Instead of sending email attachments to the entire campus community, please post Word and PDF documents on your Website, then distribute the link.

We suggest the following method:

  1. Create a page on your site where you list links to Word and PDF documents that you distribute to the campus. (See the CommonSpot Help page for how-to's.)

  2. Identify the type of document at the end of the link title. Examples:

    • Position Announcement Title [DOC] (for Word documents).
    • Brochure for our fundraiser [PDF] (for PDF files).

  3. Upload your document to CommonSpot, and link to it from the page you created.
  4. Once a file has aged out of currency, delete it and remove the link from the page. Add new documents to the top of the list; if you have a very long list, divide it with headers based on topics.

This method has several advantages:

  • It involves creating only one Web page and distributing only one link, so you don't need to keep track of multiple links.
  • You need only provide a brief abstract or title via email, and include the link to your documents page.