As always,
we anticipate the annual post-conference barrage to hit very soon. While we definitely want to have our newbie introductions and welcomes, we need to be mindful of our mail volume, which can be a problem for many members, either with bandwidth or just sheer overwhelm.
Tips to reduce mail volume
- Please reply to newbie intros OFF LIST. Click "Reply to Sender" at the bottom of the message to say "Welcome, hello!" to each individual new member directly to their inbox.
- Please remember to TRIM YOUR EMAILS. One or two replies back in the chain are probably sufficient; please delete older emails that appear at the bottom of your message. They can make individual emails and especially digests crazy long.
- Be cognizant of your subject lines/what you're replying to. Your message will be grouped with them. (I.e. if you hit reply to send a message to the group, even if you change the subject line, your message will be stuck in with the other messages and many members might not see them.)
- Consider digest or web-only modes--see below for more of those.
Getting the Most out of Digest Mode
Our Yahoo Groups have a digest mode, which sends out emails in batches of 25, or early in the morning, whichever comes first. (For example, if 26 emails are sent in a day, the first 25 will be assembled into the digest as soon as they arrive, and the 26th will be sent in another digest at the appointed time.)
Personally, I love the digest mode. It makes it easy to follow the various conversations we have as well as manage the hundreds of messages that come from this group each month. One of the biggest benefits of digest is how it assembles the emails. It groups emails according to subject, or by what email you're replying to even if you change the subject.
Here's an example of how the digest mode groups emails (All email images from this post are from Gmail.):
Note that these are only grouped from among the 25 most recent emails to the group.
Each subject line is linked to the email clicking on the link will take you down to the email—most of the time.
Naturally, 25 messages pasted into a single email makes for one pretty long email. In the right-hand column, you'll see "Message clipped. View entire message." if you're in Gmail.
If there are parts of the email you want to read, and the links won't work, find that message and click View entire message. (Depending on how long the email is, the message is sometimes posted at the end of the email.)
Emailing the group and responding to emails is easy, too. To begin a new subject, you can just address it to [the name of our group, no spaces or punctuation, remember authors is plural] at yahoogroups.com. To reply to an email in a digest, there are options below each message:
Reply to sender will send an email directly to the person who sent the message to the group. Reply to group will send an email to the entire group—but neither of these options will "quote" the email you're replying to. You'll have to enter the subject line, and none of the messages will appear in your email.
To quote the email I'm responding to (and make sure Yahoo recognizes that my message is part of that conversation), I use Reply via web post. This link takes you to the Yahoo Group website, ready to post a reply with the subject line and quoted email filled in (you may have to sign in with Yahoo to continue):
From here you can also directly email that person--just pull down the menu by To: and the original emailer's address will appear as an option.
One note here, whether you're on digest or not—please remember to trim your emails! You probably don't need all twenty-seven emails in the conversation tacked on to the end of your message. Two or three is plenty.
It's kind of a mess when you're receiving individual emails, but on digest it's extremely unwieldy.
For example, here is ONE untrimmed message in a digest--not an entire digest, just ONE MESSAGE. Each column represents an entire screen with my browser font set as small as it will go:
Obviously, when you're on digest mode, you use the Back to Top and the table of contents to navigate quite a bit ;) .
There's one more option below each message in the digest that is also handy: Messages in this topic (5). The number indicates how many messages are in this topic. Clicking on this link also takes you to the group, but to the single message view:
There's a ton of information on this screen! The message itself is front and center (cut off on this image is the subject line, which is a large header at the top). In the blue column at right, the author of the email is listed, with an option to send a message to them. Below the email, there's the option to Reply to the email (directly to the group).
Below that, there's a list of the other messages on this subject, with date, time and author information. Each indent in this list means that the email is a reply to the one above it. Here, the second and third messages are both replies to the first message, while the fourth message is a reply to the third, and the fifth is a reply to the fourth. The message you're reading now is highlighted in blue in this list.
If you want to see this view, you can get to the group website from any (untrimmed) email from the group. At the right-hand side of the top of each email, there's a link to Visit Your Group:
And it's here that you can change your settings to digest mode. Above the group name on the group home page, you'll see a link called Edit Membership. Click on it.
Under Step 2, select Daily Digest:
Click Save Changes at the bottom, and you're done! Welcome to digest mode!
Note that when you switch to or from digest mode, Yahoo doesn't keep close enough track of this, so you might miss a few emails, or see them twice.
Getting the most out of web-only mode
Web-only mode means you only receive special notices from the group in your email, and the rest of the messages you can read when you visit the group page on Yahoo.
Head on over to our Yahoo page and click on messages (left side bar). At the top you'll see:
Click on GROUP BY TOPIC. This puts your messages in a forum style format.
Now click on a topic. You can expand ONE message or ALL of them by clicking on EXPAND at the top of the page. You can also click on SORT BY DATE to the right and either have the newest message first or the oldest.
AND the best part is the little blue REPLY button at the bottom of each message, making it easy to reply to each one.
Thank you for understanding as we grow and take on new friends! We hope mail levels will reach normal sometime in June.