Email is not suitable for exchanging larger amounts of data (or executable programs) - for this purpose you can use, among others, the ftp server ftp.tugraz.at with anonymous access or the web interface "Bigmail".
Distribution lists in TUGRAZonline should not be used inflationary, so that they can fulfill their purpose - fast and secure information of members of Graz University of Technology - otherwise the messages will be treated like spam by more and more users. For sending messages to all students it is even technically not the optimal way.
At the beginning of the message (or also in the subject) it has to be stated to which distribution list (e. g. IT officers, all students, …) the email is sent, so that it is clear to the recipients why they receive this message (will be inserted automatically by TUGRAZonline distribution lists).
Attachments should be avoided for mass mailings (economical use of resources): Put the files on a web or FTP server or in the TU Graz cloud and send only the link to it.
If the mailing is to be sent to a large number of external addresses, we offer a special service.
For mass mailings (to external addresses), the Telecommunications Act also stipulates that direct advertising is not permitted without prior consent!It should also be noted that our mailgates have limits per SMTP connection or per time unit, i. e. mass mailings should not be made with the personal account but with special robot accounts (the number of recipients is severely limited with personal accounts).
A Word file, which contains only "weakly formated" text, needs on average about 100x more memory (and of course also network resources when sending) than the text file which is completely corresponding in content and, in order to be read, needs a program which can handle doc files - but not every recipient always has such a program installed!
Generell:
If you send emails to many recipients, please use BCC (blind carbon copy) - reason:
For (regular) mailings to a large number of recipients (50+), it is better to use a distribution server, also because the number of recipients is limited when using the personal account (because spamming is common via phished accounts, which can only be effectively prevented by limiting the number of recipients).
ZID offers such a service via the list server, but the legal regulations (see above) for mass mailings have to be considered.
Especially in TUGRAZonline:
Event announcements are not to be sent with TUGRAZonline distribution lists but are to be entered into the event calendar of TU Graz, can additionally be announced in a newsgroup specially set up for this purpose and can (if really necessary) be filed by the postmaster in the generally accessible folder "announce" on the IMAP server for students.
For job advertisements the newsgroup tu-graz.anzeigen.arbeitsmarkt has been set up especially, TUGRAZonline distribution lists are therefore not the right way for such advertisements!
Not time-critical mailings to all students should generally be done via the "announce"-folder in the way of the postmaster!
Long Internet addresses (URLs)
Please note the handling of long internet addresses (URLs) in emails: depending on the program, these may be truncated and the links will not work (e. g. when sending TU4U links via TUGRAZonline) - in this case you should create a short address via go.tugraz.at, which can then be sent without any problems.
Many operating systems allow "screenshots" to be saved immediately as an image, so you don't need to take a (blurred) picture of the screen with a smartphone, for example:
You should then add the image as an attachment (many email programs can then display this directly) and not include it in a PDF or DOCX document that you then attach.For this, too, conventions have developed on the Internet over many years that should be adhered to.
An email is also generally a form of communication that takes place between people: even if the communication partner is not sitting or standing directly opposite you, you should therefore observe certain rules ("Internet etiquette").
Ten commandments for Internet users
(Harald Martenstein, ZEITmagazin, translatet by Deepl.com)