Working from Home-Email Reminders
Best practices
Enabling BCC (blind carbon copy in Outlook and OWA)
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Working from Home: Email Best Practice Reminders
Working from Home: Email Best Practice Reminders
Best practices:
Best practices:
*Do not send personal information by email unless absolutely necessary. Use initials in the body of an email if you must identify an individual.
*Do not send personal information by email unless absolutely necessary. Use initials in the body of an email if you must identify an individual.
*Double check email addresses to confirm you have the correct recipients before sending.
*Double check email addresses to confirm you have the correct recipients before sending.
*Limit attaching personal or confidential information to emails. If you must send a confidential document by email, encrypt the file with a strong password. Call the recipient to provide them with the password.
*Limit attaching personal or confidential information to emails. If you must send a confidential document by email, encrypt the file with a strong password. Call the recipient to provide them with the password.
Adobe: https://helpx.adobe.com/ca/acrobat/using/securing-pdfs- passwords.html)
Adobe: https://helpx.adobe.com/ca/acrobat/using/securing-pdfs- passwords.html)
*Remember that emails sent within the board between staff are more secure then emails sent outside of the board.
*Remember that emails sent within the board between staff are more secure then emails sent outside of the board.
*Limit the use of “CC” and “reply all” to only those who need to receive your message.
*Limit the use of “CC” and “reply all” to only those who need to receive your message.
*Log off your computer when not in use.
*Log off your computer when not in use.
*Always maintain the utmost professionalism when communicating via email with colleagues and any member of the TCDSB community. During difficult or stressful times it is especially important to refrain from sending messages in haste. Slow down and review email for its tone and content before sending. Be aware that all communication undertaken on behalf of the TCDSB is subject to potential access requests under the Municipal Freedom of Information and Protection of Privacy Act.
*Always maintain the utmost professionalism when communicating via email with colleagues and any member of the TCDSB community. During difficult or stressful times it is especially important to refrain from sending messages in haste. Slow down and review email for its tone and content before sending. Be aware that all communication undertaken on behalf of the TCDSB is subject to potential access requests under the Municipal Freedom of Information and Protection of Privacy Act.
Please avoid:
Please avoid:
*Using names or other confidential information in subject lines.
*Using names or other confidential information in subject lines.
*Accessing TCDSB email on public or shared computers. Remember to log out and close the web browser when you are finished if you do not have a Board computer to access email from home.
*Accessing TCDSB email on public or shared computers. Remember to log out and close the web browser when you are finished if you do not have a Board computer to access email from home.
*Printing emails and personal or confidential information at home.
*Printing emails and personal or confidential information at home.
*Forwarding messages from TCDSB email accounts to personal accounts or saving copies on personal devices or personal clouds.
*Forwarding messages from TCDSB email accounts to personal accounts or saving copies on personal devices or personal clouds.
Adding Bcc (blind carbon copy) in OWA and Outlook for Protecting Email Address Privacy
Use the Blind Carbon Copy (Bcc) feature when sending an email message to a large number of people so that those addresses are then invisible to the recipients of the email.
If you add a recipient's name to the Bcc (blind carbon copy) box in an email message, a copy of the message is sent to the recipient that you specify.
These recipients listed in the Bcc box will not be shown to any other recipients who receive the message.
Adding Bcc (blind carbon copy) in OWA
From your Outlook email, select the ‘+ New mail’
Select more options (3 horizontal dots) at the top right of the window
In the dropdown menu, click ‘Show Bcc’.
Adding Bcc (blind carbon copy) in Outlook
Create a new email message or reply to or forward an existing message.
If the message you're composing opens in a new window, select Options > Bcc.
* A dark background in the Bcc means the button is turned on, and a light background means it's turned off.
In the Bcc box, add recipients, compose the message, and choose Send when done
If the message opens in the Reading Pane, select Bcc from the ribbon.
Bcc-Outlook
Bcc-OWA
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