As part of our ongoing efforts to improve communication and maintain cybersecurity across the City of Brunswick, I’d like to take a moment to address the proper use of the "Reply All" function in email correspondence.
When to Use "Reply All"
"Reply All" should be used only when your response is relevant to every recipient on the original email thread. Appropriate scenarios include:
- Group discussions where everyone’s input is needed.
- Confirming attendance to a meeting where all invitees need to know.
- Sharing information that affects all recipients.
When Not to Use "Reply All"
Avoid using "Reply All" when:
- Your response is intended for the sender only.
- You’re acknowledging receipt of an email (e.g., “Thanks” or “Got it”).
- The topic is sensitive or unrelated to most recipients.
Misuse of "Reply All" can lead to:
- Email overload, causing important messages to be missed.
- Unintended disclosure of sensitive or confidential information.
- Security risks, especially if external recipients are included.
Security Considerations
Using "Reply All" indiscriminately can inadvertently expose internal information to unintended parties. This is especially critical when:
- Emails include attachments with sensitive data.
- External recipients are part of the thread.
- Discussions involve personnel, legal, or financial matters.
To help safeguard our communications:
- Always double-check the recipient list before replying.
- Use BCC when sending to large groups to reduce accidental replies.
- Report suspicious emails to IT immediately.
Let’s all do our part to keep our email communications efficient, respectful, and secure.
If you have any questions or need further guidance, feel free to reach out to the IT Department.