As we blaze into new millennium, technology continues it’s rapid pace yet most people and businesses are not realizing consequence of e-mail. Even as we increase our level of electronic communication, so goes multitudes of new e-mail and internet users flooding bandwidth. Along with all this new hyper growth comes new internet-based abuses and challenges that affect all of us personally and professionally.
These days everyone receives too many e-mails. Unnecessary messages are annoying. The information contained in this article suggests ways to become a solution to pollution, decrease spam and allow routine users to have higher levels of electronic savvy. You’ll also find out through our Top Ten Starts and Top Ten Stops how to take necessary steps to protect e-mail addresses from potential abuses.
TOP TEN STARTS: 1.Deleting most e-mails when you do not recognize sender. 2.Compressing information down to concise points. 3.Identifying who you are in subject field. 4.Addressing distribution e-mails to yourself. 5.Placing addresses in Bcc field when sending distribution e-mails. 6.Being respectful of other’s e-mail privacy and time. 7.Cleaning up e-mails if your intent is to pass them along. 8.Educating yourself to increase your Internet savvy. 9.Forgiving others when they mess up. 10.Using spell check before sending e-mails.
TOP TEN STOPS: 1.Placing your entire e-mail database or lists into To or Cc field. 2.Using sarcasm and humor in some e-mails. 3.Opening e-mails with a “fwd” or “fw” in subject matter. 4.Using ALL CAPS or CAPS LOCK in your messages. 5.Writing anything you don’t want shared in public. 6.Changing e-mails addresses every so often. 7.Sending unnecessary attached files. 8.Sending messages using typical spam titles in subject field. 9.Passing along virus alerts. 10.Replying to spam.
TOP TEN STARTS:
1.START deleting most e-mails when not recognizing sender Due to huge amount of spam, along with on-going presence of virus’s embedded into e-mail messages, current trend today is to automatically delete any messages that you are not certain who sender is. Purge your “deleted items” folder often.
2.START compressing information down to concise points Keep your messages short, concise and to point. In other words, have a point then get to it. Most users do not enjoy reading lengthy messages or novels on their screens and they have a tendency to delete or ignore these type of messages. See additional information about information compression by clicking here or clicking your browser to: http://www.enspiron.cc/article.asp?ID=1
3.START identifying who YOU are in subject field Make sure recipient knows your e-mail address or is expecting your e-mail. If I am speaking to a client on phone and following up via e-mail, I’ll alert client to my forthcoming message or reference phone call in subject field.
4.START addressing distribution e-mails to yourself Each receiving recipient sees only two e-mail addresses of which both are yours. It will be seen on receiving end like this: To: “Your e-mail address” Fr: “Your e-mail address” And . . .
5.START placing addresses in Bcc field when sending distribution e-mails It is a discourtesy to give out someone's e-mail address. When you send an e-mail message to multiple people and use To or Cc to address message, everyone sees each other's e-mail address.
Creating A Bcc (Blind Carbon Copy) Field: To send a message without recipient's name showing: In a message, click To. In Type name or select from list box, type name, or click Find. In Name list, click name, and then click Bcc. Click Send. Or . . . You can display Bcc box in all new messages that you compose. If Word is your e-mail editor, in a new message, click arrow to right of Options button, and then click Bcc. If you are using Outlook e-mail editor, in a new message, on View menu, click Bcc Field. If Bcc field isn't visible when you create a new message, you can add it.
6.START being respectful of other’s e-mail privacy and time Everyone is very busy and most place a high level of significance on their time and privacy. Be respectful by applying things learned in this article and by sharing this valuable information with others. 7.START cleaning up e-mails if your intent is to pass them along We’ve all seen it, folks who view an e-mail and want to pass it along so they automatically click “forward.” In To field they click in their entire e-mail database and hit send. Instead, stop pollution by (a) click “forward” on tool bar (b) remove all fwd’s, message headers and anyone’s e-mail address that may appear (c) place your own e-mail address in To field and (d) place e-mail addresses you want to send message to in Bcc field.
8.START educating yourself to increase your Internet savvy Educate yourself on proper uses of Internet and stop with excuses such as “It’s too late to teach an old dog new tricks.” An easy way to educate yourself is to search out on various search engines for information about Internet Pollution or e-mail etiquette. Your company might consider “E-Mail Essentials,” a significant half day training offered by author through The Enspiron Training Company.
9.START forgiving others when they mess up Almost daily, I receive e-mail messages from acquaintances that violate most of information contained in this article. Instead of spending useless energy registering a complaint or ignoring it, I politely make a specific request for them to change what it is they are doing and why. If you’re going to be part of pollution solution then provide suggestions on “what they should do.” 10.START using spell check before sending e-mails Using your built in spell checker is a sure way to avoid embarrassments, especially when communicating professionally. Don’t compromise your messages, use spell check.