GUIDE TO OFFICIAL EMAIL 2018-19

https://www.d70toastmasters.org.au/emails/

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District 70 (D70) provides official email accounts for its District Senior Management Team, Area and Division Directors, and Staff Officers (called District Officers below). All District Officers are encouraged to use their official district email addresses when sending email. Please use these email addresses to conduct District 70 business only.

MAILMASTER

D70 Mailmaster Cheryl Keane DTM is responsible for managing the district email system which includes approximately 120 emails. We thank Cheryl for her ongoing work over the years.

G-SUITE

District 70 is using G-Suite for Nonprofits to enable our users to collaborate more effectively and securely, to store information, and to manage a seamless handover during District Officer changeovers. G-suite apps include Gmail, Docs, Calendar, Drive and Hangouts Meet. For more information and a quick overview of its apps, visit G-Suite’s Learning Centre.

ACCESSING YOUR OFFICIAL EMAIL ACCOUNT

Before you start. Your official email account has already been created and the Mailmaster will provide you with your official district email address and account password.

District email addresses are formed by:

[TITLE] @d70toastmasters.org.au

E.g.: District Director = dd@d70toastmasters.org.au

The Senior Management Team’s emails start with:

dd@  pqd@ cgd@  am@ fm@ prm@ ipdd@

Division Directors use the first alphabet from their divisions which are:

    bdiv@  cdiv@ ldiv@  mdiv@ pdiv@ sdiv@

Area Directors use their area numbers (there are currently 39 areas):

    area1@  area2@ area3@ area4@ area5@ etc.

Staff Officer emails use their functional titles (there are over 30 staff officers):

    logs@  bookings@  claims@ webmaster@  mailmaster@ se@ etc.

For more details visit the D70 Directory at: https://www.d70toastmasters.org.au/staff-officers-2018-2019/


There are three (3) ways you can access your email: 1) Webmail, 2) Gmail Apps, and 3) Email Client (e.g. Outlook, Apple Mail, Eudora, etc.).

To get started with gmail click on the picture below:


Option 1 (Webmail) which uses a Web Browser Application (e.g.: Internet Explorer, Safari, Chrome, etc.) on your device(s). To access your online email account go to https://mail.google.com Login with your D70 email address and password provided to you.

Webmail is simple to use but requires internet access for your Web Browser to work, and it takes more of your effort over time to manage your email as you need to jump between the different email accounts.

Note. For reasons unknown a user (or two) has experienced problems with Webmail via a non-Google web browser, but things worked fine when they changed over to Google’s (free) Chrome web browser available here.

Option 2 (GMAIL APPs) which can be downloaded from Apple iTunes (Apple devices) or Google Play (Android devices). Follow the prompts. If you are already using the Gmail APP, just add another email to your APP.

Option 3 (Email Client) which uses a Mail Application (e.g.: Microsoft Outlook, Apple Mail, Eudora, etc.) on your device(s) to access your email account(s) and present your email to you in one spot.

Email Clients are harder to set up for each email account on each device you use, but when done it is easier to manage your email as your different email accounts are located in one spot. When the device has internet access the Email Client synchronises your device with the online email server, but you still get to use the Email Client in between when the device does not have internet access.

Options 1, 2 and 3 are not exclusive so you can use them at the same time.

Instructions on how to access your official email accounts are provided below.


SPAM & UNSOLICITED EMAILS

Unfortunately spam and unsolicited emails are a fact of having an email account. Whilst D70 has an active spam filter some spam may get through. There's a lot of guidance online on what to do with these emails, including Stay Smart Online from the Federal Government. For more information about Google spam filters view: https://support.google.com/a/answer/2368132?hl=en


BUSINESS EMAIL ETIQUETTE

Using appropriate email etiquette is also an important part of our communications. Read up on the best practices for email etiquette from adding content, subject lines, best times to use the TO/CC/BCC fields, minimise clutter and increase chances of your emails being read. https://www.businessemailetiquette.com/business-e-mail-etiquette-basics/

  • When sending out bulk emails, use the BCC fields to protect the privacy of the individuals.

  • Keep the emails short and simple; if it becomes long opt to place the content in an attachment instead.

  • Do not say anything you would not want printed in a newspaper.

  • Show Respect, Integrity, Service, and Excellence when communicating with others through email as well.

  • The official District email addresses are intended for district related matters only; the district email addresses are not to be used to send out unsolicited emails, but to be used only to conduct district related business.


END OF YEAR PROCEDURE

At the end of your term, District Officers are required to:

  • keep emails which would be of interest to their successor(s) under the principle "I wish I had seen that when I started the role", and

  • delete emails which include personal, private and/or sensitive information relating to an individual, or group of individuals.


SYSTEM SUMMARY

(FOR THOSE WHO ARE INTERESTED)

As of 26 December 2018 the new District Email System has five basic constructs:

1. District Email Accounts. There are about 120 email accounts with passwords that enable District Officers to send emails from an official district email address, e.g.: dd@d70toastmasters.org.au which belongs to the District Director (DD).  Click to view instructions on how to reset your own password.

To send email from your official email address the District Officer needs to login (see above Accessing Your Official Email Account), generate a new email, then send it.

Emails and attachments can be kept in the district email accounts to provide a corporate history for new District Officers from one year to another.

2. Group Email Accounts. There are close to 15 group email accounts where emails sent to the group are automatically forwarded to all members of the group (group membership is maintained by the Mailmaster). These group email accounts are rarely accessed by anyone, except by Senior District Officers.

3. Email Forwards. To automatically forward your District Email address to your personal email address follow the instructions in the Gmail support:

Automatically forward messages to another account.

4. Corporate History. The District 70 Email System allows emails and attachments to be kept in email accounts and folders which enable corporate history to be built over time. This is of value to incumbent District Officers who can review what has happened previously in their roles.

5. Spam Filtering. Mail sent to our domain is subject to Google's spam filters and are automatically moved into a spam folder. Click here for more information about Google’s spam filters


GETTING HELP

If you have any technical difficulties visit Google Support at https://support.google.com/mail/?hl=en#topic=7065107

For any unresolved issues with the email system please contact the Mailmaster at mailmaster@d70toastmasters.org.au