you leave your lights on?
Lynch, Benchmarks Online Editor
It's the beginning of a new semester
and time to remind you about "Large Group E-mail
Guidelines." This is an edited version of an article
that appeared in the August,
2000 issue of Benchmarks Online. -- Ed.
How many times
have you gotten GroupWise messages announcing that
someone's lights are on or some other topic that doesn't
seem to warrant a campus-wide heads up? About twice a
year the following "Large Group E-mail
Guidelines" policy is sent to to all GroupWise
users. Please be aware that "bulk mail" sent
through GroupWise is to be for UNT business only.
(We have a The bulk E-mail service
for official communications between UNT and students.)
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:
- 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.
- 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.
- 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
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.
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.
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 http://www.unt.edu/cwn/rules/index.html.
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 http://www.unt.edu/cwn/gw/manuals/index.html