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Email Etiquette 101

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Electronic mail or e-mail is a system of world-wide ... Talkative. Test your e-mail knowledge. What are the five things that every. e-mail should include? ... – PowerPoint PPT presentation

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Title: Email Etiquette 101


1
E-mail Etiquette - 101
  • Created by Kristy Watkins - Carter

2
What is e-mail?
  • Electronic mail or e-mail is a system of
    world-wide electronic communication in which a
    computer user can compose a message at one
    terminal that is generated at the recipient's
    terminal when he or she logs in.

3
Guidelines
  • Follow these guidelines
  • Have a subject
  • Get straight to the point
  • Spell check
  • Email only necessary parties
  • Include a signature
  • Disclaimer (optional)

4
Subject
  • Every email should include a subject
  • Subject should allude to the body of the message
  • Subject should be short and to the point
  • Certain subjects can be in all caps to draw
    attention to the e-mail

5
Getting to the Point
  • Recommendations
  • Dont write a novel
  • Use only information relevant to the subject
  • Use acronyms with people who are familiar with
    the meaning. When in doubt spell it out!

6
E-mail check
  • Spell check all e-mails before sending them out
  • Proofread your entire message before hitting the
    send button
  • Make sure all files are attached before sending
  • If you are unsure about grammar, just copy and
    paste the message into MSWord to check

7
The e-mail goes to
  • Email only necessary parties
  • You should not send an email to a distribution
    list if you are only intending for one person to
    respond or read the email.

8
The Signature
  • Sample signature
  • Timothy Brown
  • timothybrown_at_myemail.com
  • Title (optional)
  • Association (optional)

9
Disclaimer
1 of 2
  • Purpose
  • Disclaimers can reduce the liability on an
    individual, company, or organization to be sued
    for flaming or libelous information sent via
    electronic mail.
  • Uses
  • Legal
  • Marketing

10
Disclaimer
2 of 2
  • Example
  • This message is intended only for the named
    recipient. If you are not the intended recipient
    you are notified that disclosing, copying,
    distributing or taking any action in reliance on
    the contents of this information is strictly
    prohibited.

11
E-mail terminology
1 of 3
  • Flaming is an e-mail message, either public (to
    a list) or private, meant to offend, usually in
    response to something the flamer does not agree
    with. Its an argument via email.

12
E-mail terminology
2 of 3
  • Offline notice a notice to everyone that you
    will not be in to check your e-mail. An offline
    notice should be short and to the point.
  • Example
  • Subject Offline or Out of office
  • Message I will be offline from (dates). I
    can be reached at (phone number).

13
E-mail terminology
3 of 3
  • STOP YELLING AT ME!
  • Shouting
  • Typing and e-mail or texting in all CAPS

14
Turn around time
  • All e-mails and phone messages should be returned
    within 48 hours.
  • Example
  • I have received your email however, I am
    unable to give you a detailed response at this
    time. Please allow me the opportunity to respond
    later. Thank you.

15
More about e-mails
  • Dont ignore an e-mail make sure that you read
    the e-mail for content make sure that you
    understand the message before you delete it.
  • Never assume that your e-mails are confidential.

16
Reply to e-mails
  • If someone sends you an e-mail that requires a
    response, you should reply and send the
    information upon the senders request.

17
Other E-mail Tips
  • Be aware of Fraud mail
  • Dont open attachments from unfamiliar places
  • Make sure you attach your files before you send
    the message
  • Add all addresses to your address book
  • Check your e-mail frequently
  • Create folders for special e-mail messages
  • Create a separate e-mail account for non business
    related mail
  • Save sent items to a CD

18
Emoticons
  • -)
  • -)
  • -(
  • -)
  • gt-gt
  • -
  • -O
  • - 1
  • -\
  • - 0
  • Basic smiley
  • Winking
  • Unhappy
  • Drooling
  • Devilish
  • Tongue tied
  • Yawning
  • Whatever
  • Tired
  • Talkative

19
Test your e-mail knowledge
  • What are the five things that every e-mail
    should include?
  • What is it called when a person sends an e-mail
    in all CAPS?
  • How can you avoid receiving flames?
  • How often should you respond to e-mails?
  • Should a person reply to all e-mails? Explain.
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