E-Mail Use/Etiquette -- Guidelines

This document is intended to offer guidance to users of the College of Medicine and Public Health/Office of Health Sciences' (COM &PH/OHS) electronic (e-mail) mail system. Access to e-mail, like other privileges, come with certain responsibilities; therefore, COM & PH/OHS customers are asked to consider the points below as they make use of e-mail and other computerized services (e.g., listserver lists) available at the College/University.

In an effort to efficiently and consistently familiarize COM & PH /OHS customers with the technology and operations in the College, a computer orientation is arranged (on an individual basis) for new employees who will have an account on the COM & PH/OHS Local Area Network (LAN). In addition to this orientation, a packet of materials is given to new staff members which includes discussion of the e-mail system. Also, the College's Web site (www.med.ohio-state.edu) includes a listing of information systems policies/guidelines.

You may not sell or solicit items by sending messages to "All".
Do not use all capital letters because this implies that you are shouting or angry.
Try to keep messages short. E-mail is an informal method of communication.
When sending messages to "All" in the GroupWise address book, remember that the message will be sent to everyone in the address book.
When replying to a listserver list, remember that the message will go to all users in that particular group.
Always try to specify a subject for the message.
Try to be literal in your messages because often jokes can be misconstrued. Don?t forget that the receiver cannot see you smiling. "Smilies", for instance ;-), are characters typed together which look like a face. These may help portray humor better.
Sign your messages and include a return address because some users? e-mail may not have the ability to reply to a sender automatically. Create a signature file that will include your name, title, phone number(s), and e-mail address.
Do not use attachments unless you know your recipient's system is able to decode them. It is often better to cut and paste text from a word processor directly into the body of the e-mail message. This ensures that it will be readable when it reaches its destination which may include various versions of e-mail applications.
Do not send confidential patient and student information via e-mail unless it is encrypted.