Guide to Using E-mail Lists

• Although some messages will have relevance in several areas, choose only the one that is closest — each e-mail may be sent to students under only ONE topic.
• Event e-mails should link to the event in the Groups system for RSVPs and ease of placement on the recipient’s calendar.
• Each event e-mail may have only ONE reminder.
• Topic areas are moderated by the relevant office. Please allow up to 24 hours for your message to be delivered.
• On the first occasion a message sent to an incorrect category, it will be forwarded to the appropriate moderator, with a note of explanation returned to the sender. Subsequently, submissions sent to an incorrect category will be returned to the sender for redirection.
• Use black and white text only — no color fonts, please.
• Wherever possible, use lists only for time-sensitive and changing information, linking to reference or more complete information on websites. E.g., “Please visit the Chazen website for more information.”
• Always include contact information for any necessary follow-up or clarification.

• [email protected] (all PhD students).
• [email protected] (Finance PhD students).
• [email protected] (students in the 3 CBS-MS programs).
• [email protected] (all Master of Science in Financial Economics Students).
• [email protected] (all Master of Science in Markeing Students).
• [email protected] (all Master of Science in Accunting and Fundamental Analysis students).

These brief guidelines will help you get the most out of the School's e-mail list system.

File Extensions

• Most extensions that are used on a regular basis by students are accepted by the Community lists. These include, but are not limited to: DOC, XLS, PPT, DOCX, XLSX, PPTX, JPG, GIF, PNG, RTF.
• However, the following extensions that are not allowed: MSG (message) files attached to the email, EXE, COM, PIF, and ZIP files that contain any files with those preceding extensions inside of them. ZIP files that do not contain the aforementioned files are allowed. This is part of the central University's policy on email attachments.

Events and ICS files

• You are allowed to send Outlook calendar invitations to Community lists. However, to get a calendar invitation into your Outlook calendar, you *must* click on the ICS file link that is listed at the bottom of the invite and allow Outlook to open and process it. This will enable it to appear on your calendar. If you just open the e-mail, but do not click the link, you will not see the event in your calendar.

Size Limit

• There is a limit on the total message size of Community list e-mails of 10MB. Any attachment sent to the list should be smaller than this limit, because the limit takes into account factors such as the e-mail subject, body, and the actual encoding of the message when it is transmitted.
• List owners are able to lower the total message size limit in an effort to reduce message length and keep attachments small in size.

More Information

• Community lists work by stripping out the attachment from the e-mail and then saving it to a separate location. The message is then sent out with a link to that attachment's location. This saves valuable disk space and processing time by not sending the attachment to each and every recipient's mailbox and instead allows every user to just click a link to get to that same attachment. E-mail sizes are also smaller as a result and this allows e-mail to be transmitted more efficiently.
• Existing e-mail messages cannot be attached into a new e-mail message and sent out to a Community list. For MSG files (original e-mail messages), click forward and then send it to the list. As an alternative, you can open the original e-mail, select the contents, copy it, and then paste it into a new MS Word document. You can then save that Word file and send that to the list. These are interim solutions. We will be working on an enhancement to the e-mail lists to allow MSG files to be attached in the future.

• Subject lines should be brief, interesting, and include the originating office and the purpose of the e-mail, e.g. “Tamer Center: Annual reception scheduled for 1/20/10.” Vague subject lines, such as “Save the date,” or those that are so long they can’t be fully read on PDAs are less likely to be opened.
• Use text for information. Graphics should only be used for visual interest, not conveying information: they are often not downloaded immediately, and information that appears only as an image is often missed entirely (particularly on PDAs).
• Make your e-mail relevant and helpful to your audience. Always consider why your message is important and valuable and emphasize that point. Anticipate what questions your message will prompt and try to preemptively answer them or provide needed resources.
• Make your information easy to digest. Prioritize the content of your message with the purpose and most important information first. Keep your messages short to increase the likelihood that they will be read all the way through. Use bullet points as appropriate to avoid lengthy paragraphs.