Instead of sending email attachments to the entire campus community, please post Word and PDF documents on your Web site, then distribute the link.
We suggest the following method:
- Create a folder at the appropriate level of your site to hold Word and PDF documents that you distribute to the campus. Examples:
- /hr/docs/
- /ctem/business/docs/
- /student/phisig/docs/
- Create an index file within that folder, using your department template, and consisting of a list of links to the documents you are distributing.
- 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).
- Upload your files to the /docs/ folder.
- Once a file has aged out of currency, delete it and remove the link from the index 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 (/docs/index.shtml) and distributing only one link, so you don't need to keep track of multiple links and sites.
- It allows people to guess correctly the link to your documents, and to easily find those distributed in the past.
- You need only provide a brief abstract or title via email, and include the link to your /docs/ site.