EMAIL ETIQUETTEEMAIL ETIQUETTE

WHAT YOU SHOULD WHAT YOU SHOULD KNOW BEFORE YOU KNOW BEFORE YOU

CLICKCLICK

SENDSEND

LET’S TAKE A QUIZZLET’S TAKE A QUIZZ How many characters How many characters

should a subject line should a subject line contain?contain?

a. 40-60a. 40-60

b. 50-90b. 50-90

c. What is a character?c. What is a character?

THE ANSWER IS: ATHE ANSWER IS: A

40-60. Although there is no 40-60. Although there is no written rule, an effective subject written rule, an effective subject line should contain no more than line should contain no more than 60 characters.60 characters.

Readers tend to skip over or Readers tend to skip over or delete emails with long, drawn delete emails with long, drawn out subject lines.out subject lines.

An effective subject line should An effective subject line should let the reader know what is in let the reader know what is in the body of the message.the body of the message.

For example:For example:

Vacation Request Vacation Request

Open Enrollment Begins 8/24Open Enrollment Begins 8/24

Next Sales Meeting 8/31 Next Sales Meeting 8/31

When composing an email When composing an email message paragraphs should:message paragraphs should:

a. Be long and drawn out with lots of a. Be long and drawn out with lots of big fancy words so your colleagues big fancy words so your colleagues think you are really smart.think you are really smart.

b. Concise and to the point.b. Concise and to the point.

c. Have lots of run on sentences to c. Have lots of run on sentences to make the reader think they are make the reader think they are much more intelligent than the much more intelligent than the sender.sender.

THE ANSWER IS: BTHE ANSWER IS: B

Concise and to the point.Concise and to the point.

Short paragraphs are visually more appealing to read and more Short paragraphs are visually more appealing to read and more likely to hold the reader’s attention.likely to hold the reader’s attention.

It is also a good practice to limit each email message to one topic. It is also a good practice to limit each email message to one topic.

The best way to make several The best way to make several points in an email is:points in an email is:

a. Include all the points in one a. Include all the points in one paragraph.paragraph.

b. Place each point strategically inb. Place each point strategically in the message box and ask the the message box and ask the reader to connect the dots to reader to connect the dots to form a Star of David.form a Star of David.

c. Use lists with bullets or numbers.c. Use lists with bullets or numbers.

THE ANSWER IS: CTHE ANSWER IS: C

Use lists with bullets or Use lists with bullets or numbers.numbers.

The use of bullets or The use of bullets or numbers helps to ensure numbers helps to ensure important information is not important information is not lost in the body of an email lost in the body of an email message. message.

When sending an email you When sending an email you should only copy (cc):should only copy (cc):

a. Individuals who must receive the information.a. Individuals who must receive the information.

b. The entire university.b. The entire university.

c. Everyone on your “friends and family” calling c. Everyone on your “friends and family” calling plan.plan.

The Answer is: AThe Answer is: A

Individuals who must receive the information.Individuals who must receive the information.

Although it is nice to be Although it is nice to be kept in the loop, kept in the loop, it is it is not always necessary to “cc” everyone on the not always necessary to “cc” everyone on the list.list.

Instead “cc” only the sender or anyone on the Instead “cc” only the sender or anyone on the list who must receive the information in the list who must receive the information in the email message.email message.

HOW SHOULD I:HOW SHOULD I:

RE: RE: RE:RE: RE: RE:

REPLYREPLY

When making a reply or When making a reply or forwarding a message, delete forwarding a message, delete the email addresses of those the email addresses of those who will not receive your who will not receive your reply or forward.reply or forward.

This will help reduce the risk This will help reduce the risk of spreading computer of spreading computer viruses and spam.viruses and spam.

To save the reader time, include only To save the reader time, include only the messages that pertain to the the messages that pertain to the topic in need of a reply.topic in need of a reply.

Long emails with many parts often Long emails with many parts often confuse the reader. confuse the reader.

Even color coded responses can be Even color coded responses can be confusing and difficult to decipher if confusing and difficult to decipher if too many people are responding to too many people are responding to the same message.the same message.

Using the BCC OptionUsing the BCC Option

When emailing an announcement to a large number of When emailing an announcement to a large number of recipients, use the BCC option on your email template.recipients, use the BCC option on your email template.

Using this option will reduce the risk of spreading Using this option will reduce the risk of spreading computer viruses.computer viruses.

BCC is also a useful tool when large groups of BCC is also a useful tool when large groups of individuals need to be informed of a situation but do not individuals need to be informed of a situation but do not necessarily need to respond (i.e. update on the health necessarily need to respond (i.e. update on the health or death of a colleague, retirement announcement, etc.).or death of a colleague, retirement announcement, etc.).

Bcc Can Still Be Forwarded!!!Bcc Can Still Be Forwarded!!!

REMEMBERREMEMBER Emails are searchable records.Emails are searchable records.

Do not say something in an email you Do not say something in an email you would not say in a face to face meeting.would not say in a face to face meeting.

An email can be altered and forwarded.An email can be altered and forwarded.

When sending sensitive information, When sending sensitive information, convert your message into a PDF or other convert your message into a PDF or other hard to alter attachments.hard to alter attachments.

Sometimes A Face to Face Sometimes A Face to Face is More Appropriateis More Appropriate

Know when an email will be Know when an email will be counterproductive to the task at counterproductive to the task at hand.hand.

Complex situations or projects, Complex situations or projects, involving the input of many, often involving the input of many, often require face to face meetings. require face to face meetings.

Conflict resolutions, contract Conflict resolutions, contract agreements, or bringing projects to a agreements, or bringing projects to a close may require a meeting or at close may require a meeting or at least a telephone conversation.least a telephone conversation.

THINK THINK Before you Before you SENDSEND

EMAIL ETIQUETTEEMAIL ETIQUETTE Use correct grammar and syntax.Use correct grammar and syntax.

Make sentences clear and use as few words Make sentences clear and use as few words as possible.as possible.

Pay attention to the tone of your message.Pay attention to the tone of your message. Without the help of speech inflections and Without the help of speech inflections and

facial expression, an email can be facial expression, an email can be misinterpreted. misinterpreted.

EMAIL ETIQUETTEEMAIL ETIQUETTE Do not type in all Do not type in all CAPITAL LETTERSCAPITAL LETTERS. .

Using all capital letters implies the sender is Using all capital letters implies the sender is

SHOUTING!!!SHOUTING!!! Do not reply to email when you are angry.Do not reply to email when you are angry. You do not want to write something you will You do not want to write something you will

regret later.regret later.

Do not attach large files that are difficult to open. Do not attach large files that are difficult to open. If you must, let the reader no what format you are If you must, let the reader no what format you are using.using.

In the Jesuit Tradition:In the Jesuit Tradition:

Lord let my words be Lord let my words be sweet for some day I sweet for some day I may have to eat them.may have to eat them.