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Sending and Receiving Messages

Page history last edited by Suzanne Baschieri 15 years, 5 months ago

General email terms and Information: 

  • Address must be in the form of name@wherever.com, where name is the person's email name and wherever.com is the service provider.
  • CC means send a carbon copy. This can be useful when two people or groups are corresponding but a third party or group needs to be aware of what is being said.
  • bcc is a blind carbon copy. The recipient will not know that a copy was sent to some one else. Often, it is useful to send a copy to yourself for your own records.
  • Signature File is a name and address attached to the end of every email you send. Some people add a lot more than that. Need help with your signature file? See Signatures.
  • :-) Emoticons (or smileys) are the little faces used to indicate emotion in email. 
  • Subject Line is the field at the top of an email template in which the title or subject of the email can be typed.  It should be brief and provide a clue to the contents of the message.
  • Forwarding is typically used to send an emaiil to someone who wasn't on the original addressee list.  The entire message is usually forwarded.  You may forward an email to someone else or forward all of your email from one of your addresses to another. 

     

Some Helpful Guidelines:

  • Messages should be concise and to the point.
  • If you include a salutation in the message, use one you would normally use in traditional written correspondence.
  • Email is more conversational than traditional paper-based correspondence. However, people who do not know you will form an impression of you by reading your message.  Use proper grammar and punctuation (do not use punctuatin for emphasis). 
  • Keep your intended audience in mind and construct your message accordingly. 
  • Special characters, fancy fonts and colors are not read the same by all machines, so if possible, avoid using them.
  • Some systems cannot accept attachments or nontext files. It is wise to determine the capabilities of the recipient’s system before sending attachments.
  • Avoid abbreviations, jargon and acronyms unless you are certain those in the email conversation will understand them.
  • If you must add emphasis, you can (1) put an asterisk (*) before and after a word or short phrase, (2) capitalize the first letter of a word or the whole word (using uppercase letters is equivalent to shouting in email messages so use them sparingly), or (3) add extra exclamation marks.
  •  Include your printed name, title and contact information (frequently designated as a signature) at the end of your message. The way email addresses are written does not necessarily make it clear who is sending the message.
  •  If you get an email response and wish to keep the conversation flowing, do not start a new email message since this will lose the connectivity of the conversation. Simply reply and keep the exchanges together in the same message.
  • One of the advantages of email is that it can save paper if one does not print every message. Make an effort to save electronic messages on your computer and print only when necessary.
  • Remember that no email is private. Considering the open nature of the Internet, someone, somewhere probably has the ability to read your email. You have no control over what the recipient of your email does with your message. Do not send an email that you would not want to read in tomorrow’s newspaper.
  • Email messages are permanent even though you can “delete” them from your computer. Someone with skill and knowledge can retrieve them from the system.
  • Email is designed for convenience. Do not expect an immediate response.

 

Reply vs. Reply to All

  • When you use the option to Reply to an email message, you are replying to the sender only.  A copy of the original email will be included below your new message or response. 
  • When you choose the Reply to All option, you are replying to ALL original recipients of this message.  Use this option sparingly and make sure that your response is appropriate and necessary to send to all original recipients.

 

For more information on your specific email service please choose the appropriate link below: 

Hotmail

Gmail `

Yahoo!

  

If you don't find the answer to your question, want more or advanced information on a topic, need further clarification of a concept, would like to see another topic covered, or have any other comments or concerns, please contact:

Suzanne Baschieri

Consulting & Continuing Education Administrator

Alliance Library System

sbaschieri@alliancelibrarysystem.com

(309)694-9200 ext.2109

 

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