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By Claudia Lynch,
Benchmarks Online Editor
GroupWise E-mail
spam
and complaints about it are becoming a problem again. There are periodic
reminders sent out to
GroupWise users that violations of the
guidelines listed below will be handled by the Vice
Presidents and/or Deans of the respective departments. This
is an edited version of an article that has appeared in
numerous past issues of Benchmarks Online. -- Ed.
How many times
have you gotten GroupWise messages announcing that
someone has something to sell or 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 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.)
There's a rule for that!
If you want to decrease the amount of E-mail coming into your
GroupWise mailbox, you can create GroupWise rules to move tagged E-mail
to a folder for later browsing, reading, or deleting. If you are
interested in filtering bulk E-mail, just follow the instructions
provided at:
http://cwn.unt.edu/cwn/rules/spam_rule.html
Please review the following policy as set out by the
Vice Presidents and Provost in 1997. It can also be found
here and
here
.
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.
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