email best practices

04/26/23

Midwifery Education Program Consortium

Email Best Practices

Restiani Andriati and Mirela BarbulescuDigital Media Projects Office, CCS

The Daily Tasks

1. Check Groupwise2. Check Ryerson email3. Check Departmental Email (if any)4. Check Blackboard5. Check your personal email (Hotmail/Gmail/)

…..

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Some Solutions:

1. Forward Groupwise to your Ryerson email2. Check Ryerson email3. Forward Departmental Email to your Ryerson

email4. Check Blackboard5. Check your personal email

(Hotmail/Gmail/Yahoo/Rogers…)

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Tips & Tricks 1Use the available & free technology in your favor:

– use a Client email tool (like Mozilla Thunderbird);

– Set it up so you can access your email from more than one computer (IMAP)

– Set it up so it does the organizing work for you (or almost!)

– Webmail has also a few options for organizing your email.

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Tips & Tricks 2

• Clear the clutter: create folders.

– Create labeled folders, like a filing cabinet– Move read messages to their assigned

folder, do not keep them in your Inbox.

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Tips & Tricks 3Filter: • Create filter rules that automatically move the

emails to their assigned folders based on selected criteria.

• Each folder that contains filtered emails will be updated with the new emails.

Tips & Tricks 4Apply the 4 'D's: • Delete if it not important• Do something about it if it can be done right away• Delegate it (forward it) if someone else should

respond• Defer it (color it, file or flag it) if it's important but

will take longer to read/respond.

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Tips & Tricks 5• Sort your Inbox by priority, date, sender or

subject, depending on your preference. • Any other folders can be sorted as well

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Tips & Tricks 6• Protect your computer: open email only from

trusted sources and open only attachments you are expecting; also, don't forget to scan them. Be aware of emails containing links!

• Be safe: NEVER give your username and password to anyone; NEVERr reply to emails asking you for your information.

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Tips & Tricks 7Be an organized sender:• write effective subject lines• properly CC or BCC recipients• attach files only if required • do not load an email with more than 2 MB of

attachments

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Tips & Tricks 8Archiving email

• If you think you’re going to need an email in the future but want it out of your inbox without deleting it, archive it!

• Archiving helps you manage your inbox and put your email into a new archive folder system.

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Tips & Tricks 9Where is that email?

• Search through emails based on date, sender, subject, etc.

• Find emails based on text or keyword.

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Tips & Tricks 10

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Thank you!

Some useful links:

CCS Email page:http://www.ryerson.ca/ccs/email/rmail/Top 10 Computer Security Tips:http://www.ryerson.ca/ccs/itsecurity/topten/

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