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What is E-mail How to Make an Effective E-Mail Few common email habits that cause problems Structure of E-Mail Style Some other important aspects Discussion
What is E-Mail
Text-based mail sent via the computer from one person to another A Push Technology It waits for You It is One-to-Many and almost Free
Structure of E-Mail
Addressing Subject Message Text Attachments Signature
1. Addressing
Its the address of the recipient Use BCC to protect Email addresses unless everyone knows each other Maintain address book
2. Subject
Precise headline for the message Makes easier to handle of e-MAIL Avoid sending e-mail with No subject
Meeting
One more thing........... Some thoughts
12:44 pm
3:02 pm 4:21pm
12:44 pm
3:02 pm 4:21pm
Subject: Re: Question about Smith paper (was: please help with this!)
Change subject lines when necessary
Date: 10:11 am
Subject: Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for Spring Semester Is Jan. 15]]
Date: 9:17 am
3. Message Text
Keep the message focused and readable Keep it short Brevity and clarity Use paragraphs Break into paragraphs; skip lines between Avoid fancy typefaces
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4. Attachments
Use sparingly. Cut and paste relevant parts of attachment into text of Email. Use URL links instead. Upload attachments to website and cite URL. http://www.scribd.com/ is a free service.
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5. E-mail Signature
Use an appropriate signature Brief (4-5 lines) Informative provide all contact information Professional do not include pictures, quotes, animations
Style
Threads Multiple replies can get out of hand, but continue them to maintain the tread. When they start to drift start a new thread with explanation. Forwarding stuff, e.g., chain letters Avoid; annoys most people Wait 24 hours Write, but dont send Dont reply at all and let them wonder
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Style (contd.)
Offer to speak by phone or in person; Email is not a good tool for clearing the air. Never say in Email what you wouldnt say in person or would not like to see in the press or defend in court Once you hit Send you have lost control of the Email You can never be certain that it was erased from all locations. Think of all Email as Permanent.
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Ways to manage E-mail Overload Choose your service provider wisely Do Inbox CHECK on a regular basis Organize Email into folders Keep a copy of all sent Email Review and clean out folders periodically
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Discussion
Questions and Comments?
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