1. E-mail Communications Presented by D11NR Communication Services 2008 www.d11nuscgaux.info www.d11nuscgaux.info

2. 5 September 20155 September 20155 September 2015 Communications Services 2 When working with email, have you ever gone from working calmly to... THIS?

3. 5 September 20155 September 20155 September 2015 Communications Services 3

4. 5 September 20155 September 20155 September 2015 Communications Services 4 TOPICS Courtesies and Etiquette Courtesies and Etiquette Technical Pitfalls Technical Pitfalls Best Practices Best Practices D11NR Distribution Lists D11NR Distribution Lists

5. 5 September 20155 September 20155 September 2015 Communications Services 5 ETIQUETTE Convey a professional image within and outside the Auxiliary Convey a professional image within and outside the Auxiliary Communicate what is intended and avoid misunderstanding Communicate what is intended and avoid misunderstanding Be aware any message sent is permanent and referred to later Be aware any message sent is permanent and referred to later

6. 5 September 20155 September 20155 September 2015 Communications Services 6 Form and Tone Ever received a reply which was irrelevant to your message? Ever received a reply which was irrelevant to your message? Write single subject messages. Write single subject messages. Send multiple messages when using multiple topics. Send multiple messages when using multiple topics.

7. 5 September 20155 September 20155 September 2015 Communications Services 7 Impressions last Descriptive subject lines get attention Descriptive subject lines get attention BE BRIEF, the less text, the better understood BE BRIEF, the less text, the better understood Use the splel checker Use the splel checker

8. 5 September 20155 September 20155 September 2015 Communications Services 8 Sending Cc:'s only to the people who are directly involved with the subject Cc:'s only to the people who are directly involved with the subject For group e-mailings use the Bcc: field (Blind copy) For group e-mailings use the Bcc: field (Blind copy) Get author’s permission to forward a message or attachments Get author’s permission to forward a message or attachments

9. 5 September 20155 September 20155 September 2015 Communications Services 9 Reduce Flaming Misinterpretation of email messages happens, SPECIALLY WITH CAPITALS Misinterpretation of email messages happens, SPECIALLY WITH CAPITALS Shy away from opinions & emotions Shy away from opinions & emotions Clarify differences with discussions by telephone and face to face Clarify differences with discussions by telephone and face to face

10. 5 September 20155 September 20155 September 2015 Communications Services 10 Technical PITFALLS Blockage & Filters A message sent is not always received Blockage & Filters A message sent is not always received Spam Report spam to ISP while on the web Spam Report spam to ISP while on the web Security Email is like a postcard, visible in transmission Security Email is like a postcard, visible in transmission Forgery, Spoofing, and Phishing Email mischief which could be malicious Forgery, Spoofing, and Phishing Email mischief which could be malicious Listing email Addresses on the Web Suggest using: www.gmail.com Listing email Addresses on the Web Suggest using: www.gmail.comwww.gmail.com

11. 5 September 20155 September 20155 September 2015 Communications Services 11 Best Practices for Auxiliary Email PLEASE!!! Maintain current email address in AUXDATA PLEASE!!! Maintain current email address in AUXDATA AUX business only, we do not send chain letters, jokes, or other unrelated material AUX business only, we do not send chain letters, jokes, or other unrelated material Politics or sexually oriented content do not belong Politics or sexually oriented content do not belong Follow the Chain of Leadership Follow the Chain of Leadership

12. 5 September 20155 September 20155 September 2015 Communications Services 12 D11NR Distribution Lists PURPOSE: To keep members informed PURPOSE: To keep members informed Email lists are derived from member information in AUXDATA Email lists are derived from member information in AUXDATA Idea: Have a separate Auxiliary email address in AUXDATA from your normal email address Idea: Have a separate Auxiliary email address in AUXDATA from your normal email address

13. 5 September 20155 September 20155 September 2015 Communications Services 13 All members receive distribution messages Please do not forward Please do not reply

14. 5 September 20155 September 20155 September 2015 Communications Services 14 Distribution Email CHDIRAUX: ‘ALAUX’ CHDIRAUX: ‘ALAUX’ National: ‘USCG Auxiliary eNEWS’ National: ‘USCG Auxiliary eNEWS’ District Messages from: District Messages from: Elected Leaders & StaffElected Leaders & Staff Special Groups: Special Groups: QUALS: IT, VE, MS, OPSQUALS: IT, VE, MS, OPS Unit Officers: Elected & AppointedUnit Officers: Elected & Appointed

15. 5 September 20155 September 20155 September 2015 Communications Services 15 Creation of Lists Downloaded from AUXDATA Downloaded from AUXDATA Self Subscribe on Website Self Subscribe on Website For those wishing not to be on a distribution list, remove email address from AUXDATA NOT RECOMMENDED

16. 5 September 20155 September 20155 September 2015 Communications Services 16 Reporting Distribution as Spam Reporting district distribution email as spam to an ISP is very serious. Reporting district distribution email as spam to an ISP is very serious. This creates an automated message sent to the district web service provider stating all service from district provider will be blocked. This creates an automated message sent to the district web service provider stating all service from district provider will be blocked. In that case, the member will be contacted to determine the best way to provide service. In that case, the member will be contacted to determine the best way to provide service.

17. 5 September 20155 September 20155 September 2015 Communications Services 17 Visit D11NR web site For email information & all resources for mission success: www.d11nuscgaux.info Or email morris.farmer@d11nuscgaux.info

18. 5 September 20155 September 20155 September 2015 Communications Services 18

19. 5 September 20155 September 20155 September 2015 Communications Services 19 Discussion about email Advantages and disadvantages