Etiquette. By JOHN ROY 4/8/14

Transcription

1 Etiquette By JOHN ROY 4/8/14

2 AGENDA Introduction Creating Responding to Tidbits Resources

3 INTRODUCTION

4 Poor Etiquette A long lists of addresses at the beginning of any A blank or useless SUBJECT line like Hi, Hello or Please Respond A cluttered message with multiple line breaks A request for a return receipt An with nested messages you must open each to get to the next

5 Poor Etiquette Sample Distribution Not Hidden Subject Useless & Not Cleaned Up Multiple forwards of personal Text Cluttered with ><

6 PROGRAMS Web Based ) AOL, Yahoo, Hotmail, NetZero, Gmail Program Resides on Web Must have Web Access to Use Standalone (Client) Outlook, Eudora, Thunderbird, Pegasus Program Resides on Computer Only need Internet to Download/Upload

7 Typical Functions Access and read incoming mail Save incoming mail in a file Print incoming mail Send new messages Reply to a message Include a file in a mail message Import/export into/from your mail

8 CREATING

9 Addresses (TO, CC, & BCC) TO - For people you are directly addressing. CC (Carbon Copy) for people you are indirectly addressing (FYI, CYA) BCC (Blind Carbon Copy) addresses not visible to anyone

10 Subject Line Always include a subject line Do not leave the Subject field blank Avoid using all caps or all small case Avoid terms such as Hi, Help or Please Respond A poor subject line may be misidentified as a spammer and your deleted.

11 Text Plain Text (ASCII) - safest, easiest and most compatible choice Rich Text provides additional standard formatting capability HTML provides all the fancy stuff

12 Message Use good letter writing practices Be concise and to the point Make your readable Type in complete sentences Create new paragraphs when the subject matter shifts. Avoid using Tabs

13 Formatting Avoid fancy fonts, colors, wallpaper, stationary Fancy formatting may result in unreadable Replying to a fancy format makes communicating unnecessarily difficult. Using large background graphics unnecessarily increases the file size If you use HTML stick with default fonts and simple formatting. Leave out the colorful backgrounds, scripty fonts and animated images

14 Capitalization Writing in all Caps is rude and considered yelling or screaming Use Caps for special emphasis when necessary Only use upper-case words when trying to make a point

15 Signatures Available in many programs Useful and quick Automatically inserted Don t overdo any fancy stuff Limit number of lines If a Signature File is not available always end message with something

16 Emotions and Abbreviations Text Emotions & Abbreviations Emotions: :-) :-( :'-( ;-) Abbreviations: <G>, LOL, IMHO, BTW Use sparingly Graphic (animated) Emotions Avoid them unless it is being sent to people you know well

17 Attachments Be aware of the size of file attachment If users are still on dial-up keep size less than 1MB For users on broadband try to limit size to 5MB Only send large attachments if expected by other party If you must send a large file then compress or use a large file website as an intermediary Recipients Considerations ISP and connection speed Data costs when using cell towers Mailbox quotas Does recipient have application to open file?

18 Before Hitting The SEND Button Don t use return receipts or the urgent flag Confirm addresses Check spelling and grammar Take the time to review your

19 RESPONDING TO

20 Reply & Forward Reply - only responds to addresses on the TO line Reply to All responds to all addresses in (except BCC) Forward preserves only the message, the addresses are deleted

21 Cleanup Received comes in many forms and shapes Take the time to clean up an you plan to resend Delete all personal addresses, signatures, etc. Delete all non relevant content Remove nested forwards Send from the original forward after cleaning up

22 Quotes & Threads Link to a previous on the same topic/subject Use a reply to keep the original message as a reference point. Trim irrelevant text but Include enough material from the previous to make your response meaningful

23 TIDBITS

24 Privacy Forget it assume that your is an open message like a postcard Employers are reading more employee than ever before The administrator can view all gets misdirected to unintended recipients Hackers can easily view If privacy is important then hand deliver or use snail mail

25 Time Wasters Chain Letters, Hoaxes & Rumors Jokes & other trivia Make certain the person you are sending it to wants it Don t pass along any special notices unless you know they are true (use Snopes to confirm) Flaming don t do it! Respect other people s time and bandwidth

26 Organization What can or can not be done is dependent upon your program Route or move into meaningful folders Save a copy of the you send for reference Flags - If your program provides this tool, use it to keep order

27 Miscellaneous Use cleanup utilities Use disposable accounts Use Group if supported Create additional free accounts Great for testing Disposable if it starts attracting too much Spam

28 Spam Count on it! Never respond or opt out, just DELETE! Utilities exist to minimize the amount of Spam received. Many ISPs have filters On line subscription services exist Standalone programs available SpamFighter, MailWasher, etc

29 Viruses Expect it! Use a good antivirus program & keep it updated Don t open attachments unless you are sure of the source Even an from someone you know could be infected. If in doubt delete it. You can always send a separate to your friend.

30 Phishing Expect it! masquerading as a trustworthy entity Friend, Bank Company you do business with, etc. Attempt to acquire sensitive information Usernames & Passwords Credit card & Bank Account information

31 Resources Snopes ( Check validity of informational Etiquette Compromised (HiJacked) Spam Filters

32 Questions