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

THIS? When working with email, have you ever gone from working calmly to . . . THIS? 26 November 2018 Communications Services

Communications Services 26 November 2018 Communications Services

Communications Services TOPICS Courtesies and Etiquette Technical Pitfalls Best Practices D11NR Distribution Lists 26 November 2018 Communications Services

Communications Services ETIQUETTE Convey a professional image within and outside the Auxiliary Communicate what is intended and avoid misunderstanding Be aware any message sent is permanent and referred to later 26 November 2018 Communications Services

Form and Tone Ever received a reply which was irrelevant to your message? Solution: Write single subject messages. Send multiple messages when using multiple topics. 26 November 2018 Communications Services

Communications Services Impressions last Descriptive subject lines get attention BE BRIEF, the less text, the better understood Use the spell checker 26 November 2018 Communications Services

Communications Services Sending Cc:'s only to the people who are directly involved with the subject. For mass e-mailings use the Bcc: field (Blind copy). Get author’s permission to forward a message or attachments 26 November 2018 Communications Services

Communications Services Reduce Flaming Misinterpretation of email messages happens Shy away from opinions & emotions Understand differences with discussions by telephone and face to face. 26 November 2018 Communications Services

Communications Services Technical PITFALLS Blockage & Filters A message sent is not always received. Spam Report spam to ISP while on the web. Security Email is like a postcard, visible in transmission Forgery, Spoofing, and Phishing Email mischief which could by malicious Listing Addresses on the Web Suggest using: www.gmail.com 26 November 2018 Communications Services

Best Practices for Auxiliary Email Maintain current email address in AUXDATA. We do not send chain letters, jokes, or other unrelated AUX business Politics or sexually oriented content do not belong Follow the Chain of Leadership 26 November 2018 Communications Services

D11NR Distribution Lists PURPOSE: To keep members informed Lists are derived from email addresses in AUXDATA.  Suggestion: List an email address in AUXDATA separate from normal email address. 26 November 2018 Communications Services

All members receive distribution messages Please do not forward Please do not reply 26 November 2018 Communications Services

Communications Services Distribution Email CHDIRAUX: ‘ALAUX’ National: ‘USCG Auxiliary eNEWS’ District Messages from: Elected Leaders & Staff Special Groups: QUALS: IT, VE, MS, OPS Unit Officers 26 November 2018 Communications Services

Communications Services Creation of Lists Downloaded from AUXDATA Subscribe For those wishing not to be on a distribution list, remove email address from AUXDATA 26 November 2018 Communications Services

Reporting Distribution as Spam Most serious is to report district distribution email as spam to an ISP.  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. 26 November 2018 Communications Services

www.d11nuscgaux.info Visit D11NR web site For email information & all resources for mission success: www.d11nuscgaux.info 26 November 2018 Communications Services

Communications Services 26 November 2018 Communications Services

Discussion about email Advantages and disadvantages 26 November 2018 Communications Services