Download Preparing E-mails Using E-mail Etiquette

Preparing E-mails
Using E-mail
Etiquette
Lesson A4-3
Learning Objectives
Define e-mail.
 List the parts of an e-mail and an e-mail
header.
 List rules for e-mail etiquette.

Terms
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acronym
attachment
Bcc
Cc
e-mail
e-mail address
etiquette
flaming
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forward
junk mail
netiquette
reply
reply to all
server
signature
Have you used e-mail?
www.ucop.edu
Why do businesses and
individuals use e-mail?
www.worldofstock.com
E-mail
a written electronic message sent from
computer to computer.
 It is often a requirement of employment for
employers to stay in touch with employees
in a paperless office.

E-mail Address

a name or number given to an Internet or
network account, usually consisting of
[email protected].
i.ehow.com
Attachment


an additional file such as a
document, photograph, or other file
is sent with the e-mail message.
 Most
e-mails may be accessed at
any time of day.
 E-mail is efficient and cost-effective
communication.
 Most e-mail receives a quick
response.
computing.wlu.edu
E-mail Constraints

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e-mail is written communication that prevents
the sender and receiver from utilizing the
added interpretation of emotion or body
language revealed in a face-to-face
conversation.
Most messages are sent through an e-mail
service or a company server
A
computer in a network used to provide
services, which may be monitored).
E-mail Addresses

Many service providers allow e-mail
addresses to be saved and stored in an
address book for ease of organization.
www.runbox.com
Parts of an e-mail

Header
 From
 To
 Date
 Subject
www.uwgb.edu
From
This lists the sender’s e-mail address.
 The header may also list the actual name
of the sender, when the sender has
recorded this information with the e-mail
service.

To
This indicates to whom the message is
being sent.
 Original messages may be sent to more
than one recipient.

Date (and often time)
This refers to when the message was
sent.
 Time stamps are often issued by the email server.

Subject
This contains the topic of the message.
 When no subject is included, some e-mail
services deliver the message to junk mail

 an
e-mail file for messages from senders not
found in the receiver’s address book.
Post Questions

What is e-mail?


What is a name or number given to an Internet or
network account, usually consisting of
[email protected]?


E-Mail Address
Name 4 parts of a Header?


a written electronic message sent from computer to
computer.
From, To, Date, and Subject
What contains the topic of the message?

Subject
PART OF E-MAIL AND E-MAIL
ETIQUETTES
Objective

Given instructions, the learner will discuss
parts of an e-mail and e-mail etiquettes
with 85% accuracy.
Other E-mail Options
Forward
 Reply
 Cc
 Bcc
 Attachments
 Signature

Forward

a feature that allows the sender to pass
the message to another recipient,
including attachments.
Reply
a feature that allows the recipient to
respond to a message from the sender.
 Many e-mail services allow the recipient to
change the original message when
replying.

Cc (Carbon Copy)
a feature for sending an original message
to the prime recipient and to other
interested parties.
 When using Cc, all recipients see who is
receiving the message.
 Cc originally meant carbon copy and has
transitioned to “courtesy copy.”

Bcc (Blind Carbon
Copy)

a feature similar to Cc except that Bcc
recipients will be invisible to other
recipients.
Attachments

other files sent with the message.
Signature
a “sign-off” feature that allows the sender
to create additional information for the
receiver.
 Signatures may be saved and pasted to
the end of any e-mail.
 Signatures often list the sender’s business
name, address, telephone number, etc.

Body of E-mail

the area where the narrative message is
entered.
What is netiquette?
www.emailetiquettemadeeasy.com
Etiquette

proper conduct or manners for producing an e-mail message is called
netiquette
 netiquette for the Internet.
www.danielbowen.com
Netiquette

Be sure to include a subject line.
 Some
e-mail services sort incoming messages by
subject for the recipient.

Consider using a Bcc to keep e-mail
addresses private or to ensure that the “To:”
area of the message remains a small size
(recipients need not scroll past several
listings to arrive at the body of the message).
Netiquette, cont
Write clear and concise messages.
 Write short sentences and short
messages.
 Avoid double spacing your messages as
e-mail requires recipients to scroll through
messages without the benefit of
highlighting or marking the message as
one might on a printout.

Netiquette, cont.

Avoid the use of all capital letters.
 Capitalizing
all letters is considered “shouting”
or flaming.
 The recipient may consider this hostile.
www1.istockphoto.com
Netiquette, cont.

When replying to a message, consider
deleting part of the original message to save
space on the screen.
 Retain
the part of the sender’s message to which
you are responding.

Avoid using the reply to all function as this
sends your response to all recipients of the email.
 Ask
yourself, “Does everyone need to know this
information?”
Netiquette, cont.

E-mail is an official written document.
 Do
not write something that you would not say to
the recipient in person.
 Consider e-mail a formal message, and keep it
professional.

Avoid acronyms (abbreviations using the
beginning letters of words) because not
everyone will know the meaning
 (e.g.,
BFF = best friends forever and HAGW =
have a good weekend).
Netiquette, cont.

Use proper grammar.
 conduct

a spell check of your messages.
Use simple fonts.
 Computers
may have a limited number of
fonts available for e-mail use.
 Using a small or compact font keeps the
message in a more confined area.
Netiquette, cont.

Be specific.
 State
terms and conditions clearly to avoid
miscommunication, especially when providing
information about times, places, or people.
 Being clear and concise in the original message
prevents future e-mail requests for directions,
times, phone numbers, contact person, etc.
 Most recipients ask, “Why do I need this e-mail?”
or “What is expected of me?”
Post Qs?

What is a feature that allows the sender to pass the message to
another recipient, including attachments?

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What is a feature that allows the recipient to respond to a message
from the sender.

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Carbon Copy or Courtesy Copy and Blind Carbon Copy
Proper conduct or manners for producing an e-mail message is
called.

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Reply
What does Cc and Bcc stand for?

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Forward
Netiquette
Name a few Netiquettes for E-mail that was stated in the
PowerPoint.