Email Etiquette


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A general overview of the norms of email communications.

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Email Etiquette

  1. 1. E-Mail Etiquette
  2. 2. E-Mail Etiquette <ul><li>eti·quette (et ′ i kit, -ket) </li></ul><ul><ul><li>The forms, manners, and ceremonies established by convention as acceptable or required in social relations, in a profession, or in official life </li></ul></ul><ul><ul><li>It's not so much our own good manners, but making other people feel comfortable. </li></ul></ul><ul><li>Proper conduct or manners for producing an e-mail message is called netiquette </li></ul><ul><ul><li>Etiquette for the Internet. </li></ul></ul>
  3. 3. E-Mail Etiquette <ul><li>Keep emote icons to a minimum     </li></ul><ul><li>Always use your official email Id to interact with your colleagues/classmates. </li></ul><ul><li>Use appropriate names. Some of the user names that are not acceptable are, </li></ul><ul><ul><ul><li>Coolguy1990 </li></ul></ul></ul><ul><ul><ul><li>handsome_hunk </li></ul></ul></ul><ul><ul><ul><li>Sanjay.9886899999 </li></ul></ul></ul><ul><ul><ul><li>jayakrishnan jayakrishnan </li></ul></ul></ul><ul><li>Some of the most preferred email id formats </li></ul><ul><ul><ul><li> </li></ul></ul></ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul>
  4. 4. E-Mail Etiquette USE IT !! <ul><li>Always Use spell checking. </li></ul>
  5. 5. E-Mail Etiquette <ul><li>If there are multiple files to be sent as attachments. Zip them !! </li></ul><ul><ul><li>Reduces file size </li></ul></ul><ul><ul><li>Protects against firewalls stripping attachments </li></ul></ul><ul><ul><li>Help group multiple files into various sets. </li></ul></ul><ul><li>Also ZIP is preferred over RAR format. </li></ul>
  6. 6. E-Mail Etiquette <ul><li>Be sure to complete the subject line of the email. </li></ul><ul><li>Do not use the following as subjects: </li></ul><ul><ul><ul><li>[blank] </li></ul></ul></ul><ul><ul><ul><li>Hi , Hey, Hello, How are you? </li></ul></ul></ul><ul><ul><ul><li>FW: FW: Re: [Old subject line] </li></ul></ul></ul><ul><li>Write short and catchy headlines in the Subject to entice people to read the e-mail. </li></ul><ul><li>When no subject is included, some e-mail services deliver the message to junk mail </li></ul>
  7. 7. E-Mail Etiquette <ul><li>Also, do not capitalize (i.e, ALL UPPERCASE) unless you really mean it. </li></ul><ul><li>Capitalizing all letters is considered “shouting” or flaming. </li></ul><ul><li>“ CALL ME” and “call me” are interpreted differently by the recipient. </li></ul>
  8. 8. Email Etiquette <ul><li>CC  Carbon Copy / Courtesy Copy </li></ul><ul><ul><li>a feature for sending an original message to the prime recipient and to other interested parties. </li></ul></ul><ul><ul><li>When using CC, all recipients see who is receiving the message. </li></ul></ul><ul><li>Who qualify to receive a mail in CC ? </li></ul><ul><ul><li>Any person who does not directly interfere in the conversation but has to be informed. </li></ul></ul><ul><ul><li>Usually reporting managers/superiors are marked in the CC. </li></ul></ul>
  9. 9. Email Etiquette <ul><li>BCC  Blind Carbon Copy </li></ul><ul><ul><li>Addresses are added to the delivery list but not listed in the message data, remaining invisible to other recipients. </li></ul></ul><ul><ul><li>BCC recipients will be invisible to other recipients. </li></ul></ul><ul><li>When to use the BCC option ? </li></ul><ul><ul><ul><li>Plain old secrecy </li></ul></ul></ul><ul><ul><ul><li>Copying yourself </li></ul></ul></ul><ul><ul><ul><li>Privacy </li></ul></ul></ul>
  10. 10. Email Etiquette <ul><li>E-mail is an official written document. </li></ul><ul><ul><li>Do not write something that you would not say to the recipient in person. </li></ul></ul><ul><ul><li>Consider e-mail a formal message, and keep it professional. </li></ul></ul><ul><li>Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know the meaning </li></ul><ul><ul><ul><li>BFF = best friends forever </li></ul></ul></ul><ul><ul><ul><li>HAGW = have a good weekend </li></ul></ul></ul>
  11. 11. Email Etiquette <ul><li>REPLY to ALL </li></ul><ul><ul><li>Avoid doing a reply to all when mail involves group mail Id’s. </li></ul></ul><ul><ul><li>Do not REPLY to ALL for congratulatory mails especially when mailing to superiors. </li></ul></ul>
  12. 12. Email Etiquette <ul><li>Email Signatures </li></ul><ul><ul><li>It is considered good netiquette to keep your signatures short, usually under 6 lines. </li></ul></ul><ul><ul><li>Signatures may include ones email id, designation, organization, mailing address, telephone number etc. </li></ul></ul><ul><ul><li>Include a quotation only when relevant. </li></ul></ul><ul><li>Unacceptable quotations types include, </li></ul><ul><ul><ul><li>If you even dream of beating me you'd better wake up and apologize. - Muhammad Ali </li></ul></ul></ul><ul><ul><ul><li>Baadlon ki zid thi bizlian giraneki, Humari zid thi aashiyan wanhi bananeki </li></ul></ul></ul><ul><ul><ul><li>They keep saying the right person will come along, I think mine got hit by some truck </li></ul></ul></ul><ul><ul><ul><li>I'm not old enough to understand girls. I don't think anybody ever gets that old </li></ul></ul></ul>