Virtual Activist
Contents
1. Using the Alert List Example in the previous illustration here is how you can send a message without revealing the recipients email addresses Type Alert List Example in the Bcc field of the message header instead of in the To field and type your own email address in the To field When the message is sent it will appear to have been sent from and received by you and will look something like this To janedoe anygroup org From janedoe anygroup org Subject Action Alert Paratransit service threatened Cc Bcc X Attachments Always use the Bcc field if you send email to a list you ve created in your address book Using the example above if you had typed Alert List Sample in the To or Cc field all of the recipients addresses would have been displayed when they opened the message There are two problems with this First some people prefer not to disclose their email address Also if the address list is long the header will be long This is annoying to some people because they have to scroll through screens full of addresses before they see the message If your list contains several hundred addresses just imagine how annoying it will be to scroll through all those screens Here is an example of an email message from someone who neglected to use the Bcc field NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www ne2. most email software recognizes URLs and enables the reader to click directly onto the site E Compile and maintain a list of the newsgroups and email lists you post to Once you ve identified the best places to post your alerts keep the addresses on hand for future use If your email allows you to set up individual mailboxes create one for these addresses so you can send them in a single message Use the Bcc field if mailing to multiple addresses LJ Break up the text in long email alerts with ascii friendly symbols If your alert is more than two or three paragraphs use symbols such as these to break up the text by creating lines or boxes NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 10 Q Send a test message before sending out alerts Always send a copy of the alert to yourself or to a colleague before distributing it Check the format to make sure there are no broken lines or other problems Check any URLs that you include in the alert to make sure they work properly Now some things to avoid LJ Don t send out unsolicited mass emailings We know it s tempting But if you want to communicate about an issue with a large number of people only send your message to email discussion lists and or news groups that focus on the issues the alert addresses Q Don t subscribe people to email lists without their permission If
3. JOLE Drow fy aytoshapes S S amp S CIORM AU RM O 2Z A S S8 q 4 Page Sec At in Col REC TRK EXT OVR Ejot H EAHHHS Microsoft Astart A SS PORRA E MicosotPow Kindo Micros By Untitled M Adobe Photo Np If eee ROSAN 4 12PM NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 16 Step 2 In the Distribution List window type in a name for the list In the Add New Member list type in a new name and email address to add contacts that are not already in your contact list Lior Type a question for help current contr available afte under the cu Add New Member NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 17 Step 3 To add names that are already in your contact list click Select Members highlight the name you want to add and click Members sox es NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 18 Step 4 To send a message to the distribution list click on the Address Book select the distribution list from the Select Names window and click the Bcc button Use your own address in the To field of the message i Select Names Action Aler
4. http www consumernet org library pr_writing shtml ConsumerNet s Nonprofit Publicity Guide http www consumernet org library publicity shtml NetAction Notes 20 on Media Activism http www netaction org notes notes20 html NetAction Notes 47 on Media Activism http www netaction org notes notes47 html Online Media and News Services Institute for Global Communications http www igc or Links to hundreds of progressive organizations Media Alliance Links to Media Organizations http www media alliance org medialinks html Thousands of General Media Links http ajr newslink or Ascribe Public Interest News Wire http www ascribe or Working Assets Long Distance Alerts and News http www workingforchange com activism index cfm Links for Progressives and Media Activists http www nlightning com bookmarks html Salon Magazine http www salon com NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 24 AlterNet http www alternet or Common Dreams Newswire http www commondreams org community htm One World Network http www oneworld net us NewsBytes News Service http www newsbytes com NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 25 Online Resources for Cyber Security The CERT Coordination Cent
5. release Start with the most important information and remember the five W s who what where when and why Use short paragraphs and keep it brief LJ write a subject line that s compelling or provocative Keep in mind that the subject line is the first thing reporters and editors will see when they download your release Never email a press release or any other message with a blank subject line LJ include your electronic contact information Remember to include your email address and Web site URL in addition to your phone and fax number and address Put all your contact information at the top of the press release Q Use hyper links where appropriate If there is additional information available on your Web site such as a white paper or an event announcement include a hyper link so reporters can click right to it Online publications will often include these links in their stories making this an effective way to direct visitors to your Web site Q Send a test message before distributing your press release Always send a copy of the press release to yourself or to a colleague before distributing it Check the format to make sure there are no broken lines of text and check for any mis typed Web URLs by testing them to make sure they work NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 12 Q Avoid disclosing the recipien
6. the problems with chain email petitions Online Political and Legislative Resources Project Vote Smart http www vote smart or Comprehensive information on federal state and local candidates and elected officials California Voter Foundation http www calvoter or Bipartisan online electoral information and voter guides NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 22 Thomas http thomas loc gov U S Congress web site with links to legislation and representatives offices Directories Google Groups locates news groups http groups google com Publicly accessible mailing lists http paml net Bay Area Progressive Directory amp Events Calendar http www emf net cheetham index html Craigslist announcement mailing lists for Bay Area events jobs etc http www craigslist or Newstrawler searches for news on the Internet http www newstrawler com nt nt_ home html NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 23 Online Media Advocacy Resources Media Advocacy Guides and Tool Kits Managing the Media A Guide for Activists http tenant net Organize media html Raising Our Voices A Tool Kit for Activists http www media alliance org voices index html ConsumerNet s How To Work With the Press Guide
7. Communication Traditional Internet Method Techniques Techniques Press release distribution Mail fax Email web pages electronic wire services Press contacts Newspapers TV radio wire services Online media e g CNet Salon Newsletters Print Email web pages Rallies Hold rallies Virtual online town halls House parties Hold house parties Chat rooms Visits to legislators Conduct visits Web comment forms Tabling Conduct tabling Web sign up sheets Phone trees Phoning Pass along email Pass on to 5 Friends emails Letters to legislators Mail fax Online fax servers Letters to non legislative Mail fax Email policymakers Letters to the editor Mail fax Email Op Ed pieces Mail fax Email Faxes Traditional fax machine Online faxing Postcards Mail Electronic images emailed online Petitions Paper Web pages Action alerts Printed notices on bulletin boards mail fax phone tree Email web pages Organizing around a specific interest Support groups neighborhood groups News groups This chart was created for an Email Activism Workshop sponsored by the California Abortion and Reproductive Rights Action League CARAL and is used with permission NetAction 601 Van Ness Ave Suite 631 San Francisco CA 94102 Phone 415 775 8674 Email info netaction org URL http www netaction org Getting Started Wi
8. HAT YOU WILL HAVE TO MAKE A CO PAYMENT IN ORDER TO RECEIVE THESE SERVICES Even if your income is just 1 over the maximum allowable income you could be required to pay several hundred dollars per month for services that you now receive for free Call your Supervisor today and urge him or her to vote No on the proposed eligibility change Forward this message to your friends and neighbors who have email Print copies and distribute them to those who don t Phone numbers for the Board of Supervisors Contact numbers included Supervisor Phone No Supervisor Phone No Tom Ammiano president 554 5144 Sophie Maxwell 554 7670 Chris Daly 554 7970 Jake McGoldrick 554 7410 Matt Gonzalez 554 7630 Gavin Newsom 554 5942 Tony Hall 554 6516 Aaron Peskin 554 7450 Mark Leno 554 7734 Gerardo Sandoval 554 6975 Leland Yee 554 7752 NOTE Call the Elections Department 554 4375 if you don t know which Supervisor s district you are in If you tell them your street address they can tell you which Supervisor represents your district NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org Talking points included What to say to your supervisor when you call Any decrease in the maximum allowable income for IHSS will be a hardship for San Francisco seniors and persons with disabilities An individual who earns just 1 per month over t
9. L Collect email addresses from your media contacts If you ve been distributing your press releases by fax or postal mail ask your media contacts if you can switch to email distribution Commercial media directors such as Bacon s Metro California Media routinely include email contact information Major newspapers frequently have separate staffs for their online versions so you ll need to include those contacts on your list too There are also media directories and news services specifically for online publications that may be appropriate to add to your media list L Limit the size of your email message window In many email browsers text that is longer than the width of the message window will wrap to the next line When text is set to wrap you don t need to hit the return key at the end of every line If the size of your message window is set for more than about 75 the automatic wrap may result in broken lines of text NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 13 How to Create A Bcc Email List The simplest way to create an email list for Internet activism is to use your regular email software The most common products you might use are Qualcomm s Eudora Microsoft Outlook or Netscape Mail To create your own email activism list you will need to be familiar with two features of your email software t
10. Using the Internet For Outreach and Organizing A Virtual Activist Training Reader lt NetAction gt gt 601 Van Ness Ave 631 San Francisco CA 94102 Phone 415 775 8674 Fax 415 673 3813 Email info netaction org Web http www netaction org NetAction is a project of The Tides Center a 501 c 3 organization Table of Contents Traditional versus Internet Communications 2 Getting Started With Email Activism 3 Is Your Action Alert Ready to Circulate in Cyberspace 4 What Makes This An Effective Action Alert What s Wrong With This Action Alert 7 Is it outreach or is it spam 9 Tips for Effective Online Media 11 How to Create A Bcc Email List 13 Cyber Security Checklist 19 Online Resources for Email Activism 21 Online Media Advocacy Resources 23 Online Resources for Cyber Security 25 About NetAction NetAction is a San Francisco based non profit organization dedicated to teaching activists how to use the Internet for organizing outreach and advocacy and to educating the public and policy makers about technology policy For more information please contact us Copyright 1996 2002 by NetAction The Tides Center All rights reserved Material may be reproduced for non commercial use provided NetAction is cited NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org Traditional Versus Internet Communication
11. an air you ll just annoy people if you send it to a discussion list focused on free speech The topic of the discussion list or news group should be related to the issue you address in your message LJ Don t leave the subject line blank This is a sure way to annoy people NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 11 Tips for Effective Online Media Email is an excellent tool for communicating with media It is a cost effective way to quickly distribute press releases and newsletters and is also useful for submitting letters to the editor or opinion articles Electronic press releases and newsletters can also be posted to your Web site NetAction offers the following suggestions for communicating online Tips for Effective Online Media Q Distribute email press releases in plain ascii text Draft your press release as you would any other email message using an email software program such as Eudora or Microsoft Outlook Never send press releases as attachments to email or attach other documents to email press releases If you need to prepare a paper copy of the press release copy and paste the ascii text into a word processing document such as Microsoft Word after the release is written in the email browser Ll Keep the text brief and focused An electronic press release should follow the same pyramid format as any other press
12. er such as Topica or Yahoo Groups make sure the lists are configured to prevent the disclosure of addresses Also back up your subscriber list regularly Those addresses are one of your organization s most important assets a Are Your Confidential Files Safe From Snoopers Nearly everyone stores some data on their computer that is sensitive or confidential Use passwords and encryption to protect private data Disable operating system features that allow files to be shared unless it s absolutely necessary and when you do allow sharing use passwords to ensure that only authorized users have access If you send or receive confidential data encrypt your email messages a Do You Check Under the Hood Periodically Although not strictly a security issue good disk maintenance is also important Several software vendors sell utility tools such as Norton System Works that can alert you to and fix minor problems and sometimes even retrieve lost data Specific maintenance requirements vary so review the User Guide and check your disk periodically to ensure optimal performance a Are You Prepared for the Worst Hard drives crash accidents happen natural disasters occur without warning If you depend on computers disaster planning is a necessity Start by keeping an up to date backup of your hard drive off site but don t stop there Inventory your hardware software and service providers Ask yourself what it would take to get back
13. er has comprehensive information on all aspects of computer security http www cert or Stay Safe Online features more consumer oriented security information http www staysafeonline info index ad Counterpane Internet Security has more technically oriented information http www counterpane com NetAction Notes No 76 on Cyber Security http www netaction org notes notes76 html Background information on firewalls is available at http www interhack net pubs fwfa Additional information on DDoS attacks is available at http www cert org archive pdf DoS _trends pdf Symantic and McAffee have virus alert warnings on their websites http securityresponse symantec com avcenter http www mcafee com anti virus For detailed information on how to configure email lists see http www netaction org training part2b html For detailed information on using encryption software see http www netaction org encrypt Subscribe to NetAction Notes for monthly reports on Internet activism http www netaction org notes NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org
14. er viruses and worms are discovered all the time Installing and regularly updating your anti virus software is essential to maintaining the security of your computer files a Is Your Computer Safe From Malicious Hackers Every computer connected to the Internet without a firewall is vulnerable but the risk is greater if you are using DSL or cable broadband or are connected to an office network Because these types of connections are typically always on malicious hackers can get into your computer and steal confidential information deface your organization s web site or use your computer as part of a distributed denial of service DDoS attack directed at another server Firewall software is available from many of the same developers who produce anti virus software including Symantec and McAffee NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 20 a Are Your Mailing Lists Safe From Spammers Email lists are frequent targets of spam so mailing list security is a high priority If you are running commercial list software such as Majordomo configure your email lists so only the list owner has access to subscribers addresses If you are using your email client software such as Eudora or Outlook avoid disclosing subscribers addresses by putting all your recipients addresses in the Bcc field If you are using an application service provid
15. erienced users of the Internet can make effective use of email for outreach and organizing on a global scale A simple keystroke or a single click of the mouse and you reach thousands of people almost instantaneously But is it outreach or is it spam As more activists go online more complaints about unsolicited email or spam are sure to arise Here are some tips that should help you avoid being flamed with angry replies First some tips on making your email outreach effective E Keep the text short and focused It may be tempting to provide a detailed analysis but if your goal is to motivate people to action get right to the point Q write a subject line that s compelling or provocative Keep in mind that the subject line is the first thing the recipient will see The more compelling you make it the more likely it is that the message is going to be read E Identify yourself Remember to include all your contact information phone address fax email URL if you have a Web site Everyone is faceless in cyberspace You ll have far more credibility and will probably get better results if you clearly identify yourself your organization and your cause Q Include contact information for decision makers You ll get better results if you include the telephone fax and postal address of the decision makers you are asking people to contact If your organization has a Web site with a fax server include the URL for the fax server
16. group org To Ce Bec absmith elomen com ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net Hidden email addresses Subject line identifies alert Subject ACTION ALERT Call Your Supervisor to Protect IHSS Benefits Clear directions for action Do not circulate this alert after Wednesday March 6 2002 Expiration date Action Alert Call your supervisor to protect IHSS benefits from eligibility cutbacks The San Francisco Board of Supervisors is scheduled to vote Thursday March 7 2002 ona proposal to decrease the maximum allowable income that qualifies an individual or a couple for free In Home Supportive Services A DECREASE IN THE MAXIMUM ALLOWABLE INCOME COULD MEAN T
17. he address book and the Bcc field Using Your Email Address Book Most email software programs have a feature that lets you set up an address book where you can store the email addresses of friends relatives and business associates Most email address books will let you store hundreds or even thousands of names making it a useful tool for creating a simple announcement only email list that you can use to send out action alerts press releases or email newsletters For example if your organization occasionally sends out press releases you can set up an address book entry labeled Media to store the email addresses of reporters and editors so you won t have to send individual messages to each of them In the example below we created a distribution list labeled Alert List Sample in Outlook Gg Action Alert Paratransit service threatened Message Microsoft Word file Edit Yiew Insert Format Jools Table Window Help Distribution list x aSsHER SRY l Bas o ROR EmA s p gn e qes z vu nE isend GES t i el onos HTM This message has not been sent CA To ActionAlert planninaforelders ora tA cc p 7 CA ecc Alert List Sample Subject action Alert Paratransit service threatened R a E Action Alert Paratransit service threatened Contract talks between MUNI and Intellitran have broken down MUNI officials have taken a hard l
18. he current maximum is already required to pay more than 200 per month for services that are free to individuals earning just 1 less per month Decreasing the maximum allowable income will force people who are spending hundreds of dollars per month on co payments to spend even more on IHSS That means they will have less to spend on food rent and other necessities There are other programs that the City can reduce that won t create hardships for the elderly and persons with disabilities Supervisors should cut optional programs such as subsidies to professional sporting events instead of IHSS Background Brief background IHSS regulations provide a way for individuals or married couples to be eligible for assistance with personal care and or housekeeping tasks if their income is more than SSI allows but still considered low income These services make it possible for them to remain safely in their own homes Pointer to info on web Detailed information on eligibility and contact information for the program is on the webrat http www seniorsurvivalschool org survival_sheets share htm Contact information Contact info includes email Any Group Text broken into 1370 Main Street 3 Floor and web sections separated San Francisco CA 94108 by breaks Phone 415 555 0000 Email info anygroup org Web _http www anygroup org Subscription information To subscribe send email to actiona
19. ified persons with disabilities Transportation to appointments with physicians therapists social service agencies and grocery stores will be not be available if service is disrupted until negotiations are concluded i i kk kkk kk kkk k kkk kkk kkkk kkk kkk What you can do to help Put this above background 1 Call Mayor Brown s office today 415 123 456 NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org The Mayor has authority to order MUNI to extend the current contract while negotiations continue Urge Mayor Brown to intervene to ensure that paratransit service continues without interruption A sample script would be helpful 2 Spread the word to other concerned citizens If your friends and neighbors have email forward this message If not you can still spread the word by printing copies of this alert to give to friends and neighbors or by calling them kkkkkkkkkkkkkkkkkkkkkkkkk Any Group 1370 Main Street 3 Floor San Francisco CA 94106 Phone 415 555 0000 Missing email amp web contact info NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org Is It Outreach or Is It Spam NetAction s Tips for Virtual Activists In the hands of an experienced organizer or activist email can be a powerful tool for outreach Even inexp
20. ine in negotiations and informed Intellitran that they will not extend the current contract past the deadline if a new agreement isn t reached The current contract will expire at 11 59 p m Friday This means that no paratransit service will be available after 12 a m Saturday if a new contract agreement isn t reached Contact the Mayor s office TODAY and urge Mayor Brown to order MUNI to continue services under the current contract until the negotiations are concluded Background on the issue The Americans with Disabilities Act ADA paratransit service is a publicly funded program of the City and County of San Francisco to provide alternative transportation for qualified disabled persons unable to use MUNI s fixed route transportation This is a specialized service provided by MUNI for persons with disabilities who qualify under ADA MUNI contracts with Intellitran to administer the service as Paratransit Broker Transportation under the program is provided by seven participating taxi companies Luxor Desoto Yellow Cab Town Taxi National Serra Cab Daly City Cab and Pacific Cab Group van service is also available for social and health service agencies Lift equipped vans and ramp equipped taxis are also available This program provides a vital service to qualified persons with disabilities Transportation to appointments with physicians therapists social service agencies and grocery stores will be not be available if service is disrupted unti
21. l negotiations are concluded What you can do to help y o v Draw gt AutoShapes OOCR 420 B O 4 A SFEOGQ Page Sec At in Col REC TRK ExT ovR QZ 4 7 Office FF EISEN S Microsoft Asur A So B SARS PK EAbeph EMicosot Drafts M BICARALE ByAction PLAE RAARO 50M gt Most Internet viruses and worms are created to target the widely used Outlook and Outlook Express NetAction recommends Eudora http www eudora com as a better alternative NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 14 Using the Bcc Field When the email addresses have been entered in the address book your list is ready to use But you ll want to send messages to the list without disclosing any of the recipients addresses So if you haven t already been introduced to the Bcc field it s time to get acquainted When you open a New Message window in your email software the message form will usually include a header that looks something like this To From Subject Cc Bcc X Attachments Note In some email software Bcc is not included in the default setting of the header display If you don t see it try looking for a Preferences or Options menu or check the Help file or the User Manual that came with the software or contact the software company s support service by phone or email
22. lert anygroup org with the word subscription in the subject line Leave the message window blank To unsubscribe send email to actionalert anygroup org with the word unsubscribe in the subject line Leave the message window blank Subscription information included NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org A better address would be actionalert planningforelders org What Wrong With Thi From joe anygroup org To absmith elomen com ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org Addresses belong rankee petshop com dandrews sirius com kpatrick sirius com in the Bcc field lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net bsmith elomen com torth earthlink net ellen designshop com hmurray change org frankee petshop com dandrews sirius com kpatrick sirius com lily kilwatz com tige2345 aol com kalani apogee net Doesnt state that action is needed Subject Paratransit service threatened No expira
23. nk Q will readers understand why action is important Include clear concise background information pointers to Web sites with more information and the key points to communicate Avoid jargon and keep the format simple with short paragraphs section headings and horizontal lines Don t assume the reader is familiar with the issue LJ will readers know what action to take Be specific about what you want the reader to do Include the postal address fax number or phone number if you are asking readers to write letters send faxes or make phone calls Include a pointer to online information to help readers locate their elected representatives LJ Are you sure of the facts Electronic action alerts can literally go around the world in minutes Since you won t know exactly who sees your alert factual errors aren t easily corrected Verify facts by checking with a trusted organization or individual before you hit the send key Q Are you building your base of support Always include information on how readers can join your organization volunteer to help subscribe to or unsubscribe from the action alert list Q Visit the Virtual Activist at http www netaction org training for more tips NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org Dedicated email address What Makes This An Effective Action Alert From actionalert any
24. online if your office was destroyed in an earthquake or fire Write it all down and keep a copy with your off site backup Periodically review your plan to make sure it s up to date NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 21 Online Resources for Email Activism Guides to Using Technology for Organizing NetAction s Virtual Activist Training Guide http www netaction org training A step by step guide to using the Internet as an activist tool Organizers Collaborative http www organizenow net Technology resources for grassroots organizations One Northwest s Activist Tool Kit http www onenw or Comprehensive information and how to guides on Internet activism The eNonprofit A Guide to ASPs Internet Services and Online Software http www compasspoint org enonprofit Tech Soup http www techsoup or General resources for nonprofits using technology Benton Foundation Best Practices http www benton org Practice List of resources to help nonprofit organizations use technology effectively Designing Effective Action Alerts for the Internet http dlis qseis ucla edu people pagre alerts html UCLA professor Phil Agre provides advice on how to design an effective online action alert Against Chain Letter Petitions on the Internet http dlis qseis ucla edu people pagre petitions html Professor Agre discusses
25. prove your computer security practices a Do Your Work Habits Promote Security Passwords and user names are your first line of defense in cyber security Use passwords that are difficult to guess and change them frequently If you think you might forget your password write it down and file it where only you can get to it Always remember to logoff when you aren t using your computer The most basic and low tech security practice is to lock or shut down a computer when it s not in use If you don t there s little point in password protecting your hard drive a Can Your Data Be Restored If Your Computer Crashes Regular backups are a crucial component of computer security Documents and other data should be backed up daily Backed up data can be stored on removable media such as CDs on a separate hard drive that is connected to your computer externally on a tape drive or on a secure web site Redundancy is the best strategy create several backup sets so at least one is stored off site It s also a good idea to periodically make a full backup of your hard drive so that if your hard drive crashes you won t have to reinstall each software program individually Many new computers include CD drives that make data backups easy and affordable External hard drives that can be disconnected and stored off site are an affordable option for backing up a complete hard drive a Is Your Computer Safe From Viruses and Worms New comput
26. sheet Q if you distribute press releases to the media start sending them by email instead of fax Also be sure to add online media outlets to your distribution list L Use email to communicate with staff consultants in legislative offices LJ Establish and promote an email action alert list 2 See the Pew Internet Project at http www pewinternet org reports index asp for reports on the demographics of Internet users NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org Is Your Action Alert Ready to Circulate in Cyberspace A NetAction Checklist Q will readers know who sent the action alert Clearly identify your organization as the source of the action alert Q will readers know how to contact your organization Include complete contact information email address postal address web site address phone number and fax number Whenever possible include the name title and phone number of the person to contact with questions LJ will readers know if the action alert is timely Always include the date that your action alert is distributed and the date by which action is requested And don t forget to include the year Q will readers be compelled to read the action alert Communicate a sense of urgency with a provocative or compelling subject line so readers will open the alert and take action Never leave the subject line bla
27. t Paratransit service threatened Contract talks between MUNI and Iptellitran have current contract past the deadline if a new agree available after 12 a m Saturday if a new i ed Intellitran that they will not extend the means that no paratransit service will be Brown to order MUNI to continue services under the current contract until the negotiati Background on the issue The Americans with Disabilities Act ADA parat Boo gt Ale ist Sample cisco to provide alternative transportation for qualified disabled persons unable to use MUNI s persons with disabilities who qualify under ADA MUNI contracts with Intellitran to administ Transportation under the program is provided by j a eae Ser ind ational Serra Cab Daly City Cab and Pacific Cab Group van service is also available exis are also available I This program provides a vital service to qualified p appo mmys cz pists social service agencies and grocery stores will be not be available if service is disrupted until negotiations a are concluded What you can do to help Cal Mayor Brown s so ofice today 415 123 4567 ehan m mwedenw BALIN dn nuinmal ihn mimmnm naminnm siila manntinsi NetAction Phone 415 775 8674 601 Van Ness Ave Suite 631 Email info netaction org San Francisco CA 94102 URL http www netaction org 19 NetAction s Cyber Security Checklist Use this checklist of computer security basics to assess and im
28. taction org 15 From Jane Doe janedoe anygroup org To James King lt JKing msn com gt Alan Williams lt awilliams sirius com gt Dave Garrison lt DG aol com gt Jennifer Reilly lt Reilly Reilly com gt George Kelly lt Gkelly pacbell net gt Thomas Jones lt tj54 aol com gt Gina Rogers lt GinaR uswest com gt Dan Stevens lt dans yahoo com gt Vincent Davis lt vince att net gt Ron Butler lt ronbutler dnai com Marc Smith lt marc_smith earthlink net gt Tony Altura lt tonya food org Jeffrey Carr lt carr867 aol com gt Michael Milton lt mmilton ucla edu Peter Boyd lt pboyd mindspring com gt Susan Smith ss home com In the illustrations that follow we show the steps involved in setting up a distribution list in Outlook and then generating a Bcc email message Step 1 Click to open the address book In the Select Names window click New In the New Entry window click New Distribution List Untitled Message Microsoft Word lt iex Ele Edt View Insert Format Tools Table Window Help Type a question for hep SX ASHAR taas oae eO Huala os fox on e e 7 u e E iE i isend Qol 4 Y E Onions HTM CA From CA To L Gi ce Bec Subject xi Fon Names from tha fm u Type Name or Select from List Put this entry Inthe Contacts In this message only 2 o
29. th Email Activism Virtually all of the written materials that your organization produces can be adapted for electronic distribution via email the Web or both Here are some tips to help you get started LJ Start with a clear understanding of what you want to accomplish and who you want to reach Is your constituency online If not are you trying to expand your base of support L Make sure you have the resources to maintain an online presence and determine who will be responsible for answering email Once you create a web site or launch an email newsletter or discussion list who will manage it LJ Collect email addresses from your members supporters and volunteers the media your contacts in legislative offices your funders and anyone else you communicate with regularly Include a space for email addresses in your membership sign up forms newsletter subscription forms and fundraising reply cards Q if your organization publishes a newsletter offer your members the option of receiving it electronically and encourage them to switch by reminding them that your organization will save money LJ if your organization has a Web site where visitors can sign up to volunteer to subscribe to a newsletter or action alert or to donate money be sure to ask for an email address as well as other contact information L if your organization has a table at a conference rally or other event include space for an email address on your sign up
30. tion date for the alert Action Alert Paratransit service threatened Contract talks between MUNI and Intellitran have broken down MUNI officials have taken a hard line in negotiations and informed Intellitran that they will not extend the current contract past the deadline if a new agreement isn t reached The current contract will expire at 11 59 p m Friday This means that no paratransit service will be available after 12 a m Saturday if a new contract agreement isn t reached Contact the Mayor s office TODAY and urge Mayor Brown to order MUNI to continue services under the current contract until the negotiations are concluded Ce Background on the issue The Americans with Disabilities Act ADA paratransit service is a publicly funded program of the City and County of San Francisco to provide alternative transportation for qualified disabled persons unable to use MUNI s fixed route transportation This is a specialized service provided by MUNI for persons with disabilities who qualify under ADA MUNI contracts with Intellitran to administer the service as Paratransit Broker Transportation under the program is provided by seven participating taxi companies Luxor Desoto Yellow Cab Town Taxi National Serra Cab Daly City Cab and Pacific Cab Group van service is also available for social and health service agencies Lift equipped vans and ramp equipped taxis are also available This program provides a vital service to qual
31. ts email addresses Always type the recipients addresses in the Bcc field of your email message header rather than in the To or Cc field See NetAction s How to Create A Bcc Email Media List L Post your organization s media contact information on the home page of your Web site Be sure to keep the contact information up to date and include information on how reporters can be added to your mailing list L Treat email media inquiries the same as phone inquiries Always respond just as promptly to email media inquiries as you would to phone calls Reporters who work for online publications are much more likely to contact you by email than by phone If you re responsible for answering media inquiries check your email frequently throughout the day Q Set up an online archive for your media communications Set aside an area of your Web site where reporters can locate past press releases If you publish a newsletter in electronic form maintain an online archive of past issues as well L Post press releases only to appropriate lists news groups and publications If you plan to post your press release to any email discussion lists news groups or online publications make sure the topic of your release is appropriate content for the list or Web site If your press release announces a new report on air pollution it would not be appropriate content for a forum for race car enthusiasts for example
32. you want to create your own email distribution list start by sending a message to appropriate discussion lists and news groups announcing the new list and inviting people to subscribe Be as specific as possible about the topic and how the list will operate Will it be an unmoderated discussion list or a moderated announcement list Will there be several postings daily or one posting every few weeks LJ Don t put email addresses in the To or Cc field when sending alerts Put your own email address in the To field and use the Bcc field for all the others That way the people who receive your message won t get the email addresses of everyone else who receives the message And you avoid the risk that one of the recipients of your message will capture the email addresses of all the other recipients and either subscribe them to a list without their permission or include them in an unsolicited mass emailing L Don t send action alerts asking people to contact decision makers by email Most decision makers don t read email and even those who do read it don t give it as much weight as a letter fax or phone call L Don t use wide margins in email messages Wide margins in email messages don t always wrap automatically which causes breaks in the lines of text when it arrives in the recipient s email In Box Q Don t post alerts to discussion lists or news groups on unrelated issues If the topic of your action alert is cle
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