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Etiquette, Safety and Helpful Tips

A funny video about SENDING TO ALL

GOOD ETIQUETTE FOR PERSONAL & BUSINESS EMAIL

Email etiquette is important to follow when communicating online. Keep in mind that people are busy, and in general, short, concise text is always best. Since email is designed to be a time-saving tool, make it your goal to convey key information. While it may be tempting to explain lots of details to a boss or ramble on with a friend, you risk losing the attention of your reader. Here are some basic rules and helpful tips to follow when composing emails:

  1. Remember that the recipient could misunderstand your tone if you are writing excessively about work-related topics or personal details. What may seem obvious to you could easily be misinterpreted as sarcasm, frustration, or a lack of trust. Be clear and straightforward.
  2. Avoid using a conversational voice. Email is very different from chatting online or texting on a mobile device.
  3. Use greetings and salutations in the same way you would with traditional letters (e.g. Hi, Hello, Dear, Thanks, Regards, etc.)
  4. Proofread your email and use the built-in spell check feature to avoid errors.  It is a most egregious error when you send an email with spelling errors, when it could be so easily corrected.
  5. Make sure you have entered the correct email addresses for your recipients. If you are selecting addresses from a built-in address book, it is easy to choose the wrong address by mistake. You would not want to send a personal email to the wrong person!
  6. When attaching photos to your email message, resize images to avoid sending large files. If you are sending several photos use your computers' built in compression utility to ZIP up all those photos into one small file.
  7. When replying to email, you can reply directly to the sender or to all. Be mindful of what you say, and pay attention to your growing list of recipients. Think before hitting send.
  8. When sending documents as attachments, try to avoid resending the same document. If you are working on a project with many revisions, remember to change your subject line accordingly and attach the correct version of your document.
  9. When creating a signature, a built-in feature of email, try not to include too much information. Add what is necessary and cut out the rest. As you can see from the example below, email signatures can get a bit lengthy:
    MrsJaneQDoe
    The Doe Company
    Voice: 111-222-3333
    Fax: 444-555-7777
    123 Anywhere Avenue, 5th Floor
    Anytown, usa12345-6789
    Favorite Quote:"Perfect Practice makes Perfect"
  10. In addition to a simple signature, when you email someone for the first time you could include a VCF of your complete contact information.  A VCF is basically a digital business card and this file could be included as an attachment. Example VCF Here is a link to a website that will allow you to create your own VCF quickly and for FREE. http://bvcard.com/vCard-vcf-generator
  11. Don't try to get creative and change the style, color or font type in your email. This is very distracting. Keep it Simple.
  12. Do not type in all capital letters. Not only is it hard to read, but it is also commonly interpreted as shouting. This could create problems, especially when sent in a business meeting.
  13. Don't forward chain letters. These emails will often include the addresses of people you do not know, and your email address is likely to be forwarded to others as well. This kind of email can cause all sorts of issues at work, espcially when the content may not be ethical or may contain subject matter which is inappropriate for your workplace. If you see a chain letter in your inbox, it is best to delete it.
  14. Don't use profanity or any language you may later regret.
  15. Know your audience. Don't use the same word choice for a boss that you may use with a close friend. Be respectful, friendly, informative and effecient.
  16. Understand that employers have the right to monitor and read email that you write on company premises as well as any email sent via a mobile device issued to you for work purposes. Companies can also monitor your email when you are logged into your profile virtually.
ENTERING YOUR EMAIL ADDRESS ON WEBSITES

Let's say you want to order a book on the popular website, Amazon.com. Later on, you receive an email from a patner company, or third party, of Amazon with a money-saving offer. The deal sounds great, so you enter your email address inside a web form. If you do not read the fine print, you may be unknowingly giving permsission for your email address to be shared.

OPTING IN

When you enter your email address on various websites, you are giving permission for the service or company to send you email. This is called opting in.

UNSUBSCRIBING

If you are receiving too much email from a particular website, you may wish to unsubscribe. You can easily do so by scrolling down to the bottom of the email and following the directions. Usually, you will find an option for unsubscribing. Follow the steps to remove your email address from the mailing list.

JUNK MAIL

Most email services have what is called a spam filter, which automatically sends junk mail to your junk mail folder. This one reason why it is good to add email addresses of friends and/or family to your address book. Purge this mail often.

SPAM & PHISHING

Are you familiar with spam and phishing? If you are new to email, you may not be able to recognize it right away. Email spam is designed to target an unsuspecting 'newbie' by luring the user into a deal that either sounds urgent, too good to be true, or preys upon your sympathetic ear. Be Aware! By applying some common sense, you will be able to kick scam artists to the curb and keep your email account safe. In today's digital world, it happens every day. A little vigilance and wisdom will take you a long way. Once you have created an email account and you have your new address, you may be tempted to use it freely and often. Phishing emails usually appear to come from a well-known organization and ask for your personal information — such as credit card number, social security number, account number or password. Often times phishing attempts appear to come from sites, services and companies with which you do not even have an account. Excercise caution and always be careful!

THE FOLLOWING ARE SOME EXAMPLES OF PHISING
  • How to purchase prescription drugs at a deep discount
  • Participate in a medical study for pay
  • Lose 50 pounds in 10 days
  • Someone in a foreign country is suffering and needs you to wire a large sum of money to a bank account immediately.
  • Here are some more current examples listed at Stanford University (https://uit.stanford.edu/phishing)
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