Email Management : Training
What are your top ten tips for email use?
10. Be careful when opening email from an unknown sender. The message
could be spam or could contain a virus.
9. Use subject lines that are indicative of the content of your
message and that the person who receives the email can use to retrieve
8. Use university-sponsored email systems sparingly to send or
receive personal email. Use discretion when mixing personal and
7. Take time to compose a thoughtful response before sending an
email. Proofread your email for spelling errors, grammar, and punctuation
before sending it.
6. When sensitive issues need to be discussed, face-to-face conversation
or a telephone call may be a better communication choice than email.
Remember that the security of your email cannot be ensured. .
5. Do not put anything in an email message that you would not want
to see printed in tomorrow's newspaper or displayed on a bulletin
4. Manage email based on its content, not space quotas. Retain
and dispose of email messages according to established records
3. Everyone receives email that may pose personal or institutional
risks. These emails should be removed from the email system as soon
as possible and according to law.
2. For most people, much of the email that they receive is not
too important, but everyone receives a small percentage that is.
You should take special care with these important emails to make
sure that they are secure, retrievable, and preserved over time.
1. Email does not manage itself. Be a proactive manager of your
inbox and manage your messages in a way that is most effective for
you. This may involve filing significant messages or a combination
of filing in folders and using the inbox to store messages. See
FAQs for more suggestions.
Where can I receive training on using my email
You can get basic training from coworkers or from email system administrators
or support staff.
At Duke: The office for Learning and Organizational Development
offers courses in basic Lotus Notes use. See http://www.hr.duke.edu/train/technology.htm
for course and registration information.
At UNC: For training see: http://www.unc.edu/atn/training.
For help on specific software, basic information is available at
Where can I learn more about records management?
At Duke: Visit the Records Management Program's website at http://www.lib.duke.edu/archives/rm/
or call 919-684-6181.
At UNC: Visit http://www.lib.unc.edu/mss/uars/index.html
or call 919-962-6402.