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EMAIL ETIQUETTE

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Title: EMAIL ETIQUETTE Author: USF ITS Last modified by: netteluser Created Date: 8/7/2008 9:35:59 PM Document presentation format: On-screen Show Company – PowerPoint PPT presentation

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Title: EMAIL ETIQUETTE


1
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2
EMAIL ETIQUETTE
  • WHAT YOU SHOULD KNOW BEFORE YOU CLICK
  • SEND

3
LETS TAKE A QUIZZ
  • How many characters should a subject line
    contain?
  • a. 40-60
  • b. 50-90
  • c. What is a character?

4
THE ANSWER IS A
  • 40-60. Although there is no written rule, an
    effective subject line should contain no more
    than 60 characters.
  • Readers tend to skip over or delete emails with
    long, drawn out subject lines.

5
  • An effective subject line should let the reader
    know what is in the body of the message.
  • For example
  • Vacation Request
  • Open Enrollment Begins 8/24
  • Next Sales Meeting 8/31

6
When composing an email message paragraphs
should
  • a. Be long and drawn out with lots of big fancy
    words so your colleagues think you are really
    smart.
  • b. Concise and to the point.
  • c. Have lots of run on sentences to make the
    reader think they are much more intelligent than
    the sender.

7
THE ANSWER IS B
  • Concise and to the point.
  • Short paragraphs are visually more appealing
    to read and more likely to hold the readers
    attention.
  • It is also a good practice to limit each email
    message to one topic.

8
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9
The best way to make several points in an email
is
  • a. Include all the points in one
  • paragraph.
  • b. Place each point strategically in
  • the message box and ask the
  • reader to connect the dots to
  • form a Star of David.
  • c. Use lists with bullets or numbers.

10
THE ANSWER IS C
  • Use lists with bullets or numbers.
  • The use of bullets or numbers helps to ensure
    important information is not lost in the body of
    an email message.

11
When sending an email you should only copy (cc)
  • a. Individuals who must receive the information.
  • b. The entire university.
  • c. Everyone on your friends and family calling
    plan.

12
The Answer is A
  • Individuals who must receive the
    information.
  • Although it is nice to be kept in the loop, it
    is not always necessary to cc everyone on the
    list.
  • Instead cc only the sender or anyone on the
    list who must receive the information in the
    email message.

13
HOW SHOULD I
  • RE RE RE
  • REPLY

14
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15
  • When making a reply or forwarding a message,
    delete the email addresses of those who will not
    receive your reply or forward.
  • This will help reduce the risk of spreading
    computer viruses and spam.

16
  • To save the reader time, include only the
    messages that pertain to the topic in need of a
    reply.
  • Long emails with many parts often confuse the
    reader.
  • Even color coded responses can be confusing
    and difficult to decipher if too many people are
    responding to the same message.

17
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18
Using the BCC Option
  • When emailing an announcement to a
    large number of recipients, use the BCC option on
    your email template.
  • Using this option will reduce the risk of
    spreading computer viruses.
  • BCC is also a useful tool when large groups of
    individuals need to be informed of a situation
    but do not necessarily need to respond (i.e.
    update on the health or death of a colleague,
    retirement announcement, etc.).

19
Bcc Can Still Be Forwarded!!!
20
REMEMBER
  • Emails are searchable records.
  • Do not say something in an email you would not
    say in a face to face meeting.
  • An email can be altered and forwarded.
  • When sending sensitive information, convert
    your message into a PDF or other hard to alter
    attachments.

21
Sometimes A Face to Face is More Appropriate
22
  • Know when an email will be counterproductive
    to the task at hand.
  • Complex situations or projects, involving the
    input of many, often require face to face
    meetings.
  • Conflict resolutions, contract agreements, or
    bringing projects to a close may require a
    meeting or at least a telephone conversation.

23
THINK Before you SEND
24
EMAIL ETIQUETTE
  • Use correct grammar and syntax.
  • Make sentences clear and use as few words as
    possible.
  • Pay attention to the tone of your message.
  • Without the help of speech inflections and
    facial expression, an email can be
    misinterpreted.

25
EMAIL ETIQUETTE
  • Do not type in all CAPITAL LETTERS. Using all
    capital letters implies the sender is SHOUTING!!!
  • Do not reply to email when you are angry.
  • You do not want to write something you will
    regret later.
  • Do not attach large files that are difficult
    to open. If you must, let the reader no what
    format you are using.

26
  • In the Jesuit Tradition
  • Lord let my words be sweet for some day I may
    have to eat them.
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