Computing Guides

Email Etiquette and Tips

  • Always use a subject line. Make them meaningful. Generally, they should be kept to a maximum of 5-7 words. Subject lines are used by people to determine if they want to read your message and are used to file the email for future reference.
  • Use only plain text when sending email to a large group of recipients. Many email programs do not have the ability to read formatted (i.e. bold, italicized, or colored) text. When this happens, the recipient may have difficulty understanding your message.
  • Keep your email messages short. Use short sentences, lines, and paragraphs. Where possible, when making announcements, place the information on a web site and refer the recipients to the web site for the details.
  • In most instances, normal rules of grammar apply when sending email. Asterisks, all capital letters, all lowercase letters, white space and punctuation can be used to relay emotion.
  • When replying to a message, include enough of the original message to provide a context. It may not be necessary to include the entire original message in your reply.
  • When replying to a message sent to a list, don't reply to "all recipients" unless they all need your reply.

Virus and Phish Alerts

WHAT IS A “SPAM” EMAIL?

Spam is unsolicited junk email sent out to a large distribution list. It runs the gamut from health products and replica watches to get-rich-quick schemes.

WHAT IS A “PHISHING” EMAIL?

A phishing email is a spam email that attempts to trick the receiver into revealing confidential information—such as birth date, credit card/banking information, passwords, or social security number—by claiming to be an organization that the receiver trusts. If this information is given to the phisher, it can be used to steal money from the person’s bank account or compromise their identity.

WHAT IS “IDENTITY THEFT”?

Identity theft occurs when someone impersonates you by using your name or other confidential information to steal your money or commit other crimes against you or in your name. To find out more about what to do if your identity is stolen—including how to place a “fraud alert” with the credit reporting companies—the Federal Trade Commission has an Identity Theft site at http://www.onguardonline.gov/articles/0005-identity-theft
What is the University of Michigan doing about all these spam/phishing emails?

You can read about what we do to block spam and phishing emails HERE.

I JUST RECEIVED A PHISHING EMAIL; NOW WHAT?

Please submit a ticket with the ITS HelpDesk at (810) 762-3123 opt. 1 or flint.its.support@umich.edu and forward the original email as well as the message headers to the HelpDesk. 

Thanks for helping keep our network safe!

For recent notices from ITS please visit the ITS blog at http://blogs.umflint.edu/its/.

For information from on Phishing Alerts from Ann Arbor please visit: http://safecomputing.umich.edu/main/phishing_alerts/

 

What is Spam

Email List Serve

Diagram of Mandatory Email Lists

A diagram of a hierarchy that categorizes users into employess and students

GUIDELINES FOR USE OF: Allusers@notify.umflint.edu
  • Allusers@notify.umflint.edu is a mandatory list. All UM-Flint faculty, staff, and students are automatically subscribed to this list and cannot unsubscribe under any circumstances.
  • Only University Relations, ITS, and the UM-Flint Executive Officers can send to this list.
  • Messages must be official UM business or emergency notices.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed. Messages sent to Allusers@notify.umflint.edu should not be sent to umf_fac_staff@list.umflint.edu.
  • File limit size is 25K or approximately 1-1.5 pages without graphics.
GUIDELINES FOR USE OF: UMF_FAC_STAFF@LIST.UMFLINT.EDU
  • Umf_fac_staff@list.umflint.edu is a voluntary list. Users can elect to be removed or unsubscribed from the list at their request.
  • Only users that are subscribed to this list are allowed to send to the list.
  • Messages must be official UM business. The intent is to provide a means for communicating information about UM-Flint business activities without inundating the user with information that does not relate to their job. Appropriate messages may include information about offers of departmental services or planned events if these items relate to the professional development of UM-Flint faculty and staff. Other messages regarding solicitations, offers of services, or planned events that do not relate to the professional development of UM-Flint faculty and staff should be sent to the happenings@list.flint.umich.edu.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed.
  • File limit size is 50K or approximately 3-5 pages without graphics.
GUIDELINES FOR USE OF: UMF_STUDENTS@LIST.UMFLINT.EDU

UMF_Students@list.umflint.edu is a voluntary list. Users can elect to be removed or unsubscribed from the list at their request.
All users can send to the list, however all postings will be held for moderation.
The intent is to provide a means for communicating information about UM-Flint student activities.  Messages must be related to official UM-Flint business that pertains to student organization activity and involvement only.  No off-campus messages will be allowed.

This listserv is moderated by the Office of Student Involvement & Leadership. Messages are approved or denied under the discretion of the Office of Student Involvement & Leadership.

All information sent to this listserv must abide by the following guidelines:

  • Keep messages short and concise.  Maximum size for a message is 50K.
  • A reminder e-mail can be sent once within a two-week period only. Only one reminder e-mail is allowed per message or user.
GUIDELINES FOR USE OF: HAPPENINGS@LIST.UMFLINT.EDU
  • Happenings@list.umflint.edu is a voluntary list. Users can elect to be removed or unsubscribed from the list at their request.
  • Only users that are subscribed to this list are allowed to send to the list.
  • Messages can contain solicitations, offers of services, or information about planned events by University units that do not relate to the professional development of UM Flint faculty and staff. Messages about academic course offerings are prohibited.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Messages that are sent to happenings@list.umflint.edu should NOT also be sent to umf_fac_staff@list.umflint.edu.
  • File limit size is 50K or approximately 3-5 pages without graphics.
  • Reminders may be sent to this list within the following guidelines:
    • If original message is sent out more than 2 weeks in advance they can send 3 messages total: original, 1 week prior, and 1 day prior to the event.
    • If original is sent less than 2 weeks in advance they can send 2 messages total: 1 original and 1 day before the event.
GUIDELINES FOR USE OF: CLASSIFIEDS@LIST.UMFLINT.EDU
  • Classifieds@list.umflint.edu is a voluntary list. Users can elect to be removed or unsubscribed from the list at their request.
  • Anything that you would expect to see in a newspaper classified advertisement is acceptable information that can be posted to classifieds@list.umflint.edu.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed. Messages that are sent to classifieds@list.umflint should NOT be sent to any other list.
GUIDELINES FOR USE OF: Staff@notify.umflint.edu
  • The Staff@notify.umflint.edu is a mandatory email list serve for all UMF staff. All UM-Flint staff are automatically subscribed to this list and cannot unsubscribe under any circumstances. Only the UM-Flint Executive Officers, Director of Human Resources and Staff Council Chair or their designees may send to the list.
  • Messages must be related to official UM business that directly pertains to UM-Flint staff only. The intent is to provide a means for communicating information about UM-Flint activities related to staff without inundating the user with information that does not relate to their position. Appropriate messages may include information about planned events if these items relate to the professional development of UM-Flint staff as well as general information concerning staff affairs. Other messages regarding solicitations, offers of services, or planned events that do not relate to the professional development of UM-Flint staff should be sent to the happenings@list.umflint.edu.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed.
GUIDELINES FOR USE OF: Faculty@notify.umflint.edu
  • The Faculty@notify.umflint.edu is a mandatory email list serve for all UMF faculty. UM-Flint faculty are automatically subscribed to this list and cannot unsubscribe under any circumstances. Only the Chancellor, Provost, Associate Provost, Deans and Chair of Faculty Council or their designees may send to the list.
  • Messages must be related to official UM business that directly pertains to UM-Flint faculty only. The intent is to provide a means for communicating information about UM-Flint activities related to faculty without inundating the user with information that does not relate to their position. Appropriate messages may include information about planned events if these items relate to the professional development of UM-Flint faculty as well as general information concerning faculty affairs. Other messages regarding solicitations, offers of services, or planned events that do not relate to the professional development of UM-Flint faculty should be sent to the happenings@list.umflint.edu.
  • Messages should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed.
GUIDELINES FOR USE OF: AllStudents@notify.umflint.edu

A limited number of people/departments will be allowed to post messages to AllStudents@notify.umflint.edu. All departmental additions/deletions must be approved by the Technology Committee. Here is the current list of departments that are allowed to post messages to the list:

  • Admissions
  • Associate Vice Chancellor & Dean of Students
  • Cashier's Office
  • Chancellor's Office
  • College of Arts & Sciences
  • Events & Building Services
  • Financial Aid
  • Graduate Programs
  • Human Resources
  • International Center
  • Information Technology Services
  • Library
  • Office of Research 
  • Provost's Office 
  • Public Safety
  • Recreation Center
  • Registrar's Office
  • School of Education & Human Services
  • School of Management
  • Sociology
  • Student Affairs
  • Student Success Center 
  • Thompson Center for Learning & Teaching 
  • University Communications & Marketing
  • Vice-Chancellor for Administration 
  • Vice-Chancellor for Campus Inclusion 
  • Women's Educational Center
  • Writing Center

Before the e-mail is sent to AllStudents@notify.umflint.edu, these guidelines should be followed to determine if the e-mail should rightfully be sent to the list. If the message does not meet these guidelines, the user should send the message to umf_students@list.umflint.edu (the Student Mail Digest) instead.

  • The message should be official University business only. *

    • It should be relevant to the student's course of study OR
    • To announce changes in University published materials (e.g. changes to the course catalog, etc.) OR
    • To announce changes in the availability of campus-wide resources (e.g. changes to the Library hours due to semester changeover, etc.) OR
    • To announce changes to institutional policies (e.g. change in the fee structure for students, etc.)
  • The message should be time-critical, meaning that its value to the student would be drastically reduced, or destroyed, by sending it via slower means.
  • The message should be conveyed in as brief a manner as possible. Please see Email Etiquette Tips for more information.
  • Relevant messages should be sent only once. No repeat or reminder messages will be allowed. Messages posted to AllStudents@notify.umflint.edu should not also be posted to umf_students@list.umflint.edu (the Student Mail Digest).
  • Messages about academic course offerings are prohibited.
  • No attachments are allowed to be sent to the list.

* Due to numerous responses by several departments on campus, the Technology Committee has agreed to allow the current list of departments send one email message per month to AllStudents@notify.umflint.edu to announce University sponsored programs that may not meet the guidelines addressed in point #1. Please contact the Helpdesk in ITS at 762-3123 opt. 1 if you have any questions.