Transcript EMAIL - WIU eAcademy

Information and Communication Technology
Email
 Email, e-mail, or electronic mail is the transmission of
messages (emails or email messages) over electronic
networks like the internet.
Email—First Impressions
 Your email makes a first impression on you!
 You get up in the morning, take a shower, iron your
clothes, groom your hair—all because you care about
how you look. Not necessarily because of what others
may think but because you want to put your best foot
forward. You need to do so, too, when you email.
 First impressions happen with emails and you can
control what they will be. Make the small effort
required to reflect knowledge, courtesy and
understanding.
Make your First Impression Count
“There are four ways, and only four ways, in which we
have contact with the world. We are evaluated and
classified by these four contacts: what we do, how we
look, what we say, and how we say it.”
~Dale Carnegie (1888-1955) American Educator
5 Essential Elements of Every Email
 The From Field: Your name needs to be displayed
properly, John F. Doe. Not john f. doe or john doe, j.
doe. Proper capitalization is very important. When
you use all lower case, you open the door to being a
spammer.
 The Subject Line: A short, sweet and well thought out
Subject is crucial and in some cases help to ensure
your email gets opened. Keep your subject to 5-7
words that accurately identify the topic and context of
your email.
5 Essential Elements of Every Email (continued)
 The Greeting: Without a greeting at the beginning of
your email you risk being viewed as bossy or terse.
Take time to include Hello, Hi or just the recipients
name.
 The Body: Communicate clearly using correct
sentence structure and capitalization. Proper
grammar and punctuation is also crucial to your
message. Typing in all lower case or all caps does not
lend to easy communication. All caps is “yelling.” All
lower case shows laziness. Do Not use either! Review
and spell-check every message before clicking “Send.”
5 Essential Elements of Every Email (continued)
 The Closing: By not having a closing, you risk the
possibility that your email will be perceived as
demanding and curt. Use what is consistent with the
tone of your message, “Thank you, Sincerely, Look
forward to hearing from you, Best wishes, Take care,
regards, etc.” And Always include your name!
Attaching Files
 It is easy to attach a file to an email. (written work,
graphics, and photos)
 Think before you attach:
 What is the file’s size? If you don’t know find out.
 Files in megs (million of bytes) will have a hard time
going through the pipeline. It could get jammed.
 Only attach files in a format that you know the other
side has the software to view—because you asked first!
You want to be sure they can open your file.
 Compress graphics and photos. Resize them!
Attaching Files (continued)
 Always check with your recipient the best time of day
to send a large file.
 A little common courtesy in attaching files goes a long
way!
5 Rules for Forwarding Email
 Don’t forward anything without editing out all the
forwarding >>>>, other email addresses, headers and
commentary from all the other forwarders. Don’t
make people look amongst all this gobbly-gook for
what you are actually forwarding.
 If you cannot take time to write a personal note at the
top of your forwarded email to the person you are
sending it—then you should not forward it at all.
5 Rules for Forwarding Email (continued)
 Think carefully about if what your are forwarding will
be of value or humorous to the person on the other
side. Or do you just think it is worthy? If you can’t
think of why the person would like to have it, don’t
forward it.
 Don’t forward chain letters. These may contain a
virus!
 If you must forward to more than one person, put the
email address in the TO: and all others in the Bcc: to
protect their email addresses. This is a privacy issue.
“Send” Email Checklist (Review)
 Make sure your email includes a courteous greeting
and closing.
 Address your contact with the appropriate level of
formality and make sure you spelled their name
correctly.
 Spell check so that you reflect your level of education.
Emails with typos are simply not taken seriously.
 Read your email out loud to ensure the tone is that
which you desire. Remember, a few addition such as
“please” and “thank you” go a long way.
“Send” Email Checklist (continued)
 Be sure your are including all relevant details or





information necessary to understand your request or point
of view so the person receiving can answer.
Use proper sentence structure, grammar and punctuation.
If your email is emotionally charged, walk away from the
computer and wait to reply.
If sending attachments, did you ask first.
Refrain from forwarding everything. Clean up the
forwarded message and be sure to use Bcc for additional
contacts.
Make one last check that the address or addresses in the
TO field are those you wish to send your message/reply to.
Email Samples
Email Samples (continued)
Email Samples (continued)
Email Samples (continued)