends what use you’re making of them.  Most of the information on these lists is public knowledge anyway.  There isn’t a security issue there.  Some internal party lists contain information which is confidential, but it’s not high-security stuff.  It’s up to all list users to decide whether the information they are posting is too confidential for the list.

If you need to post very confidential material to a group of people you should consider doing so directly rather than through a list.  However, as normal email is not fully secure in any case, you should consider using some form of encryption, e.g. GPG, for each person.

Please bear in mind that some of the most confidential material to be found in email generally is other people’s email addresses and/or other contact details.  Please consider how and where you include this information in your messages before you send them.

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12. How do I change my email address for a list?

You can change your email address using the List’s Options Page.

To do this, having logged in at the List Info Page (see FAQ 6), enter your new email address in the form at “Changing Your (LIST) Membership Information” and submit the details.

The system will then send a confirmation message to the new address, which will give you instructions on how to complete the change.  This message may take some time to arrive, from a minute or two to a day or more.  If you have heard nothing after two days you should try again, or contact your list moderators.

Please note that changing your email address on a list does not inform either the list administrators or the SGP Membership Secretary of your change of address.  Please contact membership(at)scottishgreens.org.uk if you wish to register a new email address centrally.

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13. How do I unsubscribe from a list?

To unsubscribe from any list, enter your email address at the “Unsubscribe or edit options” button on the List Info Page (see FAQ 6), then on the following page click the “Unsubscribe” button.  The server will send a confirmation message, replying to which will complete your unsubscription.  (Or using the web link in the message.)

(Occasionally, a confirmation message may take some time to arrive, from a minute or two to a day or more.  If you have heard nothing after two days you should try again, or contact your list moderators.)

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14. Why should I delete email addresses from a message before I post it?

Two reasons:

1. What you do with your personal data, including your email address is your business, not anyone else’s.  Other people’s personal data is theirs.  If you do not know that you have permission to pass on an email address to someone – and especially to a whole mailing list — you should keep it to yourself.
2. The random passing round of email addresses is used by email spammers and cybercriminals to get real people’s addresses for unsolicited email, some of which may not only be unwelcome advertising, but may be attempts to defraud you or anyone whose email address you give away, or may contain malware — deliberately harmful software which can run itself on your computer, spreading more spam and malware, and possibly resulting in police action against you — or against anyone whose email address you give away.  (This is not just a scare story.  Computers have been seized because they have been used for criminal activities without their owners knowing.)

If the message you are about to post contains any email addresses other than the list or the individual address you are replying to, or an address you know you are permitted to distribute publicly, DELETE IT FIRST.

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FAQs: Problems With Lists

15. I cannot log in to see my Options Page. Why?

If you have just subscribed to the list:

• If you have not yet received an email confirming your subscription to the list, you should wait.
  • If you have already waited several days it might be that your email address is incorrect.  If you know how to find the Information Page for the list, you can use the link there to contact the list administrators.  Ask them to check your email address.
• If you have received your membership email, you still need a password.  You can log in using your email address and request a password reminder on the next page.  (If you did not choose a password as part of your subscription, use the reminder method to obtain your current password.)

If you are already a member and you still can’t log in, try the password reminder anyway to check it’s right.  Make sure that you are using the right email address.  Make sure you have the right List Information Page.  If everything is correct, contact the list administrators for personal attention.

Please bear in mind that many of the security processes involved in subscriptions require manual confirmation by a moderator as well as yourself.  Some short delays are inevitable.

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16. I sent a message but it hasn’t come back on the list. Why?

There could be many reasons for this.

• You may only just have applied to join a list, and your membership may not have been accepted yet.
• If you are a new member, you may be put on moderation for an initial period, until it is clear that you are who you say you are.  Your posts may be delayed until a moderator can pass them.

In both the above cases, you will probably receive messages to tell you of your current status.

• In your personal options, you may have mail delivery disabled, so that you will not receive anything from the list, or you may have copies of your own messages disabled.  You may currently be receiving digests rather than individual messages, in which case you may not receive anything for up to a day.  Check your options page.

In all the above cases, your current status is displayed on your options page.  If you cannot log in to your options page see question 15.

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FAQs: List Management Issues

17. What do moderators do?

List moderators manage the day-to-day aspects of a list, including checking and dealing with unusual messages (e.g. deleting spam), subscribing new members, and maintaining list standards. While different lists require different approaches, moderators are generally authorised to block unruly members from posting, or ultimately to remove them from the list, though all of these are rare occurrences.  Moderators are also there to help people learn to use the list and help them resolve any difficulties.

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18. What’s the difference between a moderator and an administrator?

While moderators manage messages and membership, administrators have full control over the setup of a list, including moderation functions, and can also appoint moderators.  However, not all administrators are responsible for managing a list on a day-to-day basis.  The SGP central mail administrators will not normally become involved in detailed management of most lists, but provide administrative backup and support.

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19. How can I suggest an improvement to the way a list works?

Please make suggestions to the list moderators.

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20. Can I start a new SGP email list?

Suggestions will be received with interest.  However, SGP lists are usually run in association with existing SGP bodies, including interest groups, or for specific administrative functions.  If you are interested in setting up a new Special Interest Group within the Party, you should consider making an announcement on the main SGP internal discussion list and in the internal newsletter, to see whether you can find enough people.  Once you have your critical mass, the SGP mail administrators can help with email and lists.

Any existing SGP body which does not yet have an associated list, or which requires additional support, should contact the SGP Postmaster.

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21. Can I become a list moderator?

The SGP mail administrators welcome expressions of interest from people willing to share duties as list moderators and administrators.  Previous experience of the role is not always required, but a basic familiarity with email and a willingness to learn will help.  For moderators, good communications skills are also required.  Please note that for most lists, membership of and appointment by the relevant party grouping is required.  Contact the Group’s convenor or the SGP Postmaster if you are interested.

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22. How can I make a complaint regarding a list?

Just in case you need it, this is how to make a complaint relating to the email lists at any level.

• If your complaint is about a message you’ve received on a list, or about a message someone has sent to you privately but in connection with a list, or if you have a problem with the way the list is being run, you should in the first instance report the issue to the list moderators.  Please talk to the moderators instead of complaining to the list as a whole as that might simply exacerbate the thing you are complaining about.
• If your complaint relates to a list moderator but not the principal list administrator, you should contact the list administrator.
• If your complaint relates to the list administrator, you should contact the SGP central mail administrators (postmaster(at)scottishgreens.org.uk and communications(at)scottishgreens.org.uk).
• If your complaint relates to the SGP Postmaster, you should contact the SGP Communications Co-ordinator (communications(at)scottishgreens.org.uk).
• If your complaint relates to the SGP Communications Co-ordinator, you should contact the SGP Operations Committee (ops(at)scottishgreens.org.uk).
• Ultimately, if you do not think your complaint should be handled by any of the above, you should contact the SGP Council Convenor (council(at)scottishgreens.org.uk).

(In all instances above, the email addresses have been obscured to prevent spam.  You should replace (at) with the @ symbol to get the proper address.)

If you would rather use paper mail to contact the appropriate person please write to the SGP National Office (address on the main website).  Please be sure to state which email list your complaint relates to.

Please note that complaints which do not relate to an email list, even if against another member of the list, are not part of the jusrisdiction of the moderators or mail administrators.  Any such complaint against a member of the Scottish Green Party should be directed to the SGP Council Convenor.

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FAQs: Technical Queries

23. What does MIME mean?

It stands for Multipurpose Internet Mail Extensions.  What it means is that files or objects can be included in email messages in such a way that you don’t just see strings of computer code, e.g. html messages or attached pictures and files.  With current-generation email clients, you don’t have to think about it much.  For more information on MIME see the article on Wikipedia.

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24. Can I use PGP on a list?

You can sign messages with PGP/GPG signatures.  But you should not use message encryption on lists as it will be illegible to the majority of readers.  If you need to send encrypted messages you should send them direct to the intended recipients.

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25. What’s a To: or Cc: Header?

As well as the message content, every email message contains headers which tell the mail programs how to handle the message.

The most important one is To:, which tells the mail servers who (which email address) to deliver it to, same as an address on an envelope.  This is displayed in email clients as a field for you to enter addresses in.

Cc: stands for Carbon Copy; this is used to add email addresses when you want someone else to see the message but not act on it.  Both the To: and Cc: recipients of the message will be able to see these headers, so they will know who the message was sent to.

(See also FAQ 5.)

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top of page

SGP Email Lists

Overview Page
for all SGP mailing lists.

SGP general list administrators:
postmaster at scottishgreens.org.uk, communications at scottishgreens.org.uk

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