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Maximizing Email Effectiveness: Legal Tips & Ethical Guidelines

Explore legal and ethical e-mail issues, how e-mail works, and ways to avoid trouble. Understand ownership, permanence, social viruses, and guidelines for effective communication. Stay out of trouble and maximize the impact of your emails.

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Maximizing Email Effectiveness: Legal Tips & Ethical Guidelines

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  1. E-mail Legal and ethical issues Suggestions for staying (mostly) out of trouble

  2. How e-mail works • Asynchronous • Store and forward • Multiple copies of each message

  3. Digital packrat v Felix Unger • Which information will be useful? • Which information will get in your way? • Which information might be uncomfortable?

  4. Permanence • Multiple copies • Backups • Don’t believe ‘unsend’

  5. Ownership • Sender • Recipient • School system • Web-based v client (Outlook) • FOIA

  6. Recipient v CC v BCC v Redirect • Recipient (To:) • Implies responsibility • Carbon copy (CC:) • Implies FYI • Blind Carbon Copy (BCC:) • Implies “you should know about this. . .” • Use with extreme caution • Redirect • Not supported by all e-mail clients • Takes you out of the loop • Implies “You deal with this.”

  7. Social virus • Forward this to everyone you know. . . • ALWAYS fake • Use Snopes (http://www.snopes.com/) to confirm

  8. Guideline 1: Intended recipient • Picture person reading your message • Picture her or him reading your message five years from now • How is her or his context different from yours?

  9. Guideline 2: Unintended recipient • Mention by name? • CC the person • Or at least act as though you did

  10. Guideline 3: Important message • Look for “RR” (return receipt requested) • Ask a question

  11. Guideline 4: Attachment • Attach file as soon as you type “Attach” • Be sure file format is compatible • PDF for files everyone can open and no one can edit • RTF for files everyone can open and everyone can edit • JPG or GIF or BMP for graphics

  12. Guideline 5: The T Shirt rule • Would you wear it on a T shirt. . . • To your grandma’s house? • To the person’s house that you’re writing about?

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