Email is a very useful tool for University work but there are some things to watch out for when you use it. Email is frequently used by viruses to transfer from one computer to another without the email user being aware of it. Also you should be know of what the University expects from you about the content of emails.
Here are some things to keep in mind when using email:
- When using University Email (and other IT) there are rules in the Acceptable Use Policy (AUP) about not using offensive material and about bullying and harassment
- Don’t open any email attachment you are not expecting to receive or whose origin you don’t know, even if it appears to come from someone you know.
- Don’t just go to a link included in an email especially anything where money is involved, e.g. your bank, eBay, PayPal. (Always use a bookmark or type in the address yourself to go to these sites).
- Don’t send your (or anyone else’s) credit or debit card number in an email.
- Don’t send Personal Data or confidential data without getting permission for your supervisor/line manager and encrypting it – see here how to do this.
- Don’t send unsolicited email (‘spam’), chain letters particularly to a large number of recipients without authorisation e.g. sending to email groups, such as schools or departments that the sender is not a member of, or sending to all students or all staff. (Contact the Marketing or ICT to send to all staff or all students or to use the ‘Daily Alert’ service for this type of communication.)
- Don’t send email containing text or material that contravene University Regulations or brings, or may bring, the University into disrepute
- Don’t send email containing commercial software or any copyrighted materials without permission unless this is covered or permitted under a commercial, licence or other such agreement.
- You can always get help and advice about email from the ICT Service Desk – via here.
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