Introduction to Email

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Introduction to Email

  1. 1. Introduction toWorkplace Email
  2. 2. Emails Are perhaps the most common and widely-distributed forms of communication in workplaces today Generally transmit smaller “chunks” of information Are frequently internal documents about specific company information
  3. 3. Short Internal andExternal Documents Consider appropriate audience choices. Consider the proper tone and degree of formality. Use appropriate openings and closings to show respect and develop relationships. Provide enough background information for your audience.
  4. 4. Problem Solving in Short Messages Plan by considering the problem, rather than replying hastily Research facts and details needed to make your message useful Organize using the limited space Revise for clarity Distribute in the most effective medium
  5. 5. Privacy Issues withShort Messages Poor or ill-chosen messages have legs—they seem to wind up going where they were not meant to go. Workplace writers must remember that e-mail is not a private means of communication. Email messages always have the potential to become public.
  6. 6. Subject Lines Subject lines are often scanned by recipients to decide which should be read immediately and which can be read later or deleted. When writing subject lines, you should:  Make them concise and specific  Put the most important information first  Use all caps only in times of urgency
  7. 7. Recipients Recipients should be carefully considered before sending or carbon copying (CC). “Reply to All” is not always appropriate. When replying, quote a sentence or two to give recipient some context. Ask permission before forwarding a message.
  8. 8. Content and Length Keep messages brief and to-the-point Provide pertinent information only Quickly state a reason for writing Allow the message be skimmed easily Keep the message to a single screen
  9. 9. Paragraphs and Spacing Paragraphs should be no longer than a single screen Email paragraphs are more concise than those in printed documents Some paragraphs can be as short as one sentence, if the information is important Use block format
  10. 10. Other Formatting Issues Avoid font styling, bulleted and numbered lists, tables, graphics, and visuals Use CAPITAL LETTERS to designate a heading Use a single line of white space between each phrase or word to designate a list Use *asterisks* on either side of a word to designate emphasis or italics Use underscore characters at the beginning and ending of an _underlined passage_
  11. 11. Signatures Signatures can give contact information about the sender, such as:  Job title  Phone  Fax  Webpage URL  Mailing information Whether you use a signature or not, always include your name at the bottom of each e-mail
  12. 12. Attachments Use attachments when:  The message is lengthy  Formatting is important  Visuals are an important part of the message  The message will be printed and used for some particular purpose Refer to the attachment in the actual email Minimize use of graphics and visuals
  13. 13. Choosing BetweenEmail and Memos Email  Large audience addressed  Rapid responses needed  Audience geographically distant  Message will be revised or modified Memos  Longer than one computer screen  Message requires careful formatting  contains detailed visuals  Contains sensitive or important information

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