Communicating through Email

• Correctly identify the fields when creating an email message.
• Be able to create an email message, including attaching a file.
• Be able to explain the basics of proper email etiquette.
• Explain the importance of following email etiquette.

Importance of Email

• Email, as well as other forms of electronic communications are sometimes viewed as temporary and thus unimportant.
• Like all other forms of communications, you are judged by others based upon how you use electronic forms of communications.
• Using email poorly, or not at all could
  • Damage your personal or professional reputation.
  • Cause missed opportunities.
  • Lead to discipline, or worse.
  • Look here, here and here
• Email is an essential part of communications in most organizations.
• On Campus for example
  • Most official correspondences are handled through your campus email account.
  • It is one form of information release (alerts can be sent to email)
  • Most official announcements are handled through email
  • Distribution lists are established for classes, majors, departments, ...
• You should check all of your organizational email accounts regularly.

Email Etiquette

• Part of this is from an article
• And some are from here
• First and foremost, THINK about what you are sending.
  • Would you put it on paper?
    • Someone might print it out!
  • Would you want it to last forever?
    • Most systems are backed up, and most people are capable of saving email messages.
  • Would you want it used in court?
    • System records are subject to subpoena.
  • Would you want it published?
    • Some records are subject to the sunshine laws.
• Don't "e-mail angry."
• Be careful with confidential information. (See above)
• Keep it clean.
  • Both in organization, you don't want to read something that is a mess.
  • And in content. (See above)
• Be clear in your subject line.
  • You want the recipient to read it, People receive tens to hundreds of email message a day.
  • And you don't want it caught in a span filter.
• Beware of the "reply all."
• Briefly introduce yourself.
• Your e-mail is a reflection of you.
• Be concise and to the point
• Answer all questions, and preempt further questions
• Use proper spelling, grammar & punctuation
• Pay attention to the TO, and CC fields.

What are the parts of composing an email message?

• TO: This is the email address(es) of primary person or persons to whom the message is addressed
• CC: (carbon copy) This is the email address(es) of other people who may be involved/interested in the contents of the message. (Think FYI)
• BCC: (blind carbon copy) This is the email address(es) of other person who will receive a copy, but the fact that they have received a copy is concealed from other recipients.
  • Use this when sending an email to a group of people where you don't want to share membership/emails with the group
  • Use it when you don't want the person bcc'd to be forced to acknowledge that they received a copy.
  • It also stops "reply all"
• Subject: Is important as discussed above.
• Body: as discussed above.
• There are many other fields in an email message header, but they are hidden from the user most of the time.
  • (Show original in g-mail)
  • These provide a full record of the transfer of the message between machines.
  • And times, computers, protocols,...

Attachments

• An attachment is a file, sent along with an email message.
• It is one means for transferring files between people or groups.
• The file format is maintained,
  • so it can be edited, updated, ...
  • Or in our case, I can see how you did things.
• Size is usually limited.
• In most email clients:
  • Find the attach button
  • Select the file you want to attach.
• Most etiquette sites suggest you limit the number of attachments.
• You should be careful of attachments
  • This is a common method for breaking computers (one way or another)
  • Don't open attachments from people you don't know/trust.
  • And be skeptical of unexpected attachments.

Finally, Some Safety Tips

• Be careful when you don't recognize the sender.
• Especially "Official" messages
  • Look at source address
  • Government messages come from .gov
• Threats could indicate a problem
  • If you don't send your credit card number now, you will be arrested
• Watch links,
  • Mail from target.com but the link goes to mymachine.fraud
• Watch for Phishing
  • Your account will be deactivated if you don't send your password to ...
    • If a systems person needs into your account, they have access.
    • If they need you to log in, they will have you show up in person, with an id.
  • You have won ....
  • I will give you $1 million later if you send me $4000 now
    • If it is too good to be true, it is not true!