email etiquette

1. E-Mail EtiquetteE-Mail Etiquette
Article by Keith C. IveyArticle by Keith C. Ivey
Presented by Chris NeidertPresented by Chris Neidert

2. E-mail TodayE-mail Today
 Ray Tomlinson sent the first e-mail inRay Tomlinson sent the first e-mail in
1972 on what eventually became known1972 on what eventually became known
as the internetas the internet
 Presently, billions of messages have beenPresently, billions of messages have been
sentsent
 E-mail is an increasingly popular internetE-mail is an increasingly popular internet
application, but could be more effectivelyapplication, but could be more effectively
and efficiently usedand efficiently used

3. Know Your ApplicationKnow Your Application
 Become familiar with e-mail applicationBecome familiar with e-mail application
and its featuresand its features
 Read the manual or help guideRead the manual or help guide
 Many features not well known, but couldMany features not well known, but could
improve the efficiency of composing andimprove the efficiency of composing and
sending e-mailssending e-mails

4. Minimize Line LengthMinimize Line Length
 When composing messages, lines of textWhen composing messages, lines of text
should not be too longshould not be too long
 Shorter lines easier to readShorter lines easier to read
 Some programs don’t do an effective jobSome programs don’t do an effective job
of wrapping textof wrapping text

5. Addressing MessagesAddressing Messages
 When sending or replying to a message,When sending or replying to a message,
ensure it is being sent to correct addressensure it is being sent to correct address
 Don’t make mistake of replying to list ifDon’t make mistake of replying to list if
intended for one person…important tointended for one person…important to
check “To:” and “Cc:” linescheck “To:” and “Cc:” lines
 Use blind carbon copy (bcc) when sendingUse blind carbon copy (bcc) when sending
a message to multiple addresses soa message to multiple addresses so
everyone’s address is not exposed to alleveryone’s address is not exposed to all
recipientsrecipients

6. PersonalizationPersonalization
 Create a signature to be added at the endCreate a signature to be added at the end
of all messagesof all messages
 Signature should contain name of senderSignature should contain name of sender
and contact informationand contact information
 Should avoid extra content and be limitedShould avoid extra content and be limited
to a maximum of four linesto a maximum of four lines

7. Clarity and FormattingClarity and Formatting
 Message should be written with ASCII code toMessage should be written with ASCII code to
make sure it is understood by all applicationsmake sure it is understood by all applications
 Text and font should not be heavily formattedText and font should not be heavily formatted
 Formatting, images, and charts could beFormatting, images, and charts could be
incompatible with other mail programsincompatible with other mail programs
 When adding a link to a web page, make sure itWhen adding a link to a web page, make sure it
begins withbegins with http://http://
- Makes clickable in some programs- Makes clickable in some programs

8. Other GuidelinesOther Guidelines
 When replying, important to include onlyWhen replying, important to include only
relevant quotes from message beingrelevant quotes from message being
replied toreplied to
 Don’t send annoying junk mail such asDon’t send annoying junk mail such as
chain letters, virus alerts, and spamchain letters, virus alerts, and spam
(“unsolicited bulk e-mail”)(“unsolicited bulk e-mail”)
 A descriptive subject line should be usedA descriptive subject line should be used
to help users differentiate betweento help users differentiate between
important e-mail and junk/malicious e-mailimportant e-mail and junk/malicious e-mail