Using e-mail aliases

Electronic mail is not only efficient, but it can be very convenient if the appropriate tools are used to create and send messages. One of these convenience tools is the use of aliases to simplify the often complex and differing addressing schemes. In the April and May issues of this column, I looked at the use of mailing lists and discussion groups. In those columns I attempted to point out where one should not use e-mail aliases. Here I will focus on where aliases can and should be used.

E-mail aliases, correctly used, simplify the process for the user and provide excellent management tools for service providers -- especially for volunteer leaders and staff in organizations such as the IEEE.

ALIASES.   E-mail aliases are dummy addresses that are interpreted by e-mail handling software. They can be used in a number of ways -- to make your own address simpler for others to use or to make sending messages to other people (individually or as a group) more convenient.

*   A single alias to simplify your own e-mail address on a business card. I use the alias " alden@mcmaster.ca " instead of my real address, which is " alden@power.eng.mcmaster.ca ". My Internet service provider (the university computer network manager, in my case) sets up these kinds of aliases for staff.

The way this works is as follows: e-mail arriving at the Internet site "mcmaster.ca" is processed by a mail server that performs a table look-up in an alias list, finds the actual address for the alias "alden" and redirects the mail to that address. If I were to use a different mail server from the machine (computer) called "power," I would notify my service provider of my new address, and someone in that group would change my entry in the alias list so that e-mail messages would be redirected to the correct address. This is a key aspect of any alias -- if the alias is not kept up to date, the alias becomes a nuisance and a hindrance to everyone, instead of a help.

*   A single alias to locate a company service when different people may be assigned to answer the mail. For example, IEEE uses "member.services@ieee.org" as the alias for staff in that department. The alias is generic, so members do not have to keep track of who works in that department. The IEEE staff sets up these kinds of aliases.

*   A single alias to simplify remembering and typing of a complex e-mail address for someone to whom you send e-mail. For example, "jane" might be the alias for "73297.64963_HY56-56@compuserve.com". You would set up this kind of alias using your e-mail software package. Sometimes aliases are called nicknames.

*   A group alias to make sending messages to several people much simpler. You can use both addresses and aliases within a group alias -- for example "adcom" might be the group alias for four people on a committee: "jane," "fred," " w.read@ieee.org " and " alden@mcmaster.ca ". You would also set up this kind of alias using your e-mail software package. Only you can use this alias. If you want other people to send to this group, set up a discussion group. (Please see my May 1996 column.)

IEEE ALIASES.   An IEEE alias gives you a simple dummy address that will not change as you change your Internet service provider or the e-mail server you use to host your e-mail service. This is really an e-mail forwarding service that IEEE provides to members, especially volunteers. If you have an IEEE e-mail alias, any messages arriving at the IEEE node "ieee.org" for you are automatically redirected to your real e-mail address.

Why would you consider having an IEEE e-mail alias? There are several advantages -- but only if you want people to find you (and some people don't). The first one is that you are also listed in the IEEE e-mail directory, which means that other people -- anyone with access to the Internet -- can look you up and send you e-mail. There are currently five distinct parts to this directory; staff, members/volunteers, sections, societies and student branches.

The second advantage is that the IEEE e-mail alias is easy to remember and use. The convention is to use your first initial, followed by a period, followed by your last name, followed by "@ieee.org". If someone else with the same initial and last name already is using that alias, then an alternative close to this pattern is used.

The third advantage relates to the nature of IEEE members and volunteers: they are generally mobile and active. Their addresses tend to change frequently and there is such a wide variety of e-mail-addressing customs that it is hard for other people to keep track of them without making mistakes.

How do you obtain an IEEE e-mail alias? If you are an IEEE member or volunteer, send to "aliases@ieee.org" an e-mail message containing the following information:
*   your e-mail address
*   your last name
*   your first name
*   your daytime phone number
*   your fax number (if available)
*   your IEEE member number (if you are a nonmember volunteer, e.g., working on a standards group, please ask your group chair -- who will be an IEEE member -- to process your request)
*   your current major IEEE volunteer activity (committee positions, etc.), if applicable -- limited to 30 characters, including spaces.

UPDATING.   How do you update your IEEE e-mail alias? Send to "alias.update@ieee.org" an e-mail message containing the updated information in exactly the same format as above. Include all items, even though some may not have changed. If your address changes, update -- otherwise you will not receive your messages.

You can also set up aliases for IEEE sections, student branches and societies. To find out more about directories, send a message to " fileserver@ieee.org " and include the key word "info.directory" in your message.

AUTOMATED SERVICE ALIASES.   These are used to provide service automatically. No person reads the messages sent to one of these aliases. To use this type of service, you send a message to one of these aliases. You include very specific keywords in the body of the message and nothing else. It is best if you put your first keyword at the start of the first line. If you have more than one request, put each one on a separate line. Then leave a blank line after your last entry. (Blank lines are often interpreted as the end of your request.) The keyword(s) you have inserted as the message content is automatically parsed and processed -- if you have typed the keyword(s) exactly. Perhaps a prewritten text file is automatically returned to you, or some other service is initiated. Some systems require the command to be placed in the subject line instead of in the message.

Generally, if you insert the word "help" (without the double quotes), a text file is returned to you that explains how to use the system. With some systems, if your message can not be interpreted, the help file is returned.

Messages sent to "fileserver@ieee.org" are processed in this way. If you include the keyword "info.email" you will receive a list of the text files that the IEEE makes available in this manner about e-mail (and other forms of electronic communications).

SIGNATURES.   Signatures are short files that are appended to the end of your e-mail message. Generally, you create them with your e-mail package when you are setting up how you will handle e-mail. They are equivalent to letterhead (except they appear at the end, not the start of your message, so they do not get confused with the message headers containing the "To:, From:," etc.) in that they usually contain information about the sender of the message -- for example, telephone and fax numbers, postal address, position in a company or organization.