1. Keep personal information out of your signature
Don’t include things like your CWID, address, personal email address, or personal phone number in your email signature. Emails can easily be forwarded, and you don’t want that information shared with people you didn’t intend.
2. Avoid sending sensitive information
Once you send an email, you lose control of where it goes next. Before hitting “send,” think about how sensitive the information is and who could potentially see it. Don’t send highly personal or confidential details through regular (unencrypted) email.
3. Use encryption when needed
If you do need to send sensitive information, use email encryption to protect it. The Office of Information Technology provides instructions for encrypting UA emails here: https://oit.ua.edu/services/email-collaboration/secure-email/
4. Use CC and BCC carefully
When emailing multiple people who don’t know each other, use BCC (Blind Carbon Copy) so recipients can’t see everyone else’s email addresses. This protects privacy and helps prevent accidental “reply all” chains.
5. Think before using “Reply All”
Before replying to an email or mailing list, double‑check who will receive your response. Ask yourself: Does everyone need to see this? If not, reply only to the sender.
6. Watch out for phishing and scams
Be cautious with unexpected emails, attachments, or links. Especially if they create urgency or ask for personal information. When in doubt, don’t click. Learn how to spot phishing attempts here: https://oit.ua.edu/services/cybersecurity/phishing/