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Large Group E-mail Guidelines

By Allen Bradley, Manager, Campus Wide Networks Computing Team

About twice a year I send the following "Large Group E-mail Guidelines" policy to all GroupWise users. Please be aware that "bulk mail" sent through GroupWise is to be for UNT business only. Please review the following policy as set out by the Vice Presidents and Provost in 1997.

Large Group E-mail Guidelines- 2/17/97:

The Provost and all Vice Presidents recommend the following guidelines for using large E-mail groups:

  1. Departments and individuals should be judicious in sending E-mail to all faculty and staff. Many recipients may consider the message to be annoying "junk mail," especially if "everyone" messages continue to proliferate at the current rate. As a general guideline, the message should be of sufficient general value that it would justify being sent as a memorandum if E-mail were not available. In other words, is the message important enough to justify sending to virtually every University employee? Campus-wide discussions should use Usenet news groups, not E-mail.
  2. All large group mailings should use appropriate mail groups. A public group will be maintained in the GroupWise (GW) address directory that will include all UNT faculty and staff in the GW directory, as well as more limited groups such as department heads and account holders. Offices or individuals that make frequent or regular large group mailings, that are not official notifications to all faculty and staff, are encouraged to maintain their own groups. Messages to these groups should have an introduction indicating willingness to remove an individual from the group if requested by return E-mail.
  3. Anyone sending mail to large groups should use the GroupWise send options to conserve system resources. In the "Mail To" screen, select "send" and then "send options." For the current mail message, these options will override the typical preferences. Generally, the following send options should be selected:
  • no status information
  • low priority
  • expiration date set to delete unopened messages in two work days
  • do not notify recipients unless it is an urgent official message
  • no return notification
  • no reply requested

Also, from the main GW screen, select "file" and "preferences" to confirm that the "advanced" send option is set to "insert in out box." Then, if a mistake is made, the out box message may be used to "delete" the message from all "in boxes," correct it, and resend. Take care to delete from in boxes, not the out box.

Managing GroupWise "Everyone Mail"

If you are overwhelmed with the quantity of messages that you receive from "UNT GW Directory List *** " ["Everyone Mail"], you have at least two options for handling those messages.

  1. Automatically file the incoming mail in a folder. This allows you to browse the messages at your convenience without cluttering up your main mailbox folder.

  2. Alternatively, you can create a rule which automatically deletes incoming mail from that group.

For detailed instructions on setting the GroupWise rules for both of these options, browse . Note that these procedures do not prevent you from receiving "official" messages like emergency weather warnings, road closures or other important notices.

For detailed information on other GroupWise features, browse the online manual at