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Effective e-mail Guidelines

We'd like to attempt to reduce the amount of “non-work related” (junk) e-mail our users have to wade through each day by diverting most of it to Exchange public folders. MIS has created the following folders on the MS Exchange server to assist JCC users to reduce non-work related emails on our primary email server. The following folders have been created and are easily accessed from the Inbox of Microsoft Outlook:

-  Announcements
-  Internet Newsgroups
-  Soapbox
-  Want ads
-  Miscellaneous

To access the public folders, open your Microsoft Outlook email. Within the Inbox-Microsoft Outlook go to VIEW then click on FOLDER LIST. If you don’t see the screen exactly as shown here, you’ll need to click on the (+) sign in front of PUBLIC FOLDERS, then left click on the (+) sign in front of ALL PUBLIC FOLDERS. It will expand and you should see the screen shown in above link. You will see the folders as listed above.

You now can right click on any of these folders and drag them to your OUTLOOK SHORTCUT BAR and drop a shortcut to them there (select ADD To OUTLOOK BAR). I would suggest creating a shortcut to all the sub-folders for which you are interested in seeing postings.

To post something, just left-click on the appropriate folder in your Outlook shortcut bar. When the folder opens, select NEW and a separate box will open. Create your message for that folder and then select POST when done. The message then will be posted into that folder. The folder works the same way as your Inbox or deleted items folder. When something new is added, a box will appear under the Outlook shortcut for that folder and the number of new, unread messages will be shown.

In some ways, the public folders work like mail. You can change or delete your own message. You can read other people's messages. You can reply to a message. The big difference is that new messages don't appear in your Inbox, thus reducing the amount of e-mail that JCC e-mail users have to wade through daily. To read a message in a public folder, navigate to the appropriate folder or use the shortcut on your Outlook bar to open the folder.

As you post items into these folders, keep in mind that they are public and can be viewed by all JCC employees that have access to the exchange server. Do not post anything that you wouldn't want everyone else at JCC to see.

For users that can access their JCC Email at home, the folders are accessible from their home PC’s through the Exchange server login. There is separate icon for it on the left of the Inbox screen.