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Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips

Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips. By: Greg Price, Northwest District Director and Brenda Rodgers, CAES OIT. Objectives. Review restructured Extension Listserv Lists Review Usage Recommendations and Guidelines Review charts of Lists Outlook

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Restructured Extension Listserv Lists and Outlook: Creating Rules and Tips

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  1. Restructured Extension Listserv ListsandOutlook:Creating Rules and Tips By: Greg Price, Northwest District Director and Brenda Rodgers, CAES OIT

  2. Objectives • Review restructured Extension Listserv Lists • Review Usage Recommendations and Guidelines • Review charts of Lists • Outlook • Create & Edit Rules to Manage Email • Learn Tips to Organize Inbox

  3. Restructured – Why? • To reduce number of emails received by all • To better target Program Areas • To allow for more efficient and accurate management of lists at the District level

  4. Reduction in Emails • Using lists based on program areas will allow for more targeted audiences • Standardization of list names will increase ease of use and benefit creating Outlook Rules • Outlook Rules will enable emails to automatically be moved to folders or forwarded to others – reducing inbox clutter

  5. Target Program Areas • Everyone is assigned to a specific Program Area and title ‘Foundation’ list within District, ex. NEANRAGT • Choose listserv list based on target audience • Can choose Extension and State lists by program area • Can choose specific district lists by program area

  6. Managed at District Level • Reduces time of management at all levels • Decreases inaccuracies on all lists since name is added to only one foundation list at district level • Decreases time to add new employees or remove employees from lists

  7. All Extension State and County Lists • EXTALL • EXTANNOUNCE • EXTRETIRED • EXTANR • EXT4H • EXTFACS • Includes County + District + State Faculty and Staff + UGE addresses + Extra Names • EXTALL is Moderated from within the Associate Dean for Extension’s Office

  8. All County and District Lists • Includes County + District Faculty and Staff + UGE addresses + Extra Names • EXTCOALL • EXTCOAGT • EXTCEC – UGE does not receive • No State Specialist or Staff on these lists

  9. State Extension Faculty and Staff Lists • Includes State Faculty and Staff • STEXTALL • STEXTANR • STEXT4H • STEXTFACS

  10. Individual District Lists • NEALL • NEAGT • NEANR • NE4H • NEFACS • NECEC • Includes County + District Faculty and Staff + UGE addresses + Extra Names • UGE addresses are copied on all lists except the CEC list

  11. EXTALL Usage Guidelines • Use for Official business only • Significant information of interest to ALL program areas at State and County levels • Limited service interruptions for a single office or person should be communicated at District or Departmental levels instead of EXTALL

  12. EXTALL - Moderated ListUsage Guidelines • Managed by an Moderator • Approval is based on email content and whether the email was sent to the most appropriate list • Moderator must approve email before it is sent to EXTALL • Moderator will inform sender if email is rejected for EXTALL • Target your emails to the appropriate Program Areas

  13. EXTANNOUNCEUsage Guidelines • Use this list to distribute non-business information of interest to all Extension employees • Personal information concerning a death or sickness of an employee’s family should only be shared with the employee’s permission and limited to immediate family • Do not send information on personal ‘For Sale’ items

  14. General Usage Guidelines • Choose ONE list that targets your audience • To send to a list enter the list name followed by @listserv.uga.edu, or • Click on the name of the list on the ‘Listserv Description’ web page and a ‘mail to:’ window will appear

  15. AttachmentsUsage Guidelines • Attachments are accepted by all lists except: • EXTALL • EXTANNOUNCE • EXTRETIRED • Attachment formats are PDF and Word only • Do Not send extremely large files • If the system is abused, the privilege will be revoked

  16. Chart Representations of Lists’ Hierarchy

  17. Foundation Lists • Foundation Lists • Backbone of Extension Listserv Lists • Management of names at this level by Districts • Not intended for regular use • NEANRAGT, NEANRED, NEANRCEPA • NE4HAGT, NE4HED, NE4HCEPA • NEFACSAGT, NEFACSED, NEFACSCEPA • NECEC • NEOFFICES

  18. EXTALL (Everyone, except EXTRETIRED, and including State Personnel) EXTALL@listserv.uga.edu

  19. EXTANNOUNCE (Same as EXTALL plus EXTRETIRED) EXTANNOUNCE@listserv.uga.edu

  20. EXTCOALL (No State Extension Personnel) EXTCOALL@listserv.uga.edu

  21. EXTCOAGT (No Educators or CEPAs and no State Personnel) EXTCOAGT@listserv.uga.edu

  22. EXTANR (Includes STEXTANR, All District ANR Agents, Educators and CEPAs) EXTANR@listserv.uga.edu

  23. EXT4H (Includes STEXT4H, All District 4-H Agents, Educators and CEPAs) EXT4H@listserv.uga.edu

  24. EXTFACS (Includes STEXTFACS, All District FACSAgents Educators and CEPAs) EXTFACS@listserv.uga.edu

  25. EXTCEC (Includes District CECs) EXTCEC@listserv.uga.edu

  26. EXTRETIRED (Includes Extension Retirees) EXTRETIRED@listserv.uga.edu

  27. STEXTALL (Includes State Extension ANR, 4-H, and FACS Specialist and Staff) STEXTALL@listserv.uga.edu

  28. STEXTANR (Includes State Extension ANR Specialist and Staff) STEXTANR@listserv.uga.edu

  29. STEXT4H (Includes State Extension 4-H Specialist, Managers, Environmental Educators, Centers, Staff, and Technical Personnel) STEXT4H@listserv.uga.edu

  30. STEXTFACS (Includes State Extension FACS Specialist and Staff) STEXTFACS@listserv.uga.edu

  31. Individual District Lists • NEALL • NEAGT • NEANR • NE4H • NEFACS • NECEC • Includes County + District Faculty and Staff + UGE addresses + Extra Names • UGE addresses are copied on all lists except the CEC list

  32. NEALL (Includes NE District Personnel) NEALL@listserv.uga.edu

  33. NEAGT (Includes NE District ANR, 4-H, and FACS Agents) NEAGT@listserv.uga.edu

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