Email Management

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Email Management

• Charlotte ARMA Meeting 4.21.09

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Table of Contents

• Defining Email
• Email Management
• Email Do(s) and Dont(s)
• Email Etiquette
• Filtering
• Thoughts from the group

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Email

• Email (electronic mail) is the exchange of
  computer-stored messages by telecommunication.
• An email system is a communication tool is not
  intended to be a recordkeeping system.

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Email Management

• O.H.I.O Only Handle It Once
• Use of Filters
• Use of email folders
• Use of preview feature
• Unsubscribe to newsletters or distribution lists
  that you do not read
• Embrace email for what its worth

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Email Do(s)

• If you are sending an email attachment to several
  recipients, think about trying to hyperlink the
  document so all your recipients wont receive a
  large file.
• Only reply all when necessary.
• Delete your email message when you no longer need
  it from your inbox or sent mail and your
  trash
• Try to only use company email for business
  reasons but if you need to use for a
  social/personal reason, create a separate email.
• Consider communicating complex information
  through other means. A telephone call or
  face-to-face conversation may reduce any
  misunderstandings.
• If the email doesn't relate to something that you
  are currently working on or doesn't contain
  information that you're required to keep, delete
  it.
• Review your email folders annually (if
  applicable) dispose of any emails you do not
  need to refer to anymore.

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Email Do (s) continued

• Immediately delete e-mail with attachments from
  unfamiliar senders. It may be "spam." Do not
  click open web links in messages from unknown
  sources.
• Please remember to think about what you are
  writing in your emails so the information is not
  misconstrued.
• Please remember that your company has the right
  to view your email since youre working on behalf
  of the company.
• Do not transmit confidential information in an
  external email message unless it has been
  encrypted.
• Use clear subject lines. This helps employees
  prioritize their email.
• Check spelling and grammar use spell-check,
  employees tend to be too informal in email
  compared with hardcopy. Treat it the same.
• All email and electronic communications are
  monitored by Compliance
• Email your IT Security group if you feel you
  have received a suspicious email.
• Beware of email soliciting personal information
  (PII) or money.

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Email Dont (s)

• Do not send e-mails when you are upset or angry.
  Calm down and respond intelligently or you may
  regret it later. Remember there is a record of
  this.
• Do not over reply as this may clog other
  employees inboxes and may utilize valuable
  memory.
• Do not forward jokes, chain letters, or
  inappropriate material.
• Reading e-mails and sending rapid fire e-mails on
  your handheld device (i.e. Blackberry) during a
  meeting sends a clear message to others that you
  are not fully engaged in the task at hand. While
  you may see this as multitasking, others may
  see this as rude.
• Do not save emails as .pst files, to a CD or
  flashdrive.

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Email Etiquette

• Electronic mail is not like other media. Treating
  E-mail just like the telephone, paper mail, or
  any other medium can lead to misunderstandings
  and mistakes.
• Emulate experienced users. See how those already
  posting to mailing lists make the most effective
  use of those forums.
• Be brief. Often a few well-chosen words are
  better than long-winded elaborations.
• Label your message. Choose a title that fits the
  subject and stick to it.
• Remember your audience. Use language, references,
  and subjects that will be comprehensible and not
  objectionable.
• Choose an appropriate medium and forum. Use a
  conference or mailing list on a topic related to
  that of your message.

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Email Etiquette (continued)

• Identify yourself. Sign your message with some
  appropriate information such as your name and
  affiliation.
• Post new ideas. Try not to repeat what has
  already been said except in brief confirmation.
• Respond to the topic and not the person. Try to
  understand what the person is saying. If you
  can't understand what the person is saying, ask.
  If you must criticize someone, give them a chance
  to respond. If you comment on the style of a
  message, respond to the content as well.
• Read other messages before responding. Others may
  have already made the same obvious response.
• Don't respond in anger. Wait a few minutes or
  hours, or even until the next day. If you are
  still angry when you respond, say so.
• Give the benefit of the doubt. Mistakes,
  misunderstandings, and ignorance are far more
  common than maliciousness.

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Email Etiquette (continued)

• Be careful with humor and sarcasm. Many people
  have trouble recognizing these things even in
  person. Some networks have developed typographic
  conventions to get around the difficulties of
  expressing subtleties of expression through ASCII
  characters. One of the more universal is that
  UPPER CASE means shouting. Another is the use of
  the sideways "smiley face," ) or -), to
  indicate lack of serious intent.
• Do be encouraging and polite. The most effective
  encouragement is often a simple response
  acknowledging a posting.
• Discourage when necessary. But do it privately
  and politely when possible. Don't discourage at
  all unless you're sure it's needed and that you
  are an appropriate one to do it.

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Email Etiquette (continued)

• Assume Permanence and ubiquity. Mail posted to
  discussion lists and sometimes even mail to
  individuals may be saved permanently, with or
  without your knowledge, and may be read by
  anyone, at any time, anywhere. Remember that even
  if a mail message has been deleted, it may exist
  somewhere on a backup tape.

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Filtering

• A view filter is an easy way to see only those
  items or files stored in Microsoft Outlook
  folders that meet conditions you specify.
• Filtering is different from sorting. When you
  sort items, you rearrange the current items in a
  view. For example, in the Inbox, if you click the
  name Joanna Fuller, all the messages in the Inbox
  will appear in alphabetical order with all the
  messages from Joanna Fuller at the top of your
  view. However, all the other messages are still
  there in the Inbox, listed before and after
  Joanna Fuller in alphabetical order. If you
  scroll, you will see them all.
• When you filter items, you selectively choose
  what items will appear in a view, and only those
  items will appear in the view.
• The Filter dialog box offers you a variety of
  ways to select and organize your criteria.

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For example, you can filter all items with
"Joanna Fuller" in the From box to see only items
from Joanna Fuller. All of the other items are
still in the folder and can be seen again by
removing the view filter.
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Filtering

• When a view filter is applied to a selected
  folder, the status bar (status bar A horizontal
  bar at the bottom of the screen that displays
  information about the current condition of the
  program, such as the status of items in the
  window, the progress of the current task, or
  information about the selected item.) displays
  the words Filter Applied in the lower-left corner
  of the screen. Multiple Filters Applied displayed
  indicates that both a synchronization filter and
  a view filter have been applied. A
  synchronization filter allows you to choose which
  items are downloaded or kept in your Offline
  Folder file (.ost) (Offline Folder file The file
  on your hard disk that contains offline folders.
  The offline folder file has an .ost extension.
  You can create it automatically when you set up
  Outlook or when you first make a folder available
  offline.).

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Thoughts from the group

• If you have any questions, please feel free to
  contact
• Daryle Lee
• dalee_at_tiaa-cref.org
• 704.988.4756