Email remains a fundamental tool for personal and professional communication. When sending and receiving emails, it is advisable to follow a set of guidelines that improve message quality and help avoid being included in SPAM and “junk mail” lists. We have compiled a series of practical suggestions and useful tips:
Inbox / Folder Organization
If you have your email account configured in an email client, it may create different sending and receiving folders than those on the server. You should take this into account when accessing your email address from our SOGo.
Use of Auto-Reply Messages
Set up automatic replies during extended periods of absence. Inform senders about your availability and provide alternative contact options if necessary.
Avoid Unnecessary Attachments
Limit the use of attachments and, whenever possible, use links to shared documents. This makes storage management easier and improves the efficiency of sending and receiving emails.
Be Careful with the “Reply All” Option
When using the “Reply All” function, make sure that all recipients need to receive the response. Avoiding excessive use of this function helps prevent unnecessary inbox overload.
Password Security
Keep your email account secure by using strong passwords and changing them periodically. Protecting your account is essential to prevent unauthorized access.
Phishing Awareness
Be aware of possible phishing attempts. Do not click on suspicious links and always verify the authenticity of senders before providing confidential information.
Sending Emails to Many Accounts
If you need to send mass emails, it is advisable to create the newsletter user from the “Control Panel” to carry out this type of sending. This user is intended exclusively for sending emails and is designed to allow sending emails to many addresses without being blocked for being detected as possible spam.
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