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How do you do....it? Thread, Staff and Students in Email Address Book in Technical; How do you differentiate between staff members and students in your email address books? We've had a few instances of ...
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    enjay's Avatar
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    Staff and Students in Email Address Book

    How do you differentiate between staff members and students in your email address books? We've had a few instances of people sending emails to the wrong person, so want to do what we can to minimise future occurrences.

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    populate the title with the job title or year group. Also we populate the department with either staff or student.

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    enjay's Avatar
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    Those both require you to go into the contact's record, don't they? We want something which is obvious in the display name, so when you pick the wrong person it is very clear. Also, ideally it would be something which is visible regardless of device, e.g. when staff members email off their phones.

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    Quote Originally Posted by enjay View Post
    Those both require you to go into the contact's record, don't they? We want something which is obvious in the display name, so when you pick the wrong person it is very clear. Also, ideally it would be something which is visible regardless of device, e.g. when staff members email off their phones.
    The only way to do it will be change all your users display names.

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    enjay's Avatar
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    Quote Originally Posted by FN-GM View Post
    The only way to do it will be change all your users display names.
    Happy to do that. I was wondering if other people have done this, and if so, what they chose to change them all to in order to minimise this.

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    FN-GM's Avatar
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    I would use powershell to change them all. Should be easy to tag staff on the end of the display names.

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    enjay's Avatar
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    Quote Originally Posted by FN-GM View Post
    Should be easy to tag staff on the end of the display names.
    That's one option, and we did that at my last school. Some people at Leadership didn't like the idea of having that on all their outgoing emails, though.

    How does anyone else do it?

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    If your running exchange you could create 2 groups in the Global Address List one for students and one for staff.

    Depending on which one they selected their search results would only show members of the group. You can set a filter on say department or another attribute.

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    FN-GM's Avatar
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    Quote Originally Posted by CamelMan View Post
    If your running exchange you could create 2 groups in the Global Address List one for students and one for staff.

    Depending on which one they selected their search results would only show members of the group. You can set a filter on say department or another attribute.
    By default it shows everyone. Plus it wouldn't work on the mobile devices.

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    All of our staff have their title at the start of the display name (Mr, Mrs, Miss or Ms) all of the students have their usernames as the display name (<Year of entry><surname><first initial>). Net result is that we end up with a list sorted by year group and all the staff are at the end.

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    In my previous school, I added titles of the teachers in their display names and so Mr, Mrs, Miss etc, were all together in the address book and so easy to differentiate between staff and students.


    In my current school, the previous IT Manager had set it up with the person's surname and then their first name. This was for both staff and students and so you couldn't tell the difference. I added a (Mr), (Mrs), (Miss) etc. to the end of the display name.

    Student accounts have also been changed to year of entry, surname and first initial, but this doesn't show up in the address book under display name, unless you scroll across and go to the email address.

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    Would set the description and job title both of which were visible in the Address Book in Outlook and OWA without digging into each user, the Job Title is the 2nd column next to Name in the address book. All students were either "Student" or "Sixth Form Student"

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    We have Mr/Mrs/Miss/Ms for staff but that still fails sometime (Gmail) . I've changed all staff surnames to uppercase which seems to help.

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