DevSoc Email Guide

Note: Heavily inspired by CSESoc’s Email Guide.

NOTE: You are expected to check your inbox every so often and reply to necessary emails.

TO: Refers to the main recipients of the email. They are expected to take action, e.g. reply.

CC: Refers to people you would like to keep in the loop. They are not expected to take action.

BCC: Refers to people you would like to send the email to, but do not want them to know who else received the email. If you are BBC’ed into an email chain, do NOT reply all - it will expose you and look bad on the sender!

Rule 1: Email as your team email

Never send from your own email, unless necessary.
You want to portray to other people that you work as one team.
You want external people to only keep track of one email, that will remain the same across years. (Your account will be suspended when you leave DevSoc and new team members will be added to existing team email groups).
Use a personal signature for human touch, also lets your team know who within the team sent the email.

Rule 2: BCC your team email

When you send an email, it is only visible in your Sent outbox, and not visible to other people.
BCC’ing lets your team know you’ve replied to an email as they get a copy of your reply.
All emails sent to a team email are recorded on Google Groups, so BBC’ing your team email will keep a record for future years. This is helpful for yearly practices so that we remain consistent over time.

Rule 3: For bulk emails, send To team email, BCC recipients

Bulk emails are emails that you send to multiple people. This could include, interview results, sign up confirmations, booking confirmations, reminders, etc..
Note that you can also use mail merge to make this process quicker and more personal.
Emails are personally identifiable information and it is important we keep this private.
Put all recipients in BCC and send the email to your team email.
Here is an example:

How to set up your email inbox

Video Tutorial Available:

https://youtu.be/qm_RsiRbCoA

By default, you will be able to receive emails from your team email (so all emails sent to the team email will be forwarded to your inbox and be prefixed with your team name. E.g. [Exec] Subject of Email). However, you must set up your inbox so that you can send emails from your team email too!

Open Gmail settings, then Accounts. Under Send email as, click Add another email address.

Add your team email, e.g. marketing@devsoc.app and give it a display name such as DevSoc Marketing. This name will be shown for each email you send. Also make sure Treat as an alias is checked.

Confirm your email by clicking the link on the email sent to the team email. An example email is shown below:

Now click confirm and you should be able to send emails from that email address!

Go back to Gmail and refresh the tab. Now when you compose an email and by clicking on From you can choose which email alias to send from. You can also add multiple emails aliases if required.

Email Signature

By following the google sheet available below you can set up an email signature. Note that the google sheet is purely for formatting and you can customise it however you’d like.

https://docs.google.com/spreadsheets/d/1CE0XGc0tw2JnzoAVr9YKi3Mt0-uoMjoAqW1QBHP7XBk/edit?usp=sharing

Feel free to make a copy of the sheet if you would like to make an adjustments to the margins, sizing or whatever you’d would like to change!

Copy the two cells of the signature. Then head back to Gmail. Now navigate to Settings and on General head to Signature. Paste the two cells into the signature box and modify as necessary. You may need to upload/readjust the image and text, but the “bar” should be inserted.

Note: The image may not display as this is not the purpose of copying from the google sheet. You will have to upload an image yourself once you reach the signature editor. A link to the DevSoc Logo assets is available here: https://drive.google.com/drive/u/4/folders/171_bQ4mKUxu1ZiPlxUaKG21SvY6kr-A8