Email Etiquette IV

Written 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 andrepparttar use of backgrounds for your emails. The use of Bad language in emails will also be mentioned.

Many people do not understandrepparttar 109560 function ofrepparttar 109561 BCC field in their email programs. When you set up a new message, if you cannot viewrepparttar 109562 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 forrepparttar 109563 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 onrepparttar 109564 original addressee or distribution list. To use BCC in email means that recipients only see their address on received email and notrepparttar 109565 list of people that you've sentrepparttar 109566 email to.I often receive emails from people in business who put every single recipient address inrepparttar 109567 TO: or CC: fields, when in fact they should be placed inrepparttar 109568 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 acrossrepparttar 109569 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 readrepparttar 109570 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 acrossrepparttar 109571 whole ofrepparttar 109572 email that makes it difficult to readrepparttar 109573 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 whetherrepparttar 109574 background should be deleted before sendingrepparttar 109575 email response.

Email Etiquette V

Written by Kathie M. Thomas

This month Ill share on Setting up Mail groups and creating signatures for your email.

Creating a mail group might differ, depending onrepparttar program you use, but for this exercise well use Outlook asrepparttar 109559 program as it is a widely used email program. Why would you use a mail group? So that you dont have to go through your address book selecting everyone that belongs to a particular group or listing repparttar 109560 same person could be listed with several different groups. Far quicker when sending an email torepparttar 109561 whole list to just selectrepparttar 109562 name of that list instead.

If you click onrepparttar 109563 Tools menu, and select Address Book, then File, New Entry, you will see you have two choices: New Contact, or New Distribution list. Selecting Distribution List brings up a new window where you can name that list, and then select names from your address book to add to that list. Once completed, save and close and you will notice thatrepparttar 109564 new Distribution List shows in bold in your address book listing. Now, when you want to send to that group, you just select, or type,repparttar 109565 name of that group inrepparttar 109566 BCC field, notrepparttar 109567 TO field. Why? Because Outlook will proceed to grab allrepparttar 109568 individual addresses of each member of that group and enter them inrepparttar 109569 TO field when sendingrepparttar 109570 email every recipient will seerepparttar 109571 addresses ofrepparttar 109572 rest ofrepparttar 109573 group. Hence why it is important to use BCC even when using a group name.

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