BASIC E-MAIL ETIQUETTE 1. 2 1. Use the BCC and CC appropriately. 3

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BASIC E-MAIL ETIQUETTE

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1. Use the BCC and CC appropriately.

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The To field is for people that the message directly

affects, and that you require action from. If you expecting someone to do something, they should

be in the To field.

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The Cc (or carbon copy) field is for people you want to

know about the message, but are not directly involved. It's

mainly for people that do not need to act or reply to the message, but to keep them

informed.

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the Bcc field (Blind Carbon Copy) is used when you want other people to receive the

message, but you don't want the other recipients

to know they got it.

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•To-People required to take action •Cc-Kept informed of the

content, but no actions required from them •Bcc-Receive the message

without any of the other recipients knowing.

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•Use CC to show those who received a copy.•Use BCC so recipients wont have to see huge list of names.

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2. Use the subject field to

indicate content and purpose.

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•Use acronyms or codes that speed up email process.

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•Use the codes with the subject to let the recipients see what action is needed even without opening the mail.

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•EOM- end of message•RR- response required•NNTR- no need to reply•LONG- if the recipient needs 10 min. to read it.

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3. Start with a proper

salutation

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•Business like messages should begin with:•Dear Mr. Aquino, or Dear Professor Sanchez, for someone you don’t know well especially if their superior.

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•Hi Tess, or Hello Tess, or just the name followed by a comma like Anne, if you know the person well.

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4. Keep messages brief and to the point.

•Concentrate on one subject per message.•Use short paragraphs.

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5. Follow correct spelling,

grammar and punctuation.

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6. Use the sentence case.

•All CAPS looks as if your shouting.•Lower cases looks like your lazy.

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•Capitalize only acronyms.•Use asterisk or bold formatting to emphasize important words.

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7. Sign off the email•For formal emails like job application:•Use Yours sincerely, when you know the name of your addressee.

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•Use Yours faithfully, when you’ve addressed it to “Dear Sir/Madam”.

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•Use polite sign off with such as “All the best,” “Take care,” or “Have a nice day,” when writing to people you know well.

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8. Use proper email signature.

•Contact information•Mailing address•Websites•Phone Numbers

Keep signatures simple.

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9. Don’t send large attachments.

•Use meaningful and descriptive titles on email attachments.

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10. Remember that emotions cant be heard in an email.•Be careful with personal comments and opinions – they can be forwarded and

printed.

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11. Don’t use email as an

excuse to avoid personal contact.

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12. Don’t send: •chain letters•virus warnings•junk mails (spams)

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Chain Letter sample:•Please forward this message

to EVERYONE you know. The American Cancer Society gets 3 cents every time this message is forwarded. Please make sure that you cc: American Cancer Society...(ACS@AOL.COM)

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Virus Hoax •a false warning about a computer virus. Warning arrives in an e-mail note or is distributed through a note in a company's internal network.

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BIG TROUBLE !!!! DO NOT OPEN "WTC Survivor" It is a virus that will erase your whole "C" drive. It will come to you in the form of an E-Mail from a familiar person. A friend sent it to me, but called and warned me before I opened it.

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• He was not so lucky and now he can't even start his computer! Forward this to everyone in your address book. I would rather receive this 25 times than not at all. If you receive an email called "WTC Survivor" do not open it. Delete it right away! This is a serious one.

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13. Remember that email over

the internet is not secure.

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On-line Phishing

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Malwares (malicious softwares)