Carefully check you're about to email the right people. This is especially important where confidential data are involved.
- Use your University email account for University business.
- When emailing confidential data, always take good care to check the recipient details are correct.
Email apps often automatically take "guesses" at likely recipients, but this can very easily select an incorrect address.
- When replying, consider whether 'reply' or 'reply-all' is appropriate.
- Avoid placing multiple addresses in the 'To' or 'Cc' fields if the recipients may not know each other, especially where the number of recipients is large. Failure to observe this will disclose every individual recipient's identity to all the other recipients, resulting in a breach of confidentially. Instead, place the recipients' addresses in the 'Bcc' (blind carbon copy) field.
- Where exchanging confidential data with external organisations by email, see section on data exchange with external organisations.
- Some email apps appear to offer a "recall" option; however in most circumstances this does not work and so cannot be relied upon. Once an email is sent, it's sent, so always check the recipient details are correct before hitting send.
Tools that can help
- Where emailing multiple recipients on a regular basis, then rather than 'Bcc', consider using a dedicated mailing list which prevents disclosing recipients' identity and also offers a number of other useful features.
- If secure email communications are needed on a regular basis, consider using PGP.
In this cases, please contact your local IT support staff for advice.