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Email Set-Up Options
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Summary
There are two categories of email:
Category 1: Person-to-Person
Category 2: Machine-to-Person
When personnel changes require rewiring email, the following configuration can make things much easier.
1. Create a PERSONAL email address for everyone in the company. While some companies use firstname@company.com, we recommend using firstname.lastname@companyname.com.
2. Create a set of NON-PERSONAL email addresses. Samples include info@companyname.com, sales@companyname.com, quotes@companyname.com, service@companyname.com
3. On your website, use the non-personal email addresses.
4. In setting up accounts with systems that send you automated email messages, please use NON-PERSONAL email addresses.
5. Set-up a network of email forwarding such that all NON-PERSONAL email are forwarded to one (or more people) people for review and action.
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Benefits
When anyone leaves your company, there are three easy steps:
1. If the person receives forwarded email from a NON-PERSONAL Email address, simply edit that forwarding to another company employee. There is no need to alert the SENDER of the automated email.
2. Add a “Vacation” message to the departing person’s email address such as, “John Doe is no longer with our company. Please direct all future correspondence to Becky Smith (becky.smith@yourcompany.com).”
3. Wait for 3 months and then DELETE the departing person’s email account (John Doe).
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• PO Box 13128 • Spokane, WA 99213 • Fax: 866.565.6847 •