- Home
- ITS Communications
- Messaging service
- Messaging help
Messaging help
Email message guidelines
Remember to include address information:
| TO: | Descriptive name of recipients |
| FROM: | Name (or names) and valid email account |
| SUBJECT: | Subject of message (be descriptive) |
| REPLY TO (optional): | (Optional) Valid email address – can be different than FROM address |
Mass email tips & advice
When sending communications on behalf of the University, you are representing one of the most prestigious universities in the world, and should be thoughtful of this when doing so. Mass email communications should be presented in a well written, clear, and professional manner. There are lots of things to consider when writing to a broad audience. Here are a few tips to think about when preparing a mass email:
- First, make certain you have approval from the appropriate authorized personnel.
- Read and abide by the Information Technology Appropriate Use Policy. In addition, please also read and abide by the respective email regulation policies and guidelines.
- Write complete thoughts. Don’t leave the reader guessing what it is you’re trying to say.
- Be aware of the tone of your message. Email is impersonal and can be misinterpreted as rude or discourteous if you’re not careful.
- After you have written your communication, proof read and edit the material. Common things to check for are spelling errors, capitalization, punctuation, grammar and number usage.
- Since electronic messages are read on a screen, they should be kept as brief as possible.
- Your subject line should be clear. Try not to use subjects that are too vague. Consider using “Agenda for Faculty Meeting of 25 May 2007” vs. “Agenda.”
- Download the ITS Messaging Service & Effective Communications PowerPoint slides
Known Issues
The following are known issues with the Message II application and are being addressed by the technical team, where possible.
1. Medical School WebMail does not recognize linked text
There are no workarounds for this issue – if you are sending email to clients at the Medical school who may be using webmail, include the full address of links (e.g. http://www.google.com/).
2. Email subjects picked up in spam/virus filters
Some email subjects have been identified as "spamming" by our spam filtering services. Avoid using all capital letters and common phrases in your subject lines. If you experience difficulty receiving a message that you know you've sent, please try changing the subject text. You may also contact ITS Communications for help.
- International Travel
- Message from the Chief
- Weekly Preview
3. Inconsistent html tab
When using the HTML tab in the Message content window, you must go back to the Edit view before saving changes or going to the next step. Changes made on the HTML view will not be saved without going to the Edit view.
