Are You Sending Safe Emails?

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We often hear about the importance of looking out for phishing or suspicious emails, but we should also be sure to practice sending safe emails. Whether you send one or one thousand emails per day, sending safe emails should be practiced by everyone to avoid messages potentially being marked as spam, junk or phishing.  

Follow these tips when sending emails to avoid having them flagged incorrectly:  

• Protect personal data: Use encrypted emails when discussing sensitive or personal information (e.g., social security numbers) 

• Use official Outlook apps: Avoid using third-party email applications, such as iOS Mail or the Android Gmail app.   

• Provide verifiable contact information: Your email signature should include a (university) phone number, email address and physical address.  

• Be thoughtful when sending mass emails: Use an email list or group, rather than CC/BCC'ing large groups of people. Avoid using too many suspicious keywords and phrases such as:  

  • Alternative/alternate email

  • Gift cards

  • "$" or "free" in subject line

  • Order now

  • Check or money order

  • 100% satisfied 

Emails marked as junk or phishing are less likely to be seen or even delivered to the recipient. Ensure your messages are sent correctly and put your audience at ease by implementing the tips above and sending safe emails.  

October is National Cybersecurity Awareness Month! The month of October is dedicated to providing resources and awareness to help people around the country stay safe online. Everyone can take simple steps to protect themselves when using technology and the internet such as identifying and reporting phishing emails, using MFA and keeping your software updated. For more tips and information on how you can stay cyber safe, visit the IT Services cybersecurity checklist or the Cybersecurity & Infrastructure Security Agency (CISA).