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Mailing List System

Overview

The Mailing List System can be used only for the purposes of education, research, and communication work.

The address of this Mailing List (ML) system is "xxxxx(at)ml.jaist.ac.jp".
(Please promptly switch from the previous ML addresses to ones with the new domain and confirm the persons concerned. The addresses of the previous ML system which have been created before 2/17/2020 can still receive emails until the end of Dec., 2020 in principle.).
Please note that the domain of the personal mail address remains the same as "@jaist.ac.jp".

Domain Change of ML Address

Although emails sent to the old ML addresses (only the ones created before introducing the new ML system) are automatically forwarded to the new ones during the transitional period by the end of Dec., 2020 in principle, please make sure to take the following actions promptly.

1.Rewrite the ML addresses written on the web pages, printed materials, etc. to the new ones.
2.Change the ML address used as the sender's address in the mail software to a new one if such a case.
3.Notify the new ML address to the ML members as needed, if it is used to send and receive emails mutually among the members for exchanging information, etc.

 

The transitional period for the following special cases is planned to extend based on the application by faculty by early Dec., 2020.

1.Keeping mail reachability sent from ML address with the domain of "jaist.ac.jp" is strongly required for the purpose of external relations and publicity.
 <e.g.> daihyo(at)jaist.ac.jp, president(at)jaist.ac.jp
2.Extension for the transitional period is needed because of the old ML addresses printed in materials, etc. which have been distributed outside JAIST.

The application procedure for extension will be informed later.

Usage Information

There are 3 following roles per ML address, registering a mail address respectively.
 
Administrator (Owner)
 
Member(Subscriber)
 Moderator* 


The primary key in this system is a mail address.

After February 2020 when the new ML system was replaced, the registered mail addresses are as follows:
 Administrator (Owner): Personnel Mail address currently used
 Member(Subscriber): Initial mail address ("username"@jaist.ac.jp)

Thus, if a student registers a different mail address from the initial, ML involved in as Member (Subscriber) cannot be displayed when logging in the system, though, there is no problem distributing emails.

 * Moderator: A user who has privileges to confirm the contents of an email before sending it to a Member (Subscriber). An Administrator (Owner) has Moderator privileges as default setting.

 

Failing to send a mail to ML

・Maximum data size to send to a ML address is 15 MB (the sum of an attached file and mail text message).

If you want to send/receive a large file of more than 15MB, please use JAIST Online Storage System.

・Please note that any mail without From Header (sender's mail address information) nor Message-ID (mail identification information) sent to a ML cannot be delivered, judged as unauthorized (an error notification will not be returned, either.).

In order to prevent a loop, the same mail with the same Message ID having been already sent to the same ML can not be delivered.

In case of registering a different mail address from the initial (username@jaist.ac.jp).

 

<Register as a Member (Subscriber)>

Either an initial mail address (username@jaist.ac.jp)or a mail address actually used can be registered.
Please pay attention to the following points.

Mail Address to registerAdvantagesDisadvantages
Initial Mail Address   (username @jaist.ac.jp)・No distribution error occurs even if a user changes their mail address after registering as a Member (Subscriber).

・A user is not listed as a Member (Subscriber) on a ML when logging in.

・A part of restriction functions to send emails to a ML do not work correctly.
  1.Restricted to Subscribers, messages from others are discarded.
  2.Restricted to Subscribers.
  3.Private, moderated for non-Subscribers*.

Mail Address actually used

・A user is listed as a Member (Subscriber) on ML when logging in.

・Restriction functions of sending mails to ML work correctly.

・A registered mail address needs to be modified if a user changes it after registering as a Member (Subscriber). (Without notification from a user, a delivering error occurs.)

*Moderation: Function to confirm the contents of an email before sending it to a Member (Subscriber).

<Register as an Administrator (Owner) or a Moderator>

The mail address actually used needs to be registered.

Even if you register an initial mail address(username@jaist.ac.jp)or a ML address, you cannot deal with a ML as an Administrator (Owner) or a Moderator.

Login /Logout

<Login>

Access the URL below.

ml.jaist.ac.jp (https://ml.jaist.ac.jp)

 *JAIST members (faculty, staff, and students) can log in only via JAIST Network (including VPN access).

 Authentication page of Single Sign-On system pops up. Please enter your "User Name" and "Password", and click "Login (ログイン)" button.
※Please note that you will fail authentication if you enter your mail address (xxxxx(at)jaist.ac.jp).

In case of using Web-Mail or Online Storage via the same web browser, Home screen of the system is displayed directly without showing the authentication page.

Please check if the mail address displayed in the upper right part of Home screen is the one of a user who logs in.

 

If a user who does not have the privileges to log in this system, the screen below pops up.

 

<Logout >

Click the mail address displayed in the upper right part of Home screen and press "Logout" button.

When Logout screen is displayed, exit the browser (or close the tab) to complete Logout.

FAQ

  1. Can I confirm if the email was sent to Members (Subscribers)?
    → If you are the Administrator (Owner) of the Mailing List, you can.
      Log in the system and choose the list to confirm from "My lists" or "Search for List(s)" in Menu
        at the upper part of the screen.
      Click "Error rate: xx%" in Menu at the left side of List Home screen to find the mail addresses
        of Members (Subscribers) who fail to receive the email if any.