ListManager FAQs

A ListManager is a mailing list of people's names and addresses that is used to send certain messages or announcements to many people at once. Those on the mailing list usually are expected to share a common interest in the contents of the message. You can join and leave any list as you see fit.

ListManager is the registered trademark of the commercial mailing list used by the Association. It is licensed solely to Lyris, Inc. as the name of its mailing list processing product. Therefore the term should not be used generically. However, it has come into general acceptance.

You should send an e-mail to your ListManager's List Owner using the procedures listed below. The List Owner enforces the general rules that the NCBA has prescribed for its mailing lists and answers the questions from ListManager subscribers. Resolving your message can take up to 1-2 business days, as multiple support personnel may be involved in finding a solution.

To send an e-mail to the List Owner:

1. Address your e-mail as follows based on the type of ListManager:
1. Committees - staff liaison and assistant
2. Sections & Divisions - staff liaison, assistant and sections@ncbar.org
2. In the subject line briefly identify the problem you are having.
3. In the body of the e-mail provide:
1. The specific ListManager you are having the issue with (if applicable).
2. A more detailed description of the problem.
3. A copy of any error message(s), as appropriate.
4. Recommended change(s), as appropriate.

Each ListManager is managed separately, therefore you must use our automated process to unsubscribe to each ListManager separately or if you like you may unsubscribe from all of the list at once. To complete either of the two operations, you must access the new "List Management Tool" by clicking here.

Unsubsribing from a single list

1. Identify the ListManager List(s), from which you would like to unsubscribe.

   ex. "Access to Justice Leadership Council ListManager" and "Administrative Law Council ListManager"

2. Click the "Edit" link that correspondes with the row of the ListManager's List, of which you would like to unsubscribe.

3. Next, the member is taken to the ListManager List Editor. At the Subscription Status dropdown menu, you will want to choose the unsubscribe option. Finally, click the Submit button.

   Note: That the Subscription Status was changed to unsub - denoting "unsubscribed".

Unsubsribing from all lists at once

1. Click the "edit" link that corresponds to a single ListManager List

2. Next, the member is taken to the ListManager List Editor. At the Subscription Status dropdown menu, you will want to choose the unsubscribe option. Finally, click the Update ALL button.

   The member is presented with a list of ListManager Lists, of which s/he has requested to unsubscribe. Click the "OK" button, if you would like to be unsubscribed from all of your ListManager List or "Cancel" if you have elected to change your decision to be unsubscribed to each list.

General Section Lists: Bankruptcy, Dispute Resolution, Education Law, Estate Planning, Family Law, and Real Property. "Reply" and "Reply to All" buttons work the same. Clicking either button sends a message to ALL ListManager participants. The buttons will operate the same per section leadership.

"Reply" and "Reply to All" buttons work as designed for the ListManagers listed below. Clicking "Reply" sends a message to the originator only. Clicking "Reply to All" sends a message to all ListManager participants. ListManagers set up this way include:

• General Section & Division ListManagers re-launched in June and July
• Committees
• Other Leadership Groups
• Section & Division Councils. Note: Will be changed after leadership is notified.

In the TO box of your e-mail, type in the @listmanager.ncbar.org address. For example, using the fictional list list-court, the entry would be list-court@listmanager.ncbar.org.

Type in a subject line describing the content of your message just as you would in any other e-mail.

When sending a message, use a meaningful subject line. This is a time-saving mechanism for receivers. People will know if something can wait. Also, if they are not interested in the topic, they can delete the message. If you subscribe to a number of lists or one with a high volume of messages, you'll appreciate those messages that have clear, meaningful subject lines.

Type your message in the body and make sure to properly identify yourself. This could simply be your first and last name, or it could include your law firm and town. Do not rely on your e-mail address to identify you.

Send the message and it will be delivered in a matter of minutes to all people subscribed to the list.

Please note: NCBA policy forbids sending attachments through ListManager. The only exception is if individuals are given prior permission from ListManager. Attachements are restricted in order to protect list members from computer viruses.

To change your e-mail address for the NCBA ListManager that you participate on use the List Management Tool (List Management Tool).

E-mail address changes can be made for:

1. Only one (1) ListManager by:
1. Clicking "Edit"

2. Changing your email address
3. Clicking "Submit"

2. For ALL of your ListManager lists by:
1. Clicking "Edit" on one (1) ListManager

2. Changing your email address on one (1) ListManager
3. Clicking "Update All" and "Okay" on the pop-up message

Your ListManager password is the default NCBA member password that you use to access the password protected sections of http://www.ncbar.org. You must be an active NCBA member to use ListManager, and your NCBA member password is needed to log in to update your settings and options associated with ListManager.

If you have forgotten your NCBA member password, you can easily recover it.

ListManager will only accept messages from the e-mail address with which you registered. You have to remember to change your e-mail address with the list to which you are subscribed. You change your e-mail address by using the List Management Tool located here.

1. The DEFAULT subscription type or delivery option for the NCBA's ListManagers is "MAIL", where emails are delivered as soon as they are processed by the NCBA's ListManager server (~1-2 minutes).
   
   
2. Another option is "DIGEST" which is a list of messages sent to your ListManager during the past four (4) hours that can be quickly reviewed and responded to. Digests will be transmitted at approximately midnight, 4 am, 8 am, 12 pm, 4 pm and 8 pm daily IF participants post messages during that timeframe. You can change your subscription type/delivery on the List Management Tool.
   Digest Notes:
1. Digests are only transmitted when messages are sent by participants (i.e., no messages = no digest).
2. Digest delivery settings apply to ALL ListManagers. They can not be customized for individual ListManagers.
3. The standard digest delivery settings can be changed in the future if needed (less frequent).
   
   
3. "NOMAIL" can be selected when you are out of the office for long periods of time. Messages sent during that time will not be delivered to you, however your ListManager subscription remains active so you can review the messages at anytime in the ListManager archive. You can change your subscription type/delivery on the List Management Tool.
   
   
4. You must be an NCBA member and member of the associated section, division, or committee to be able to participate on their ListManager.

The basic search allows you to look for particular words used in a message. The advanced search allows you to specify the location of the words (in the message header, subject or body) or to exclude words.

Basic Search

1. In the left navigation bar, click My Forums or All Forums.
2. Select a forum ("List").
3. In the left Navigation bar, click Search. If the forum allows searching of its archives, you will be taken to the Search page.
4. Enter the word(s) you'd like to search for. You can separate words with a space or comma.
5. Click the Search button. If your search is successful, the next page will show you the results

Advanced Search

1. In the left navigation bar, click My Forums or All Forums.
2. Select a forum.
3. In the left Navigation bar, click Search. If the forum allows searching of its archives, you will be taken to the Search page.
4. Click the advanced search command.
5. In the Search for box, type the word(s) you'd like to search for. You may separate words with a space or comma.
6. Under Search for these words in, choose an option:
1. entire message: anywhere in the message.
2. body: In the message body (below the subject line).
3. header: In the message header (includes information about the sender, the subject, etc.).
7. Select whether you want messages with any or all of the words you've selected.
8. (Optional) In the Exclude box, type the word(s) you'd like to exclude. Messages that contain these words will not be included in your search results
9. Under Exclude messages with these words in, choose an option:
1. entire message: anywhere in the message.
2. body: In the message body (below the subject line).
3. header: In the message header (includes information about the sender, the subject, etc.).
10. Click the Search button. If your search is successful, the next page will show you the results

Advanced Search Example

Let's say you'd like to search for all messages about trains and trucks, but you'd like to exclude your own postings.

1. In the left navigation bar, click My Forums or All Forums.
2. Select a forum.
3. In the left Navigation bar, click Search.
4. Click the advanced search command.
5. In the Search for box, type the words you'd like to search for:

   trains trucks

6. Under Search for these words in, choose entire message for the location of the words you're searching for:
7. Select all to search for messages with both words (trains and trucks) in them.
8. In the Exclude box, type your email address.
9. Under Exclude messages with these words in, choose header. Since your email address appears in the header, your search excludes any messages sent by you.
10. Click the Search button. If your search is successful, the next page shows you the results.

Searchable read-only LISTSERV archives in ListManager remain a priority; however our L-Soft contacts have not answered repeated calls or emails about this issue.

1. L-Soft (LISTSERV provider) confirmed that they will provide DVD's with archived message data for the NCBA's 100+ LISTSERV archives.
2. L-Soft stated their archive message data could be searched using LISTSERV, which probably means that L-Soft's archive message data will be provided in a proprietary format that could make it unusable using non-LISTSERV applications. NOTE: This most likely meets the requirements set forth in the NCBA/F's original contract signed in 2000 well before the full impact of storing data remotely was known.
3. Lyris (ListManager provider) said they could search many different message data formats, therefore NCBA staff will work diligently with both providers to develop a usable data format.

In the meantime, many active LISTSERV participants have personal archives for the LISTSERVs that they participated in.

1. Personal archives can be shared with ListManager participants when related discussions are started.
2. This allows members to review them and make comments, plus the messages are added to the ListManager archives.
3. Please do not send all of your personal archives to your new ListManager at the same time. This will be confusing and make searching them in the ListManager archives difficult.

Note: LISTSERV archives will be part of future ListManager email messages and this FAQ will be updated, so members are kept informed about this important matter.

This happens when an e-mail is written in "plain text" or "rich text" format and a signature or confidentiality statement in "HTML" format is added by your e-mail server prior to sending the e-mail. The two competing formats result in a truncated e-mail, usually deleting the body of the message and leaving just the signature or confidentiality statement.

If you send an e-mail to the ListManager which does not contain the entire message, try resending it in "HTML" format, so the body and the added signature or confidentiality statement use the same format. You can change your e-mail text format for all messages by changing the settings. To do this in Outlook you select: "Tools" --> "Options" --> "Mail Format" and "HTML" in the "Send in this message format" box.

Yes, the NCBA’s ListManager has built-in virus protection that prevents viruses from being transmitted among participating members. Lyris, the company that hosts the NCBA’s 80+ ListManagers, automatically updates its virus protection library frequently to make sure that our ListManager participants are protected.

The reason that you might receive virus alerts from e-mails that appear to be coming from the NCBA’s ListManager is because the actual originator of the e-mail is being “Spoofed” to look like it’s coming from someone else. The “spoofed” e-mail appears like an e-mail from an e-mail address that you are familiar with (e.g., ListManager), which is collected from the e-mail address list of a computer infected by the virus (i.e., not protected). The “worm” portion of the virus then resends the e-mail with the virus to you with the ListManager or another familiar e-mail address in the “To” field.

The best defense against this and other types of viruses is to install virus protection software on your computer and network server(s). It is also very important that you make sure that the virus protection software is enabled/on AND that your virus libraries / definitions are updated at least weekly.

Some recommended virus protection programs that the NCBA uses or is familiar with are:

• Symantec Antivirus
• Trend Micro Antivirus
• McAfee VirusScan

ListManager messages resemble spam (i.e., 1,000's of messages sent by same email address & with the same subject/content) and can be incorrectly identified as spam and blocked.

To ensure you receive NCBA/F ListManager emails please do the following:

1. Computer email system (e.g., Outlook ...):
1. Mark emails as "Not Junk" if they are incorrectly routed to your "Junk E-mail" folder.
2. Add your ListManager email address AND "@listmanager.ncbar.org" (domain) to the "Safe Senders" or "Approved" email address / domain list (e.g., in gray area near top of message).
   Note: These procedures can vary by email system and are described under "Help". The above commonly used terms are used by Microsoft Outlook and other email systems.
   
   
2. Email/Internet service provider (e.g., Time Warner, BellSouth, Yahoo, AOL ...):
1. Mark emails as "Allowed" if they are incorrectly routed to your "Spam Quarantine Summary" message or spam folder.
2. Add your ListManager email address AND "@listmanager.ncbar.org" to your "Safe Senders" or "Approved" email address / domains list.
3. Request that your ListManager email address AND "@listmanager.ncbar.org" are added to their "Safe Senders" or "Approved" email address / domains list.
   Note: The procedures for doing this vary by email/internet service provider, and are available on their website.

Click Attach File if you'd like to send an attachment with your message. Note that you can attach any type of file, i.e. text, csv, exe, pdf, scripts, etc., but ListManager will warn you if the file is over 1 MB because many email programs do not allow attachments larger than this.

During normal working hours -- Monday through Friday (except holidays), 8:30 am – 5:00 pm:

1. Email the staff liaison for your ListManager following the procedures in FAQ #2.
2. Call NCBA/F staff @ 919-677-0561 or 1-800-662-7407.

24/7 support:

1. Online user references and tools are available on the NCBA/F's website:
1. List Management Tool: https://www.ncbar.org/about/communications/listmanager/list-management-tool.aspx
2. ListManager FAQs: http://www.ncbar.org/about/communications/listmanager/faqs.aspx
3. ListManager Tips & Etiquette: http://www.ncbar.org/about/communications/listmanager/tips-etiquette.aspx
4. ListManager User Agreement: http://www.ncbar.org/about/communications/listmanager/user-agreement.aspx
5. ListManager User References: http://www.ncbar.org/about/communications/listmanager.aspx

You can review ALL of the ListManagers that you belong to on the "List Management Tool" (https://www.ncbar.org/about/communications/listmanager/list-management-tool.aspx). This one-stop-shop can be used to manage/update ALL of your ListManagers including:

1. Email address:
1. NCBA's Association Management System (AMS) email address is the default.
2. Different email addresses can be used for each of your ListManagers.
3. Changing your ListManager email address only changes it in ListManager not in the AMS
2. Subscription Type / Delivery:
1. "MAIL" is the default option where emails are delivered as soon as they are processed by the NCBA's ListManager server (~1-2 minutes).
2. A message "DIGEST" is another option where a list of messages are delivered ~4 hours IF messages are posted. Select "Digest" in the "Subscription Type" dropdown.
3. "NOMAIL" can be selected when you are out of the office for long periods of time. Messages sent during that time will not be delivered to you, however your ListManager subscription remains active so you can review them at anytime in the ListManager archive.
3. Subscription Status:
1. Subscribed or unsubscribed. Selecting unsubscribed is not an option for groups with mandatory participation (e.g., councils, committees).
2. Subscribed is default for Section & Division General ListManagers initially (Opt out).
4. Mail Format:
1. Multipart is default - HTML or Text is delivered based on your email system settings
2. HTML (with graphics) or Text (text only) are the other options available
5. Message receipt options available (check them) but not the default are:
1. Receiving contribution acknowledgement
2. Receiving copy of your own postings
6. Individual or ALL ListManagers can be changed at the same time:
1. One (1): Select "Submit" after making changes
2. ALL: Select "Update All" to update all of your ListManagers
7. Other List Management Tool resources:
1. NCBA#
2. AMS Password (issued not custom)
3. Date Joined ListManager
4. ListManager email address (groups not personal)
5. Access to online ListManager archives

Your previous membership to various NCBA Section, Division, Committee and Task Force electronic discussion lists automatically included you on the corresponding ListManager recipients list. Additions and deletions are done automatically each day whenever membership status changes. If you have questions about your specific Section, Division or Committee ListManager, please contact your staff liaison. Contact information for NCBA staff is available online: http://www.ncbar.org/about/contact-us.aspx

The instructions for creating routing rules vary by email system. However, they should be similar to the following process used by Microsoft Outlook:

1. Open the message you want to base the rule on (Rule: One or more automatic actions taken on email messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.).
2. On the toolbar, Click "Actions" and click "Create Rule".
3. In the "Create Rule" dialog box, select the conditions and actions you want to apply. For example, click:
   When I receive email with all of the selected conditions:
   =  From [NCBA Real Property]
   = Subject contains [Out of Office] Note: Add other variations of this phrase, as needed.
   Do the following:
   = Move email to folder [select folder]
4. To add more conditions, actions, or exceptions to the rule, click "Advanced Options", and then follow the rest of the instructions in the Rules Wizard.

For additional information, please click this link: http://office.microsoft.com/en-us/outlook-help/manage-messages-by-using-rules-HA010096803.aspx#BM4

On most e-mail systems (e.g., Outlook) there is an option to include or not include the sender's message along with your reply. When you include the sender's message, it is repeated over and over again in everyone's e-mail which may or may not be wanted. Including the previous messages/thread is up to each individual, since ListManager can not delete the previous messages.

Here are some email etiquette tips to keep in mind. Before sending an email ask yourself a few simple questions:

1. Who is getting the message? Do you want it to go to the entire group OR send a private e-mail to one or two people? Is there any information that should not be shared with everyone?
2. Do not send meaningless messages with no content, such as "I agree!" The exception is if you want the specific individual to know, however you can send the response directly to the sender and not the entire ListManager. You have to be careful that you are e-mailing only the sender.
3. Stick to the topics intended for discussion on the ListManager. If you deviate from the intended discussion topics, someone may object. People may also unsubscribe if they consider the messages to be unhelpful.

NO — please do not attempt to recall messages sent to any mailing lists! Sending a cancellation or replacement email with directions to delete the original email is the best option.

Once a message has been posted to a list, it cannot be retrieved from members' mailboxes. The List Owner / Staff Liaison has to manually delete the message and others related to it from the ListManager archive and server, so it is no longer viewable or transmitted, respectively.

Recalling a message should only be attempted for messages sent to email addresses that use the same email system and network. A message can only be recalled from within the same network and email system where emails are processed by the same email server. Even then, email recalls do not always work especially for people that use email preview panes where messages are automatically opened.

NOTE: Attempts to recall messages normally result in un-necessary messages automatically sent by the recall originators email system to all of the List participants. The automated messages are confirmations on whether the attempt to recall the message was successful or not. The automatic email confirmation option is normally checked by default in Outlook and other email systems. Un-checking this option would avoid the automated messages, however the emails can still can not be recalled so please do not attempt to recall messages sent to any mailing lists.