|
Email Etiquette
The DOs
- Use E-mail to disseminate need-to-know information to need-to-know persons only;
- Use E-mail to send 'softcopy' documents for editing or informal approval, unless
otherwise instructed;
- Use E-mail to send urgent 'hardcopy' documents, especially to remote campuses, by
calling the recipient to print out the 'softcopy' documents;
- Use plain text for Text Document unless you need the special presentation features in
the MS Write or MS Word. Hence, attach the formatted document file in your email.
- Communicate to express -- not to impress;
- Design Clear Concise Messages by using short/simple words and sentences. Use specific
and commonly understood words, not jargons;
- Do routine "housekeeping" by deleting unwanted mail. There is a
10-MB storage
limit set for each email account. Any account that violates the limit will be disabled.
This includes the attachment files.
- Log-off from the system when you are away from the PC.
The DON’Ts
Do not disclose your password to anyone else. You are responsible for guarding your own
password.
Do not allow anyone else to use your email account. You are responsible for whatever
email sent from your account.
"Spamming" or the indiscriminate, unsolicited and unnecessary mass sending of
emails will not be tolerated.
Confidential messages should not be sent, as privacy of unencrypted email is not
guaranteed.
Do not exceed the max storage limit as this will result in the temporary disabling of
your account.
Do not lose or forget your password as that may make your account inaccessible for a
number of days. Due process is required before your account can be reactivated.
Users who seriously violate the rules set will face disciplinary action.
|
