Email Etiquette IIIWritten by Kathie M. Thomas
This month I'll share on Topic Changes and Read Receipts. Both can give you some trouble if you're not careful.
Topic changes This applies particularly to discussion groups, but could also take place in normal everyday exchange of emails between two or more people.
It is common that subject matter in emails change quickly - one person might send an email with one topic, another replies and it prompts them to add another topic in that reply and then others start replying to changed topic - but forget to change subject heading - which can be very confusing for those later joining in discussion and difficult to relocate one of originating messages if filed away electronically - with unchanged subject heading. This applies to searching through archives online also.
When responding to an email take a moment to think about it - are you changing topic, should subject heading be changed and whether replied message requires any trimming of original message before hitting 'send' key. This can be particularly important when responding to business leads or enquiries relating to your business. A general rule of thumb for email seems to be to keep number of topics discussed to a minimum - and start new email messages for new topics.
Auto Responds and Read Receipts A supplier, who gives me excellent computer support, had been receiving a lot of emails over past few months and she struggled to keep up with them in her busy workload. So, she decided to set up an auto respond to emails saying she'll be in touch within 7 days. She also added 'read receipt' so she knew her message had been read.
Email Etiquette IVWritten by Kathie M. Thomas
Further to my previous issues this subject continues - part IV. This month I'll share on Blind Carbon Copy (BCC) field and use of backgrounds for your emails. The use of Bad language in emails will also be mentioned.
Many people do not understand function of BCC field in their email programs. When you set up a new message, if you cannot view BCC field after TO: and CC: then click on View to see if you can add it to your current view, or check your Help file for program you use for assistance.BCC is an old typing term - 'Blind Carbon Copy'. It means a copy of a letter or document that is being sent to someone not showing on original addressee or distribution list. To use BCC in email means that recipients only see their address on received email and not list of people that you've sent email to.I often receive emails from people in business who put every single recipient address in TO: or CC: fields, when in fact they should be placed in BCC: field. Your distribution list should be kept private so you are not exposing firstly, who your clients are, and secondly, their email addresses, should a spammer or someone unscrupulous come across email. If you're sending out a newsletter, or a merged letter by post you wouldn't have your full address list or database included with that mail for all to see - so why do it with your email?
Backgrounds There is a great supply of backgrounds now available for use in various email programs - which help make your emails look more attractive and less boring. However, some backgrounds would be better used as wallpaper on your computer desktop and make it difficult to read email message you are sending. If you want to use them, keep them for family and friends, but stick with fairly plain backgrounds for business email. I like to use those that have a simple corner frame, or a side border with a pale background but never a background that has a print across whole of email that makes it difficult to read text. And if you are replying to an email that uses a background give some consideration as to whether it should continue to be there or whether background should be deleted before sending email response.