mofokeng email etiquette
TRANSCRIPT
GAELIC SUMMER CAMP
E-MAIL ETIQUETTE
University of the Witwatersrand
Simon Mofokeng
OBJECTIVESFor the purpose of this document “Mail” will refer to “Email” Electronic mail, or “Mail”, provides an easy-to use, efficient means of
communicating with other members of workgroups and the External Internet Communities.
The purpose of this presentation is to ensure the proper use of email
system and make users aware of what is deemed as acceptable and unacceptable use of the system.
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RESPONSIBILITIES OF THE USERLegal Risks: email is a business communication tool and users are
obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply.
The following guidelines for working with “Mail” are designed to ensure
that you and your colleagues get the maximum benefit from the system.
The following information is included in the pages that follow:
* Responsibilities of the user* Activities to avoid* Hints and tips
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RESPONSIBILITIES OF THE USERLimited “Mail” must not be used as a forum of political, religious, or other
debates, or as a form of entertainment or broadcasting, or for sending chain letters or advertisements or jokes or non- business related issue. Each message occupies valuable time on the network, and discretion must be used when using “Mail”.
LengthWhen using “Mail”, keep your message as brief and to the point as
possible. Long messages tend to lose their point. Rather send a message
requesting a meeting to discuss lengthy issues.
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RESPONSIBILITIES OF THE USERTitleGive every message a title Make sure the subject line of your message provide a brief, clear
description of the contents of the message EffectivenessRead “Mail” message regularly and respond timeously where necessary.The effectiveness of a “Mail” system in improving productivity and
communication is based on responsiveness. Read your message regularly and reply as soon as possible.
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RESPONSIBILITIES OF THE USER
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RESPONSIBILITIES OF THE USERSelectiveBe selective when forwarding or replying to a “Mail” message.Consider who really need to see the message. Forward it only to those who need
information. ProtectYour user passwords are the gateway to your PC and systems resources
including mail, Protect it all the time.You are responsible for actions taken under your user ID. Once your user ID is
logged on, it is impossible to tell whether it is really you or someone else sending the message. Do not use passwords that would be obvious to others, and change it immediately if you think it has been compromised.
Activate your Windows screen saver password to kick in automatically when idle
after a few minutes.
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RESPONSIBILITIES OF THE USERSizeKeep your mailbox and “Mail” files as small as possible Delete message from your mailbox after you have read or filed them. File
only those messages that really need to be recorded. HousekeepingCarry out regular housekeeping on your filesA facility exists “Mail” to archive messages to free up space on the
system. If at a later date you need to refer to them, it is possible to access them. Another option will be to create a ‘personal folder’ and move the important “Mail” items to the personal folder. Delete or archive messages from the sent item folder regularly.
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RESPONSIBILITIES OF THE USERLogging offExit and log off on your mail system if you will be away for an extended
period and when you leave at the end of the day.Certain maintenance might be done overnight on the server, and this is
only possible if you have logged out of your computer. Privacy“Mail” message are considered private correspondence. As such,
messages are viewed as the private property of the receiver and will not be made available to Management. Although privacy and security are of the utmost importance, auditors, or investigators are authorized to investigate misuse of the network, such as theft, pornography, harassment, excessive private use, etc.
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ACTIVITIES TO AVOIDMisuseDo not send any obscene, racist, defamatory or otherwise offensive material via
“Mail”The use of vulgar language is expressly forbidden over the network, be it on
company business, or in a private capacity.
Personal useNote- Sending and receiving excessive non-business related messages is
prohibited.
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ACTIVITIES TO AVOIDConfrontationDo not use “Mail” to avoid confrontation.In certain instances, such as disciplinary or explosive circumstances, the
sending of “Mail” messages is inappropriate. Do not send rude or argumentative messages. These situations can only be dealt within in a face to- face confrontation and “Mail” should not be used.
Large filesDo not send large files as attachment.Be selective in the files you send to others via “Mail”. Within your own work group, it is better
to share the file and send a message regarding the file name to the recipients. Attached files dramatically increase the network overhead as well as the size of the “Mail” file.
PriorityDo not flag all messages as high priorityDo not send “Mail” as the highest priority unless it really merits that priority. High –priority
“Mails” message should only be used for the most important message and when you need an immediately response.
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ACTIVITIES TO AVOIDPasswordDo not give your password/s to othersYou are responsible for any mail message originating from your machine.
Giving other employees access to your system could result in fraudulent use of “Mail”.
Confidential InformationAvoid sending confidential information by “Mail”. If you do, you must
secure the information by including it in a Microsoft Word file protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone.
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HINTS AND TIPSRequirementsSet the options to suit your requirementsCheck for messages every 15 - 60 minutes. Sound the chime when a
new message arrives. Flash the envelope when a new message arrives.
ReceiptUse the return receipt optionIf you are not sure whether the addressees are receiving messages, use
the return receipt option. This will send a message back to you, informing you that the recipient has got the message.
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HINTS AND TIPSBacking up Your “Mail” files should be backed-up periodically; otherwise users carry
the responsibility if not provided by business. TipInclude a signature that contains other methods by which others can
contact you. This usually includes your full name, job title, and company name and telephone numbers.
Do not send messages all in capital as it will appear as if you are shouting. Use bold lettering or underlining for emphasis, e.g., use that is what I meant, rather than that IS what I meant.
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