Microsoft Outlook: Things NOT to do

Outlook is a complex tool. Sometimes it’s difficult to figure out how things work. But here are some things you should NOT do, which will make your life easier in the long run.
1: Clicking Reply All When someone sends a message to multiple accounts, the recipients can respond to everyone by choosing Reply All instead of Reply. That means some of your users will get responses they don’t need to see. It’s a waste of their time. It’s one of the most annoying thing Outlook users do. And it’s dangerous as well, to send others information you may not want them to see.
2: Using the ALL list Our organization uses distribution lists so employees can send the same message to everyone at their site, everyone in their department, all the managers, and so on. But one list, .Everyone (All Staff), goes to everyone in the organization.  Use the list judiciously — seldom, if at all. Do not use it to let everyone know you are on vacation, or your daughter is selling Girl Scout cookies, etc. Not only is this bad manners, but it is not permitted.
3: Opening attachments from strangers Some users see an attachment as a gift — surprise! They just can’t help themselves. Do not to open attachments from strangers. They may contain a virus or other malicious program.
4: Clicking links Clicking links is fun. They take you to cool sites with all kinds of offers and fun stuff — and embedded controls and scripts that do all kinds of evil things to the system. Most links are harmless, but most users can’t discern a legitimate link from one that leads to a phishing site, hard drive failure, or worse. Making this mistake carries a heavy price: You may not be able to work until someone fixes your computer.  It’s also embarrassing as heck. We implement the best software defenses we can, but things still slip through.  To be safe, DO NOT click links in unsolicited emails.
5: Sharing stuff Users waste lots of bandwidth and storage by sending chain letters or any other emails that encourage you to share it with all your friends and family. While many are cute and make us feel good, there are others that are malicious or outright hoaxes. Please refrain from sending chain emails on our systems. If you receive one, make sure you delete it. Every email that is sent is stored on our system. If a chain email contains lots of pictures, the file size can be very large. If that same email is sent to numerous recipients, it is stored in their Documents as well. Before long, our servers become filled up storing lots of stuff we don’t need.
6: Ignoring Outlook Check your email at least once per day. Our organization distributes important information via email, information meant to keep us all up to date about important issues. If you go months without checking your email you will be surprised when you finally do. You will have to sort through hundreds and hundreds of unread messages.
7:  Ignoring specific messages Some users just don’t want to communicate via email. They don’t like it and they don’t want it. But in our organizations email is no longer a convenience; it’s how we interact. Please do not ignore an important email. The sender is often expecting a response from you.
8: Sending confidential information via email Email is NOT a secure method for sending confidential information. DO NOT include Social Security numbers, Medicaid numbers, medical information, etc, in an email. Doing so is a violation of HIPAA.

Revised 29 July, 2024