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Email Etiquette (Netiquette). What is Netiquette?  We expect other drivers to observe the rules of the road.  The same is true as we travel through.

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Presentation on theme: "Email Etiquette (Netiquette). What is Netiquette?  We expect other drivers to observe the rules of the road.  The same is true as we travel through."— Presentation transcript:

1 Email Etiquette (Netiquette)

2 What is Netiquette?  We expect other drivers to observe the rules of the road.  The same is true as we travel through cyberspace.  Netiquette - network etiquette or Internet etiquette  We expect other drivers to observe the rules of the road.  The same is true as we travel through cyberspace.  Netiquette - network etiquette or Internet etiquette

3 Why is Email Etiquette Important?  We interact more and more with the written word all the time  Without immediate feedback from the reader, it’s easy to be misunderstood  Email is still a formal correspondence  We interact more and more with the written word all the time  Without immediate feedback from the reader, it’s easy to be misunderstood  Email is still a formal correspondence

4 The Basics  Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read it  Respond to emails within the same time span you would a phone call  Use a professional font, not decorative  Be cautious about sending personal information  Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read it  Respond to emails within the same time span you would a phone call  Use a professional font, not decorative  Be cautious about sending personal information

5 Subject  Should be meaningful  Should give your reader an idea of the content of the email  Should be appropriate, because anyone can look at the subject, even if the recipient chooses not to open the message  For example: Confidential: Sale numbers for October  When changing the subject, start a new message  Should be meaningful  Should give your reader an idea of the content of the email  Should be appropriate, because anyone can look at the subject, even if the recipient chooses not to open the message  For example: Confidential: Sale numbers for October  When changing the subject, start a new message

6 Responding  Respond in the same time frame you would respond with a phone call  Be conscious of responding to the sender or Reply to all  Do not overuse Reply to all  Be conscious of your recipient  Don’t expect an immediate response  Respond in the same time frame you would respond with a phone call  Be conscious of responding to the sender or Reply to all  Do not overuse Reply to all  Be conscious of your recipient  Don’t expect an immediate response

7 Tone  Write in a positive tone  When I complete the assignment versus If I complete the assignment  Avoid using negative words  Words that begin with “un, non, or ex” or end with “less”  Use smiles, winks ;-) and other graphical symbols only when appropriate  Use contractions to add a friendly tone  Use please and thank you  Write in a positive tone  When I complete the assignment versus If I complete the assignment  Avoid using negative words  Words that begin with “un, non, or ex” or end with “less”  Use smiles, winks ;-) and other graphical symbols only when appropriate  Use contractions to add a friendly tone  Use please and thank you

8 Content  Check your grammar and spelling  Use proper structure and layout  Be efficient  Emails that get to the point are much more effective  Address all the questions or concerns to avoid delays  Read the email before you send it  Plz Don’t Abbrvt.  Try to keep the email brief (one screen length)  Check your grammar and spelling  Use proper structure and layout  Be efficient  Emails that get to the point are much more effective  Address all the questions or concerns to avoid delays  Read the email before you send it  Plz Don’t Abbrvt.  Try to keep the email brief (one screen length)

9 Content Don’ts  Use sarcasm or rude jokes  Respond if you are upset. Take some time to cool off and consider appropriate response.  Attach unnecessary files  Use CAPITALS  Leave out the message thread  Use long sentences  Leave irrelevant information  Use sarcasm or rude jokes  Respond if you are upset. Take some time to cool off and consider appropriate response.  Attach unnecessary files  Use CAPITALS  Leave out the message thread  Use long sentences  Leave irrelevant information

10 Attachments  When you are sending attachments, include in the email the filename, and what it contains  Attached: “Project3Proposal.doc” with my proposal.  Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure compatibility  Attachments often carry viruses  When you are sending attachments, include in the email the filename, and what it contains  Attached: “Project3Proposal.doc” with my proposal.  Consider sending files in rich text format (rtf) or portable document format (pdf) to ensure compatibility  Attachments often carry viruses

11 Signature  Identify yourself  Keep it short  Ensure a quote or tagline is appropriate for everyone to see  Identify yourself  Keep it short  Ensure a quote or tagline is appropriate for everyone to see

12 What’s in a Name?  What does your email address say about you?  Should be appropriate to the audience  Consider a second address for professional use  Consider your first initial and last name  What does your email address say about you?  Should be appropriate to the audience  Consider a second address for professional use  Consider your first initial and last name

13 Your Email Address  Certain e-mail providers have connotations  Your own domain and Gmail are always a safe bet  School email is also a great provider  Yahoo, Yahoo, MSN and AOL have older connotations  Certain e-mail providers have connotations  Your own domain and Gmail are always a safe bet  School email is also a great provider  Yahoo, Yahoo, MSN and AOL have older connotations

14 Spam  Don’t reply to spam  Replying confirms that the address is ‘live’  Don’t reply to spam  Replying confirms that the address is ‘live’

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