Lecture 28 2012 Email Etiquette


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Lecture 28 2012 Email Etiquette

  1. 1. Outline 0 Anatomy of an E-Mail 0 Acronyms 0 Emoticons 0 Group Work
  2. 2. Anatomy of an E-Mail
  3. 3. E-Mail Anatomy 0 To: If you are creating a message, you may put in one or more e-mail addresses separated by commas. 0 Cc: 0 Send people courtesy copies. 0 Bcc: 0 Send a "blind" copy to another person. The "To" and "Cc" people won't know. If you are sending a group of people and don't want everyone to see the addresses, enter them as Bcc. 0 From: 0 Tells you the name and Internet address of the person who sent the message. When you are creating an e-mail, the program will put in the address and name you gave when you setup the software. 0 Subject: 0 Condense the main point of your message to three or four words. Your readers will thank you.
  4. 4. Useless Subject Lines 0 What to do? 0 ??????? 0 Re: FYI 0 Two Things 0 Great News 0 Urgent 0 Tomorrow 0 How is This? 0 Quick Question 0 We would like your assitance Subject lines from Send: why people email so badly and how to do it better By David Shipley, Will Schwalbe : http://books.google.ca/books?id=s6NB6m1nAK8C&pg=PA82&source=gbs_selected_pages&cad=3#v=onepage&q&f=false
  5. 5. Useful Subject Lines 0 Rescue Event 4/29 in New York 0 Comments on the Strat Plan 0 Join us at the Merc 0 Tom and Andy’s Itinerary 0 Mum’s Birthday 0 Expenses Approved 0 Missing Subscription Documents 0 New Year’s School Schedule Subject lines from Send: why people email so badly and how to do it better By David Shipley, Will Schwalbe: http://books.google.ca/books?id=s6NB6m1nAK8C&pg=PA82&source=gbs_selected_pages&cad=3#v=onepage&q&f=false
  6. 6. E-Mail Etiquette - Formal 0 Be sure to include a meaningful subject line; this helps clarify what your message is about and may also help the recipient prioritize reading your email 0 Just like a written letter, be sure to open your email with a greeting like Dear Dr. Laccetti, or Dear Ms. Clarke: 0 Use standard spelling, punctuation, and capitalisation. THERE'S NOTHING WORSE THAN AN EMAIL SCREAMING A MESSAGE IN ALL CAPS. 0 Write clear, short paragraphs and be direct and to the point; professionals and academics alike see their email accounts as business. Don't write unnecessarily long emails 0 Be friendly and cordial, but don't try to joke around (jokes and witty remarks may be inappropriate and, more commonly, may not come off appropriately in email) Information from OWL Purdue Online Writing Lab: http://owl.english.purdue.edu/owl/resource/636/1/
  7. 7. E-Mail Etiquette 0 Begin your message right at the top of the reply. 0 Include the original message you are replying to below. 0 Make sure your signature is above the quoted text. 0 Do not make any changes to the quoted material. 0 You can, of course, cut excessive length and (should often remove) inline attachments. Replace them with "[...]". 0 Do repeat, in as few words as possible, questions you are answering. 0 Instead of a mere "Yes.", try "You asked whether we want apples. Yes we do." or "We want apples, yes.” 0 Make sure the quoted text is not indented, neither using '>' characters nor quotation bars. 0 If you reply to the reply of a reply, you can remove old, now unnecessary messages from the bottom.
  8. 8. E-Mail Greetings 0 Hey 0 hiya 0 I was wondering… 0 Friend 0 Greetings 0 Dear Colleague 0 Dear Reader 0 Dear Dr. Jessica Laccetti 0 Dear Dr. Jesie Lechecti
  9. 9. Signature 0 cu 0 laters 0 Bye 0 Kind Regards, 0 Sincerely 0 Jess 0 Dr. Jessica Laccetti
  10. 10. Acronyms 0 2L8 0 too late 0 AAMOF 0 as a matter of fact 0 AFAIK 0 as far as I know 0 B4N 0 bye for now 0 CMIIW 0 correct me if I'm wrong 0 CUL 0 see you later 0 IKWUM 0 I know what you mean 0 IMHO 0 in my humble opinion 0 KWIM 0 Know what I mean? 0 ROTFL 0 rolling on the floor laughing 0 TIA 0 thanks in advance 0 TTYL 0 talk to you later
  11. 11. Your Turn 0 Send me a tweet with an acronym and the full phrase
  12. 12. Gender Neutral Language Male Subject Neutral Subject 0 When a student writes a paper, he must proofread carefully. 0 When a student writes a paper, he or she should use the spellchecker on his or her computer. 0 When students write their papers, they should use the spellcheckers on their computers. From Jennifer Klein, Avoiding Sexist Language: http://www.hamilton.edu/writing/writing-resources/avoiding-sexist-language
  13. 13. Sexist Vocabulary Problem Words Solutions 0 the common man 0 cavemen 0 chairman/chairwoman 0 businessman, businesswoman 0 congressman/congressw oman 0 salesman/saleswoman 0 fireman 0 stewardess 0 waitress/waiter 0 the average person, ordinary people 0 cave dwellers, prehistoric people 0 chair, presiding officer, chairperson 0 business executive, manager 0 congressional representative 0 sales clerk, salesperson 0 fire fighter 0 flight attendant 0 server, food server From: Jennifer Klein, Avoiding Sexist Language: http://www.hamilton.edu/writing/writing-resources/avoiding-sexist-language
  14. 14. Example Student E-Mails 0 Received at the start of the third week of classes: 0 "hi, this is ___and I'm in your ___ class but have been golfing in [sunny vacation destination] for the past couple weeks so i have missed the first few classes. just wondering if there is anything important that i have missed ... please let me know what i should do."
  15. 15. Example Student E-Mails 0 Here's one I received from an internet student the day AFTER an essay was due: 0 "i lost totally can u send help"
  16. 16. Example Student E-Mails Hey Doc needs a meeting with you advising next semester classes this week ASAP or whatever. get back me now.
  17. 17. Your Turn 0 With a partner you will be e-mailing a professor, make a google doc & share the link in a blog comment on today’s lecture post 0 Introduce yourself 0 You would like this prof. to become your project/thesis supervisor 0 Show you are serious & qualified 0 Use proper English 0 Show that you know why the Prof. would be a good fit with your work (google her/his publications) 0 Be concise: 2-4 paragraphs.
  18. 18. Sample E-Mail to a Prof. Dear Professor XXX, I am a student at XXX College with a major in xxx. I am a junior and will be graduating next May. I have a 4.0 GPA and experience in our college’s summer program in xxx. I am planning to attend graduate school in xxx, with a focus on xxx. In one of my classes, “xxx,” which was taught by Professor XXX, I had the chance to read your article, “xxxx.” I really enjoyed it, and it gave me many ideas for my future research. I have been exploring graduate programs where I can work on this topic. I hope you don’t mind my getting in touch, but I’d like to inquire whether you are currently accepting graduate students. And if you are, if you’d be willing to talk to me a bit more, by email or on the phone, or in person if I can arrange a campus visit, about my graduate school plans. I have explored your department’s graduate school website in detail, and it seems like an excellent fit for me because of its emphasis on xx and xx, but I still have a few specific questions about xx and xxx that I’d like to talk to you about. I know you’re very busy so I appreciate any time you can give me. Thanks very much, Sincerely, XX XXX From: http://theprofessorisin.com/2011/06/30/hello-world/
  19. 19. Homework 0 Come to Friday’s class ready for a lecture by Marie- Claude