“E-mail Etiquette”

By Keith C. Ivey

Presentation by Allison Lange

Writing E-mail Basic

Learn how to properly use your e-mail program. E-mail programs often have extra features that

allow people to handle their e-mail more efficiently. Use a meaningful subject line.

Subject lines are suppose to tell the reader what the e-mail is about.

Vague or blank subject lines are often over looked or given a low priority to the busy person.

Writing E-mail Basics cont.

Don’t over quote. Make sure to only quote portions that are important to

the replied message. Quoting the entire message can confuse or distract

readers.

Use signatures. Signatures can automatically attach contact

information to the end of an email. Don’t use cute sayings or closings in signatures.

Formatting Issues

Keep text lines short Not all e-mail programs wrap text in e-mails. Keeping lines 64 characters will keep lines from being

too long on most browsers. Don’t use formatting

Different e-mail programs may not be able to see formatted text

If unsure of the person’s e-mail program avoid using fortmatting techniques or sending pictures in the body of the e-mail

Formatting Issues cont.

Don’t send e-mails people cannot read. Characters that are not common to all email

programs may show up incorrectly or not at all. American Standard Code for Information

Interchange (ASCII) appropriate characters are widely accepted by browsers.

For ASCII character tables visit the ASCII Table. Make web addresses easy for recipients to use.

Make sure to include http:// when adding links to e-mails.

Sending Courtesy

Check where the e-mail is being sent before clicking send. Check both the “To:”, “Cc:”, and “Bcc:” lines before

sending the e-mail to make sure it is going to the correct recipients

Use blind copies when sending mass e-mails. This keeps e-mail accounts from being exposed. This allows recipients to only reply to the sender

when they use the “reply all” option of their browser.

Sending Courtesy cont.

Don’t send junk mail. Chain letter, jokes, and virus alerts can clutter e-mail

boxes. Sending unsolicited bulk e-mails is more likely to

create enemies then make friends or attract customers.

If concerned about virus alerts contact the e-mail support services to verify a threat or go Computer Virus Myths.

References

Ivey, Keith C. "E-Mail Etiquette." EEI Communications. 2007. 29 Oct. 2007 <http://www.eeicom.com/eye/utw/98may.html>.

Price, Jim. "ASCI Chart." Jimprice.Com. 22 Mar. 2007. 29 Oct. 2007 <http://www.jimprice.com/jim-asc.shtml>.

"Truth About Computer Security Hysteria." Vmyths.Com. 2007. 29 Oct. 2007 <http://vmyths.com/>.