Lecture 26 email etiquette


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Lecture 26 email etiquette

  1. 1. Outline0 Anatomy of an E-Mail0 Acronyms0 Emoticons0 Group Work
  2. 2. Anatomy of an E-Mail
  3. 3. E-Mail Anatomy0 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 wont know. If you are sending a group of people and dont 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 assitanceSubject 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 ScheduleSubject 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 - Formal0 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 email0 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. THERES 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. Dont write unnecessarily long emails0 Be friendly and cordial, but dont 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 Etiquette0 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 Greetings0 Hey0 hiya0 I was wondering…0 Friend0 Greetings0 Dear Colleague0 Dear Reader0 Dear Dr. Jessica Laccetti0 Dear Dr. Jesie Lechecti
  9. 9. Signature0 cu0 laters0 Bye0 Kind Regards,0 Sincerely0 Jess0 Dr. Jessica Laccetti
  10. 10. Acronyms0 2L8 0 IMHO0 too late 0 in my humble opinion0 AAMOF 0 KWIM0 as a matter of fact 0 Know what I mean?0 AFAIK 0 ROTFL0 as far as I know 0 rolling on the floor laughing0 B4N 0 TIA0 bye for now 0 thanks in advance0 CMIIW 0 TTYL0 correct me if Im wrong 0 talk to you later0 CUL0 see you later0 IKWUM0 I know what you mean
  11. 11. Your Turn0 Send me a tweet with an acronym and the full phrase
  12. 12. Gender Neutral Language Male Subject Neutral Subject 0 When a student 0 When a student writes a paper, he or writes a paper, he she should use the must proofread spellchecker on his or carefully. 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 average 0 the common man person, ordinary people 0 cavemen 0 cave dwellers, prehistoric 0 chairman/chairwoman people 0 businessman, businessw oman 0 chair, presiding officer, chairperson 0 congressman/congressw oman 0 business 0 salesman/saleswoman executive, manager 0 fireman 0 congressional 0 stewardess representative 0 waitress/waiter 0 sales clerk, salesperson 0 fire fighter 0 flight attendant 0 server, food serverFrom: Jennifer Klein, Avoiding Sexist Language: http://www.hamilton.edu/writing/writing-resources/avoiding-sexist-language
  14. 14. Example Student E-Mails0 Received at the start of the third week of classes:0 "hi, this is ___and Im 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-Mails0 Heres 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-MailsHey Docneeds a meeting with you advising next semesterclasses this week ASAP or whatever. get back me now.
  17. 17. Your Turn0 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 post0 Introduce yourself0 You would like this prof. to become your project/thesis supervisor0 Show you are serious & qualified0 Use proper English0 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. Ihave 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 enjoyedit, and it gave me many ideas for my future research. I have been exploring graduate programswhere 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 currentlyaccepting graduate students. And if you are, if you’d be willing to talk to me a bit more, by email oron the phone, or in person if I can arrange a campus visit, about my graduate school plans. I haveexplored your department’s graduate school website in detail, and it seems like an excellent fit forme because of its emphasis on xx and xx, but I still have a few specific questions about xx and xxxthat 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. Homework0 Come to Friday’s class ready for a lecture by Marie- Claude