E-mail Etiquette

Guidelines to Electronic Communication

http://agebb.missouri.edu/cotf/2004/EmailEtiquette.ppt

Presented by Duane Shaw

Think

Etiquette

Loosely defined… the Socially accepted rules of behavior for the Internet.

These Electronic Communication customs have evolved over time.

Discussion Groups, chat rooms, instant messaging share most of these rules of conduct with email.

Etiquette – The Basics

Get to the point

Plain text is less complicated

Use Sparingly:

Abbreviations

Smilies - Emoticons

Etiquette – The Basics

Meaningful “Subject” line

Use salutations

Answer swiftly

Spelling, grammar, punctuation

Continued

Etiquette – The Basics

Avoid long sentences

Use active instead of passive– Active: “We will process your application

today.”

– Passive: “Your application will be processed today.”

Keep language gender neutral

Continued

E-mail Threads

Include previous message when replying or answering

Number your points if the email is complex – makes replying easier

Remove part of the thread as the e-mail grows.

E-mail Privacy

There isn’t any. E-mail is not secure.

Be concerned - CONFIDENTIALITY

Avoid sensitive information in e-mail

Remember an email can be forwarded to anyone without your knowledge or consent.

Flames

E-mail Flame

An abusive message about another person.

Will often personally insult somebody else's work.

Are quite a common occurrence on the Internet because there is very little proper policing.

Flames

Use care when replying in e-mail, forums or discussion groups.

Your emotions do not transmit in email – recipients cannot tell you are kidding (smilies/emoticons help)

We can all agree to disagree

Smilies

:-) Smiley Face

;-) Wink

:-| Indifference

8-) Eye-glasses

:-D Surprise

:-0 Yell

Major Don’ts

Typing in UPPER CASE

Flaming

Sending Spam via e-mail or in chat room

Forwarding jokes with 200 e-mail addresses at the top of the page…

Large File Attachments

Forgetting to re-read the e-mail before sending

Other Techniques

When mass e-mailing – use the BCC field

Use a meaningful subject

Don’t forward virus hoaxes or chain letters

Don’t Reply To Spam

Other Techniques Do Not Overuse

High Priority

Reply to All

Delivery and read receipts

Help and Assistance

http://office.microsoft.com/en-us/training/default.aspx

Questions?