We know e-mailing can be confusing… Here are some things we’ve learned that might benefit you.
DO’s
- Always fill in the Subject: field with a very brief description of the message as this helps in categorizing the email and later to search for it.
- Be brief and on-topic. Long, rambling messages will be ignored and deleted. They are also usually misunderstood.
- Keep emails as structurally simple as possible. Not all email software can interpret fancy fonts and stationery.
- Use the CC: (copy) field to send FYI only messages to certain recipients. One in a CC field should not be expected to comment or reply to the message.
DON’T’s
- Email is not the best way to communicate and avoid email wars at all costs.
- Do not list a recipient in the TO: field unless he/she is expected to act on your message.
- Minimize the amount of quoted text and use embedded links to URLs instead. Just copy and paste the links into your email.
- Avoid using the “confirm receipt” feature as this is annoying to most and can be avoided by the Outlook user anyway.
- Avoid emails for large file attachments. Use shared resources instead.
Things to keep in Mind…
- The use of CAPITALS is basically the email version of shouting!
- Watch your tone in the email. Avoid humor, sarcasm, and irony unless you are absolutely certain the recipient will understand your meaning.
- Using the “high importance” or “low importance” flag on EVERY email you send is unnecessary and annoying.