Preparing E-mails Using E-mail Etiquette

Learning Objectives

Define e-mail. List the parts of an e-mail and an e-mail

header. List rules for e-mail etiquette.

Terms

acronym attachment Bcc Cc e-mail e-mail address etiquette flaming

forward junk mail netiquette reply reply to all server signature

Have you used e-mail?

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Why do businesses and individuals use e-mail?

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E-mail

a written electronic message sent from computer to computer.

It is often a requirement of employment for employers to stay in touch with employees in a paperless office.

E-mail Address

a name or number given to an Internet or network account, usually consisting of userID@system.institution.type.

i.ehow.com

Attachment

an additional file such as a document, photograph, or other file

is sent with the e-mail message. Most e-mails may be accessed at

any time of day. E-mail is efficient and cost-effective

communication. Most e-mail receives a quick

response.

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E-mail Constraints

e-mail is written communication that prevents the sender and receiver from utilizing the added interpretation of emotion or body language revealed in a face-to-face conversation.

Most messages are sent through an e-mail service or a company server A computer in a network used to provide

services, which may be monitored).

E-mail Addresses

Many service providers allow e-mail addresses to be saved and stored in an address book for ease of organization.

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Parts of an e-mail

HeaderFromToDateSubject

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From

This lists the sender’s e-mail address. The header may also list the actual name

of the sender, when the sender has recorded this information with the e-mail service.

To

This indicates to whom the message is being sent.

Original messages may be sent to more than one recipient.

Date (and often time)

This refers to when the message was sent.

Time stamps are often issued by the e-mail server.

Subject

This contains the topic of the message. When no subject is included, some e-mail

services deliver the message to junk mailan e-mail file for messages from senders not

found in the receiver’s address book.

Other E-mail Options

Forward Reply Cc Bcc Attachments Signature

Forward

a feature that allows the sender to pass the message to another recipient, including attachments.

Reply

a feature that allows the recipient to respond to a message from the sender.

Many e-mail services allow the recipient to change the original message when replying.

Cc

a feature for sending an original message to the prime recipient and to other interested parties.

When using Cc, all recipients see who is receiving the message.

Cc originally meant carbon copy and has transitioned to “courtesy copy.”

Bcc

a feature similar to Cc except that Bcc recipients will be invisible to other recipients.

Attachments

other files sent with the message.

Signature

a “sign-off” feature that allows the sender to create additional information for the receiver.

Signatures may be saved and pasted to the end of any e-mail.

Signatures often list the sender’s business name, address, telephone number, etc.

Body of E-mail

the area where the narrative message is entered.

What is netiquette?

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Etiquette

proper conduct or manners for producing an e-mail message is called netiquette etiquette for the Internet.

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Netiquette

Be sure to include a subject line. Some e-mail services sort incoming messages by

subject for the recipient. Consider using a Bcc to keep e-mail

addresses private or to ensure that the “To:” area of the message remains a small size (recipients need not scroll past several listings to arrive at the body of the message).

Netiquette, cont

Write clear and concise messages. Write short sentences and short

messages. Avoid double spacing your messages as

e-mail requires recipients to scroll through messages without the benefit of highlighting or marking the message as one might on a printout.

Netiquette, cont. Avoid the use of all capital letters.

Capitalizing all letters is considered “shouting” or flaming.

Avoid using red color font.The recipient may consider this hostile.

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Netiquette, cont.

When replying to a message, consider deleting part of the original message to save space on the screen. Retain the part of the sender’s message to which

you are responding. Avoid using the reply to all function as this

sends your response to all recipients of the e-mail. Ask yourself, “Does everyone need to know this

information?”

Netiquette, cont.

E-mail is an official written document. Do not write something that you would not say to

the recipient in person. Consider e-mail a formal message, and keep it

professional. Avoid acronyms (abbreviations using the

beginning letters of words) because not everyone will know the meaning (e.g., BFF = best friends forever and HAGW =

have a good weekend).

Netiquette, cont.

Use proper grammar. conduct a spell check of your messages.

Use simple fonts.Computers may have a limited number of

fonts available for e-mail use.Using a small or compact font keeps the

message in a more confined area.

Netiquette, cont.

Be specific. State terms and conditions clearly to avoid

miscommunication, especially when providing information about times, places, or people.

Being clear and concise in the original message prevents future e-mail requests for directions, times, phone numbers, contact person, etc.

Most recipients ask, “Why do I need this e-mail?” or “What is expected of me?”