My question is a bit like How do I handle my personal email address spreading like a virus at work?, however it is more complicated.
I am writing a master thesis at an university. For all my prior studying, I have used my personal email address whenever I contacted my supervisor or other people at the university. For the master thesis, an institute email address has been set up for me. I try to use that for all the communication related to my master thesis. The same pattern happened to me for a side job: I would apply with my personal email and then would get the company email only later on. But then my personal email address had it made into the address books already.
Now I would like to have all the master thesis related emails in the institute email. However, the group I work in knows me from before and they all have my personal email address. Since both email addresses are in their address books, I get emails to both accounts. It also happens that I get CC'ed in emails to people who did not know me before, and those people will then have my personal email first.
Before I had the institute email address, writing to my personal email was the right thing, so nobody did anything wrong in that sense. Then I do not know whether I will get to keep the institute email forever, so I'd like to let my colleges keep my personal email for personal matters.
What would be a good way of inducing this transition?
- Mass mailing everyone at the same time will lead to a global change and all those “reply all chains” will get changed. However, it might annoy people. Also I am not exactly sure who has my personal email address.
- Every email that goes into my personal inbox will be replied from the institute address. I'll add something like “please send further emails to the institute address“ at the top so gradually everyone can update. This will take a while and probably not reach everyone but improve the situation.
- Say/write nothing and just create filter rules. Emails from the institute email addresses to the personal one just get moved to the institute account. I would not have to ask people to change their address books, but the number of email addresses in the filter list will grow over time.
I am leaning toward the second option, perhaps there is something better?