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Information Security Tips (May 2022) – How to Use Mass Email Efficiently & Safely

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How to Use Mass Email Efficiently & Safely

In our daily work, we may need to distribute email to multiple recipients, mail groups or different organizations. What is the most efficient way to do this? Sending it one by one with the same message? or sending it in a mass email? Of course, sending a mass email will be a better choice.

Although distributing mass email saves you time from delivering the same message repeatedly, it comes with some drawbacks at the same time if it is not done carefully. Drawbacks can be disclosure of recipient contacts unnecessarily to third party, or wasting email resources, etc. The following aspects must be considered before sending the mass email:

1. Is the email justified for proper purpose?
2. Will it cause any security/privacy related issues?
3. What will happen if one of the recipients click ‘Reply All’?
4. Will the email confuse the recipients?

To cater the above aspects, we suggest the following:

  • Make sure the email aligns with your organization’s mission and approved purpose.
  • Use Blind carbon copy (Bcc) to hide the recipient list from individual recipient and it can protect recipients’ privacy. This can also avoid duplicated mass email when any recipient clicks ‘Reply All’.
  • Give a clear subject heading can help recipient to differentiate the normal email from spams or phishing.

For more details about Sending Mass Email, please refer to “Guidelines for Sending Mass Email and Using Email Group”.

Reference: Don’t Let a Phishing Scam Reel You In