Email Etiquette
- Brief > When using email
keep the email brief and to the point.
- Subject > Specify the topic of
the email in the “subject” field so that your recipient will know what the
email is about. Very few people appreciate mystery emails.
so the email can be found again the first word should be the key to
the e-mail eg
Notebook Computer XYZ brand NEW $2,500 : For Sale
Barrier Reef Island 7 day Holiday for 4 up to $4,000 : Wanted
- Format > your emails to be easy
to read, number points
- Chain email > Please do not send
or forward . Many people find it annoying, and it is a wasteful use of
network resources.
- Attachments Files> Title the
attachment in such a way that the recipient can identify it easily once it
has been downloaded.
In the body of your email, tell your recipient the title of the
attachment, what type of software was used to create the document
Microsoft Word is .doc and Adobe Acrobat is .pdf
- Attachments Images > should be
.jpg and never more than 100kb is size (640 x 480 is standard for a
large picture (called small or VGA in most digital cameras) Make sure that
you do not send very large attachments unless you are sure that your
recipient's Internet connection and email client can handle them. As a
basic guide no more than 1Mb
- Attachments why > Do not send
unnecessary attachments. If you have presented all of the relevant
information in an email message, it is unnecessary to attach a document
repeating the same information.
- Printing > Guides and Newsletters
to be printed out should be .pfd format and placed on FTP sites for
downloading via links eg this document
http://oze.net.au/ftp/Email-Etiquette.pdf Think of the
environment before printing e-mails, and just print what you need, cut and
paste and reformat the bit you want.
- Email policy > You need one see
www.emailreplies.com for ideas.
- Forwarding > e-mails clean them
up >>>>> and line feeds, delete rubbish but acknowledge the source (who it
is from), consider attachments and if they are necessary or too large.
- Mailings > use the Bcc: field or
do a mail merge. When sending an email mailing, some people place all the
email addresses in the To: field. There are two drawbacks to this
practice: (1) the recipient knows that you have sent the same message to a
large number of recipients, and (2) you are publicizing someone else's
email address without their permission. One way to get round this is to
place all addresses in the Bcc: field. However, the recipient will only
see the address from the To: field in their email, so if this was empty,
the To: field will be blank and this might look like spamming. You could
include the mailing list email address in the To: field, or even better,
if you have Microsoft Outlook and Word you can do a mail merge and create
one message for each recipient. A mail merge also allows you to use fields
in the message so that you can for instance address each recipient
personally. For more information on how to do a Word mail merge, consult
the Help in Word.
- Confidential > Do not use email
to discuss confidential information. Sending an email is like sending a
postcard. If you don't want your email to be displayed on a bulletin
board, don't send it. Moreover, never make any libellous, sexist or
racially discriminating comments in emails, even if they are meant to be a
joke.
- Spam > Don't reply to spam. By
replying to spam or by unsubscribing, you are confirming that your email
address is 'live'. Confirming this will only generate even more spam.
Therefore, just hit the delete button or use email software to remove spam
automatically.
More about SPAM
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