Betty Preble
NYS Communications Director

e-Mail Hoaxes and Urban Legends | Using e-Mail Effectively | Avoiding Viruses

The following are excerpted from Michelle Artz's, of the AAUW Public Policy Department, e-mails.

Identifying e-Mail Hoaxes

The High Price of Hoaxes
As you read this, there are hundreds of virus hoaxes and misleading messages making the rounds, coming soon to an inbox near you. We have all received them-fake legislative alerts or supposed free goods or easy money just for forwarding a message to everyone you know. While some of these messages are obviously hoaxes, some are less apparent, and we have all been taken in by them at one time or another. It is estimated that the cumulative time spent deleting (or forwarding!) hoaxes and spam, day after day, and across millions of computer users adds up.

All that said, it is a very good idea to be skeptical about information when it arrives in your inbox. This e-mail includes some tips and resources on how to identify and deal with hoaxes, scams, and time wasters that you may receive.

General Tips
Virtually any chain email you receive (i.e., any message forwarded multiple times) is more likely to be false than true. Hoaxers usually try every means available to make their lies believable—e.g., mimicking a journalistic style, attributing the text to a 'legitimate' source. Be especially wary of health-related rumors. Most importantly, never act on this type of rumor without first verifying its accuracy with your doctor or other reliable source.

How to Spot an Email Hoax
From Urban Legends: Without researching the factual claims made in a forwarded email there's no sure way to tell it if it's a hoax, but here you'll find common signs to watch for...

• Note whether the text was actually written by the person who sent it to you. If not, be skeptical.
• Look for the telltale phrase, "Forward this to everyone you know."
• Look for statements like "This is not a hoax" or "This is not an urban legend." They usually mean the opposite of what they say.
• Look for overly emphatic language, the frequent use of UPPERCASE LETTERS and multiple exclamation points!!!!!!! If the message seems geared more to persuade than to inform, be suspicious. Hoaxers are out to push emotional buttons.
• If the message purports to give you extremely important information that you've never heard of before or seen elsewhere in legitimate venues, be suspicious.
• Read carefully and think critically about what the message says, looking for logical inconsistencies, violations of common sense and obviously false claims.
• Look for subtle or not-so-subtle jokes, indications that the author is pulling your leg.
• Check for references to outside sources. Hoaxes will not typically name any, nor link to Websites with corroborating information.
• Check to see if the message has been debunked by Websites that cover Internet hoaxes (see below).
• If you can't verify the facts, don't forward the message!

Click here for additional resources.

Using E-mail Effectively
Whether you are a new or a long-time e-mail user, understanding how to more effectively and easily reach others by setting up and participating in e-mail lists, and learning e-mail etiquette will help you get the most out of this invaluable communication tool.

E-mail Listservs
E-mail listservs are the easiest way to facilitate communication among a group of people. While listservs come in many different forms, all have two fundamental functions: storing the e-mail addresses of all subscribers to the mailing list, and automatically delivering messages sent to the listserv address to all list members. Although listservs require a list manager—someone who is responsible for overseeing general operation—they overcome a fundamental barrier faced by those who still simply paste lists of e-mail addresses into the "to" or "cc" lines.

It is easy to set up your own listserv through free services such as Yahoo groups. Click here for additional resources.

Netiquette
Although e-mail is fundamentally different from traditional paper-based or verbal communication, rules of e-mail etiquette, commonly known as "netiquette," are no less important than those we follow in other modes of communication. How we write in e-mail—particularly in places like listservs—affects how people perceive us, our opinions, and our character. Extending common courtesies shown to others in our everyday lives *offline* to those with whom we interact *online* can go a long way toward making our communications much more effective.

Here are a few basic rules to keep in mind:

• DO NOT TYPE IN ALL CAPS for more than one word or subject heading. This is perceived as SHOUTING.
• Always include a brief but informative subject line that gives the reader a clue to the contents of the message.
• Keep paragraphs short, and always insert a blank line between them.
• Do not use text styles (like bold or italic) or text colors in mailing list messages, many people will not see them and may even see HTML tags instead.
• When forwarding messages, always put comments at the top of the message.
• Quote sparingly, particularly on lists. In most cases it is unnecessary to include large portions of the message to which you are replying in your response.
• Carefully consider what you write. Although e-mail feels quick and informal, it is a permanent record and easily forwarded to others.
• Be aware of how your reader might perceive your message, and use emoticons (smileys) when possible to help convey a tone of voice :-) E-mail lacks contextual clues such as facial expressions and your correspondent may have difficulty telling if you are serious or kidding. Sarcasm is especially dangerous in email.
• Do not forward information indiscriminately. Inbox-clogging chain letters, virus warnings, and hoaxes (also known as spam) are the online equivalent of junk mail. Such messages are never appropriate for listservs. If you cannot verify a message through a credible source, do not forward it.
• Always read over your e-mail before you send it and use spell check if available.

Netiquette Especially For Listservs

• Always read the guidelines that you receive when you become a member of an e-mail list, and keep them on file for future reference. Guidelines usually include procedures and rules for posting to the list, information on how to unsubscribe, and information on who to contact if you have questions or problems.
• Do not reply to the entire list unless you think your mail would be helpful and of interest to the majority. Remember that on many listservs, using reply or reply all will send your message to the entire list.
• Avoid "junk" postings such as:
  • "Me-too" posts sent by well-meaning list members replying only to convey that they agree with a message or have had a similar experience.
  • "Unsubscribe me" messages mistakenly sent to the whole list by subscribers who did not read (or locate) the instructions for leaving the list.
  • Congratulations messages that appear after a member of the list has mentioned some milestone or personal triumph. Again, send these in private e-mail.
• Never forward a personal e-mail to a discussion group without first getting permission from the author.

Click here for additional resources.

Avoiding Viruses

• Get virus protection software and keep it updated - on every computer you use.
• Set your software to automatically scan every e-mail as it comes in - and scan every document before you open it
• Do a full virus scan of your hard drive on a regular basis.
• Make sure your e-mail software doesn't automatically open attachments
• If a message looks funny and has an attachment you aren't expecting - don't open it. Call or e-mail the sender and ask did they send it - and what it is.
• Some ISPs (Internet Service Providers) offer a screening of all e-mails for virus, etc and then eliminates them and sends a note to the sender that a virus, etc. has been found.