Email Etiquette and Appropriate Use

November 2005 IP Video Melinda Bradbury, Ag Information Technology (AgIT) Call Center

AgIT Call Center 888.226.2438

Agenda
Welcome by David Petritz, Director, Purdue Cooperative Extension Service Overview of Extension Email Groups Useful Outlook Tools Email Etiquette Legal Issues Available Resources Questions
email tctrain@agad.purdue.edu during presentation.
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Extension Email Groups

Who can use
All Extension Staff
For business announcements, etc

Reach Extension staff based on physical area, program area or project

Ces.everyone@agad.purdue.edu includes campus specialists

Who updates
Nancy Goodman and Melinda Bradbury
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Extension Email Groups

When to use
To transmit information to staff based on
Extension Appointment: ces.everyone@agad.purdue.edu Program area ex: youth_in_mg@agad.purdue.edu Physical area ex: cfs_area6_mg@agad.purdue.edu Specific project ex: new.ventures@agad.purdue.edu

How to use
Enter full address in TO field in Outlook Lookup mailgroup address on CES Intranet Use the find feature in Outlooks address book
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Extension Email Groups

Questions to ask before using an email group.
Is this message appropriate?
Is this message business related?

Does this message apply to the members of this group?

If sending to ces.everyone@agad.purdue.edu, does the message apply to both campus and field staff?

Is there a better group to use?

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Useful Outlook Tools

Contacts
Add the Extension mailgroups to your contacts to save time
Caution Beware of short-term memory in Outlook

Personal Distribution Lists

Useful for local clientele mailgroups

Delegate Access
Allows one person to create & maintain local clientele mailgroups in Outlook Contacts and share with others in office

Blind Carbon Copy (bcc:)

Enables users to keep email addresses of clientele confidential

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Top 22 Email Etiquette Tips

1. 2. 3. 4. 5. 6. 7. 8. Beware of hidden readers Write like Mom or the boss will read it Remain gender neutral Keep harassment and discrimination policies in mind Dont use email to let off steam Control the urge to flame Respect others time Never reply to spam
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Top 22 Email Etiquette Tips

9. Do not email the world 10. Copy with care; Reply to all with care 11. Dont oversell your message 12. Ask permission before forwarding 13. Be cautious sending attachments 14. Always use a salutation and signature 15. Beware the exclamation point

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Top 22 Email Etiquette Tips

16. Resist the urge to capitalize Also applies to all lower case letters 16. Use correct spelling, grammar and punctuation 17. Think before requesting a receipt 18. Keep editorial comments to yourself 19. Treat others as you would have them treat you 20. Consider e-mails limitations 21. Always use a descriptive subject line
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More on Etiquette
Tone
Using all caps or all bold letters is considered yelling A professional, conversational tone is best

Professionalism
Email is a business communication Avoid temptation to be too casual

Grammar, Punctuation and Spelling

Outlook has features to check all of the above
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Email Tips
Be short and to the point when sending email Be sure to read the entire message before responding Be cautious when using Reply to All to respond Be judicious with the use of attachments
Alternatives to attachments are available
Office Shared folder W drive Sharepoint collaboration site

Use the bcc field for personal distribution lists of clientele to protect address lists

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Legal Issues
Employees e-mail is the property of the employer

Purdue policy for Access and Use of e-mail: http://www.purdue.edu/policies/pages/information_tech

E-mail is like a postcard anyone can read it

E-mail is vulnerable while in transit

E-mail can be subpoenaed

Not only yours but anyone you communicate with E-mail has an indefinite shelf life there is no such thing as deleted email.
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Legal Issues
Protect your email account
Lock your computer when you walk away Dont share your password Be cautious assigning delegate rights to your inbox
You are liable for anything sent as you or on your behalf

EEO guidelines extend to email

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Two Quick SPAM and PHISHING Tips

Dont feel obligated to read and respond to every message.
Never respond to questionable emails

Use the technology to help protect you and manage your incoming e-mail
Use the University SPAM filter Use rules in Outlook to automatically delete some questionable messages
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SPAMMERs Favorite Tricks

Phony Subject Line Numeric Address Formats Celebrity Subject Headers Dictionary Spam Doubtful content Fake unsubscribe links Phony return address Forged headers Common Categories
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Available Resources
Mail group search feature on the CES Intranet Documentation on AgIT Webpage http://www.agriculture.purdue.edu/agit
Email Groups FAQs Creating Personal Distribution Lists Outlook Delegate Access AgIT Policies & Procedures

Other Resources

Purdue Policies: http://www.purdue.edu/policies/pages/information_technology/em AgIT Call Center

AgIT Call Center 888.226.2438

Email, Mailgroups and You

Important Questions to ask BEFORE you send that message
Is this the best way to relay this information?
Alternatives: phone call, office visit, traditional mail

Am I addressing this to the correct people?

Does this need to go outside my program area, physical area or project area? Do campus staff need this information?

Is my message clear? Have I included a descriptive subject?

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Email, Mailgroups and YOU

Extension email groups are designed to:
Provide enhanced communication among staff Encourage the sharing of information between staff Assure that all staff in an area (program, physical or project) receive the appropriate information

Email and the mailgroups should make your job easier, not more difficult. Judicious use of email and the email groups helps all Extension staff.
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Questions

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