Email Image Email Efficiency

People form an idea of what you are like by the way you ! Create groups or distribution lists to streamline sending
communicate with them. Regularly ask yourself what
impressions are you creating through your email address,
language, message style, spelling, signature and the
timeliness of your communication.
Subject Title
! Always include a subject title and avoid vague single
word subject titles like “Information” or “Hi there”.
! Descriptive and accurate subject titles make filing and
retrieval easier. Will you know what the email contains by
looking at its title next month?
! When replying, rename titles that do not accurately reflect
the current email conversation. Prefix the old title with
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emails to friends or colleagues.
Helping you work more effectively
! Use templates for frequent or similar emails.
! You may wish to ask one question per message as some
people forget all but the first or last question.
Checklist for Sending an Email
! If you are cc'ed or bcc'ed on email conversations, but
don't need to be, ask to be removed from their list. ]Does the subject title accurately reflect the content?
! Be selective about which email lists you subscribe to, ]Do all recipients really need to receive your email?
unsubscribe when they’re no longer useful to you. ]Have you checked your spelling and grammar?
! If someone you know sends you messages you don't want ]Will the reader understand any acronyms and
(e.g. hoaxes & jokes), politely ask them to stop. abbreviations you have used?
!
Use filters or rules in email programs to prioritise
]Have you checked for any unintended double meaning?

messages (and to remove Spam!).

WAS: to maintain continuity. ]Re-read your email to check it makes sense and
! If a message is important include the word IMPORTANT: emphasises the most important points.
at the beginning. Receiving, Replying & Forwarding Tips ]Have you said anything that you would not say to
! Let people know how long they should expect to wait for a someone's face? If you were angry when you wrote the
Composing a Message response, especially if you do not respond to/check your email consider waiting before you send it.
! Try to compose short paragraphs that focus on one topic email daily.
at a time. If you have questions list these at the end for ! Delete all SPAM (junk email) before reading new emails.
emphasis. ! Read all new emails before replying to any of them as you Smilies (Emoticons)
! Do not use formatting, especially font sizes, tables and may have received new emails indicating a response is no These combine letters and keyboard symbols, that are read
colours, these may not display correctly on another longer needed. sideways, to convey emotion, gestures, or expressions.
computer. Instead use * asterisks* or /slashes/ or ~other ! Give the sender the benefit of the doubt and clarify the Their use should be restricted to livening up informal
characters~ to emphasise text. communications in otherwise unemotional messages. TIP:
tone of an email (via phone or email) before addressing Many smilies can be typed without noses to make mini
! Symbols (e.g. ® and accents) do not display on all any adverse points. smilies. E.g. :-) changes to :)
computers - use alternatives, e.g. (R) not ®. ! Think twice before using Reply to all - ask yourself if
! :-) happy (:-) big happy face
Include the http:// when typing a web site address so, if everyone needs to be included in the reply. :-D laughing :'-) crying with joy
possible, the recipient can click on the link. ! Include any additional comments above the original ;-) wink. ,-} wry and winking
! Put web links on their own line to avoid the link being :-7
message when forwarding a message. :-> devilish after a wry statement
'cut' and consequently not working. :-e disappointed
! ! Instead of quoting the whole message in your reply select :-( sad
Try to leave a blank line between paragraphs and :-< very sad :-I indifferent
greetings to make messages easier to read. relevant portions and put these on separate lines or within
:'-( crying :-\ undecided
! Avoid adding postscripts (P.S.) because people will often “quotation marks”.
(:-( frowning |-O yawning/snoring
fail to read beyond your sign off. ! When clarifying a quoted message enclose your own :-o shocked :-s after bizarre comment
! Ask yourself “Could this message be misinterpreted?” words in [square brackets/braces]. :-t cross :-x “my lips are sealed"
Emails tend to be brief and to the point, lacking ! Re-read messages to ensure that you have answered all :-@ screaming :-& tongue-tied
intonation and body language, this places extra emphasis questions and quote the original questions before your :-O yelling :-p sticking tongue out
on the content. answers. :-X bow tie $-) just won lottery

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© Fiona & Scott Spence 2003, published by Crazy Colour.
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Terms and Definitions List Moderator
Person who manages an email list and controls the postings of
Netiquette (Internet Etiquette)
Acceptable practice for using Internet resources including email
Attachments messages to ensure conformity with the topic.
Files that are sent with emails, these may include the email and mailing lists. We suggest you:
Lurker ! Compose emails carefully as they are a permanent record of
message itself, a picture or document. Someone who subscribes to a discussion list but does not post.
! Don't attach large files (over 1 megabyte) without asking the Tip: Lurking is a good way to familiarise yourself with lists or your communication that can be forwarded to others.
recipient first. new discussions. ! Remember to greet your recipient(s) and that your first
! Confirm important attachments have arrived, some are stripped Moderated Discussion List sentence will set the tone of your entire message. Also sign or
from messages for security reasons. close off to ensure that the email is cordial and succinct.
Mailing list where a list moderator approves all posts.
! Mention that you have included an attachment, and why, in ! Don't write in ALL CAPS as this is considered shouting in an
your message. Mailing List/Discussion List
A collection of people who have asked to receive regular email email.
BCC discussions on a particular topic, and to which they can submit ! Use an international word based date format, e.g. write 5th
Blind Carbon Copy, used to copy an email to recipients without messages. December 2003 not 5/12/03 nor 12/5/03.
the main addressee(s) knowing. Tip: Do not email the list directly to unsubscribe, send an email
Tip: Use BCC when emailing a message to a large number of ! Remember that measurements, currency and spellings vary
to the automated address that you used to subscribe and include
recipients so that they do not have the inconvenience of receiving the word "unsubscribe" in the email body (and/or subject line). internationally.
a long list of everyone else's email addresses. ! Take into consideration culture and language differences when
Bounced Message Email Acronyms/Abbreviations writing, e.g. colloquial phrases etc.
A returned email message that can't be delivered. Used in informal email messages these can speed up writing. ! Use smilies to emphasise emotion, not to replace emotive text,
Cross-post Tip: Ensure the recipient also understands their meanings! e.g. write “I am happy :-)” not just “:-)”.
To send identical email messages to several discussion groups or 2L8 too late Post/Posting
forums. To add a message to a mailing list, or the message itself.
AAMOF as a matter of fact
Digital Signature AFAIK as far as I know Signature (sig.)
This is a digital code that is attached to electronically transmitted
data to guarantee the authenticity of the sender, not to be B4N bye for now Up to 5 lines of text placed at the end of a message to provide the
confused with an email Signature (see far right column). BTW by the way reader with the author's contact information, favourite quote etc.
When composing your signature ask yourself:
Filters CMIIW correct me if I'm wrong
These identify messages by subject line or sender, e.g. to prevent CUL see you later
! Does it include alternative contact details?
spam from reaching your inbox. ! Is it appropriate and current? If you are making a quick
FWIW for what it's worth
Flame comment, including phone, fax, telex & home numbers may
IAC in any case
Large group reaction in response to an inappropriate or extreme not be necessary.
comment in a discussion group. IMHO in my humble opinion ! Is it appropriate for both personal and work correspondence or
IKWUM I know what you mean should you have alternative signatures for various recipients?
Header
The part of an email message that contains information about its IOW in other words Subscribe
delivery details. KWIM know what I mean To join a mailing list.
Junk Mail (Spam) LOL laughing out loud
Thread
Unsolicited bulk email or unsolicited commercial email, OTOH on the other hand
considered bad netiquette. A series of messages on a particular
ROTFL rolling on the floor laughing topic with the same subject line,
List Address TIA thanks in advance
An email address used to distribute a message to a group of often in a larger group with many
people. TNX thanks contributors.
TTYL talk to you later 9 781904 782018
Version em-009 (September 2003)

© Fiona & Scott Spence 2003, published by Crazy Colour. RRP: UK£4.95, ISBN: 1-904782-01-9 Visit www.crazycolour.com/cards for a range of Crazy Colour Cards.