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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

Header
From To

Date
Subject

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From
This lists the senders 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 email server.

Subject
This contains the topic of the message. When no subject is included, some e-mail services deliver the message to junk mail

an

e-mail file for messages from senders not found in the receivers 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 senders business name, address, telephone number, etc.

Body of E-mail

the area where the narrative message is entered.

What is an etiquette?

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Etiquette

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

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An etiquette

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 senders message to which you are responding.

Avoid using the reply to all function as this sends your response to all recipients of the email.
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?