Mail to *all*, some advice

General guidelines:

  • You are sending an e-mail to +-250 people.
  • Think about the time it takes for everyone to process this e-mail
  • Do not send an e-mail to all when it is not really important
  • Keep it short
  • When your message has a limited lifetime set an expiration date and time
  • Provide alternatives: put your important message on intranet
  • As always: respect e-mail etiquette
  • Think about the space your mail will take in the destination mailbox
    • do not add attachments:
    • a one-page word file is not a good attachment: paste this message into your e-mail
    • put big files on intranet

Please read following advice on reading e-mail to *all*:

  • a mail sent to all is important: you MUST read it
  • when everyone follows the advice when sending you'll never receive unimportant mails ;-)
  • you can safely delete every message to *all*: All mails to *all* are archived on intranet
  • think twice before sending a reply to *all*

Set an expiration date and time:

  • When composing your message select File > Properties > Send Options > Microsoft Exchange Server.
  • Enter a reasonable expiration time.

Put your important message on intranet:

Basic e-mail etiquette includes:

Do

  • Do review messages before you send them out to make sure you are really saying what you want to say. You might want to try this with a limited test group before sending to everyone.
  • Do be as polite as possible; rudeness can be taken as hostility.
  • Do make it clear to the recipient what type of message you are sending, especially if it is official.
  • Do be patient with inexperienced e-mail users.
  • Do, if possible, include the portion of the message you are replying to in your reply; people often forget the original context.
  • Spell check your message
  • Always fill in the 'Subject' field
  • Always include a signature
  • Put all your coordinates into your signature (phone number too)

Do not

  • Do not send a message when you are angry. Cool down, look at the message again, and then decide whether you really want to send it. Do not enter something into the 'To' field but save your message for sending at a later time.
  • Do not copy an entire, large message in your response just to add a line or two of commentary.
  • Do not reply to 'all recipients' unless they all need to see your reply.
  • Do not type in all capital letters; this is SHOUTING and is considered RUDE.
  • Do not send off-topic messages to mailing lists, especially work-related list.
  • Do not send chain letters or messages recruiting participants in make-money-fast schemes; doing so not only violates Vlerick school IT-policy (4), but may also violate laws.
  • Do not edit quoted messages to change the overall meaning.

4) IT Service level agreement:

  • Can be found at Service Level Agreement and includes following extract.
  • Policy for sending e-mail to a large number of external addresses (for anyone with extension @vlerick.be (staff, students, Alumni, BAN, IvB...))

      §28.2
      When sending one and the same e-mail to more than 15 persons with an external e-mail address (so not in-house) certain Internet rules exist which must be respected (Unsolicited commercial e-mail / UCE).
      We must cover ourselves legally by adding the following clause to the e-mail:
      If you no longer wish to receive such mail in the future, please inform us at abuse@vlerick.be or telephone + 32 (0)9 210 97 11 or fax + 32 (0)9 210 97 00. Thank you.
      If you want to be removed from our mailing list, please contact us at abuse@vlerick.be or telephone + 32 (0)9 210 97 11 or fax + 32 (0)9 210 97 00. Thanks in advance for your information.
      Such mail messages are sent by putting the addressees in the BCC field and abuse@vlerick.be is one of the addressees.
      §28.3
      When the webmaster receives such a message, he will pass it on to ensure this person is removed from the mailing list.

       

       

       

      In case of a problem do not hesitate to contact the helpdesk at +32 92 10 97 24.
       


Author: DVSM\rafnou | Modified by: DVSM\wimpou, Tuesday October 13, 2009 17:26:47 +0200