Shared e-mail accounts and sending permissions
- PhD Candidates
It is important to follow suggestions and rules to send emails to a large number of recipients outside of USI. Sometimes, mails sent from an USI address to external recipients may end up in the SPAM folder or be immediately deleted without notice.
This might happened to newsletters, surveys and other promotional messages that do not comply to basic group email rules. For example:
Writing emails to recipients who immediately delete our messages or mark them as SPAM will damage the reputation of the mailing system.
Microsoft criteria, procedures and guidelines
Microsoft, which runs outlook.com, hotmail.com and live.com, has published the user guidelines to submit emails to its systems.
For some of them your cooperation is required.
Microsoft is committed to provide its users with a reliable and secure web service. For this reason, it has developed a number of recommended policies, processes, and procedures designed to protect users from unwanted, malicious or abusive messages. Those who wish to send e-mails to Outlook.com users will have to read and follow the guidelines on this page, thus avoiding any delivery issues.
Example of error response:
550 5.5.0 Requested action not taken: mailbox unavailable.
If this kind of error is generated, it is forbidden to write to that recipient again. The server will not send the message.
What should be done: Delete the address from the list.
Example of error response:
450 4.5.0 Mailbox temporarily unavailable.
If this kind of error is generated several times, it is forbidden to write to that recipient. The server tries to send the message repeatedly and informs the sender of the pending messages and errors.
What should be done: If the message cannot be delivered, delete the address from the list.
It is forbidden to write to people who do not wish to be in the mailing list.
What should be done: It is mandatory to delete all recipients who requested it, and to clearly state in every message how to do it.
Microsoft prohibits the verification of mail addresses by fake mail.
What should be done: Messages must be send through mailing systems who do not use data mining such as our mail service.
All messages also need to comply with government regulations: (true for all USA providers)
E-mails sent to Outlook.com users must fully comply with the regulations and laws governing e-mail communications within the jurisdiction:
To allow members of the academic community to send emails in accordance with the rules stated, the IT Service has developed a system that automates message customisation, tracking of opened messages, and deletes addresses from the mailing lists.
For information on the new system: [email protected].