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Email Etiquette and Appropriate Use
November 2005 IP VideoMelinda Bradbury,
Ag Information Technology (AgIT) Call Center
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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
[email protected] includes campus
specialists
Who updates
Nancy Goodman and Melinda Bradbury
mailto:[email protected]:[email protected]
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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 thisgroup?
If sending to [email protected], does the
message apply to both campus and field staff?
Is there a better group to use?
mailto:[email protected]:[email protected]
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Top 22 Email Etiquette Tips
1. Beware of hidden readers
2. Write like Mom or the boss will read it
3. Remain gender neutral
4. Keep harassment and discrimination policies inmind
5. Dont use email to let off steam
6. Control the urge to flame
7. Respect others time
8. 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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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 theemployer Purdue policy
for Access and Use of e-mail:
http://www.purdue.edu/policies/pages/information_tec
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 suchthing as
deleted email.
http://www.purdue.edu/policies/pages/information_technology/email.htmlhttp://www.purdue.edu/policies/pages/information_technology/email.html
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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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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 orproject)
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 Extensionstaff.
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Questions
