Every Email sent is a statement.
By 2005 35 billion Emails were exchanged each day, today 60 Billion Emails Sent Daily Across the Globe.
The use of Email and the Internet is a fantastic technology but the ease with which people can send and receive messages has potentially serious implications. Employees frequently use Email to chat to colleagues, to draw aspersions and to distribute sensitive company information. Any of these activities can easily result in you, the employer, being held liable for a claim from a third party, for anything from defamation to breach of copyright.
Email-Backup.com makes no difference whether your business is large or small - the same types of risk are still faced.
We provide a simple but powerful solution that will become a critic evidence when needed.
Each time you send an important email you will send a CC* to your account at Email-Backup that will be you life evidence.
Electronic information is potentially admissible before courts of law, although evidential weight is called into play. Email that is centrally managed and stored in a way that cannot be tampered with improves its evidential weight. This increases an organization's chances of being able to use email evidence offensively in litigation rather than being limited to having email used against it.
By 2005 35 billion Emails were exchanged each day, today 60 Billion Emails Sent Daily Across the Globe.
The use of Email and the Internet is a fantastic technology but the ease with which people can send and receive messages has potentially serious implications. Employees frequently use Email to chat to colleagues, to draw aspersions and to distribute sensitive company information. Any of these activities can easily result in you, the employer, being held liable for a claim from a third party, for anything from defamation to breach of copyright.
Email-Backup.com makes no difference whether your business is large or small - the same types of risk are still faced.
We provide a simple but powerful solution that will become a critic evidence when needed.
Each time you send an important email you will send a CC* to your account at Email-Backup that will be you life evidence.
Electronic information is potentially admissible before courts of law, although evidential weight is called into play. Email that is centrally managed and stored in a way that cannot be tampered with improves its evidential weight. This increases an organization's chances of being able to use email evidence offensively in litigation rather than being limited to having email used against it.
What is Email?
The shortened term for electronic mail is either "e-mail" (with a hyphen) or "email." It is important to remember when corresponding with European users that the term "email" means "enamel" in German and French. However, either spelling is correct in the United States. It is used in this class without the hyphen.
The advent of email just a few years ago has revolutionized the world of correspondence. People who don't have the time to sit down, write a letter, put it in an envelope, buy a stamp, and send it through "snail mail" are using email to connect with family, friends, and business associates on a daily basis.
But email is not private. When writing an email, it is best to assume that everyone in the world will read it. Do not send anything via email that you do not want posted on the front page of a newspaper or read on the evening news or posted to your company's bulletin board.
Mail administrators (the people who manage email systems) have access to all emails posted on the system. Some companies monitor email to make sure employees aren't wasting company time or divulging company secrets. Be professional and careful about what you say.
If you want to send personal email messages, it is best not to use your company email account. If you are using a school system, you should not use it for commercial or proprietary work.
Components of an Email Message
It is difficult to talk about writing good online communication without first discussing the components of an email message. While the content of a message is where most of the miscommunication occurs, there are elements of the email that you should pay close attention to.
Whether you are sending a private email, posting a message to a mailing list; or participating in a bulletin board, the key components of the message are basically the same. Take a look at the sample of a simple email message below.
Simple Email Message
Let's talk about the components of an email message.
To: Receiver's name and email address
· You need the name and email address of the person who is to receive the message. It is very important to make sure that the email address is typed correctly. Some email programs do not display the names of all of the individuals who are receiving a message, especially if the sender is using a distribution list. If the message begins with a salutation indicating who is receiving the message, it helps the recipient.
· If you are sending an international email message to someone with whom you have not had many personal dealings and are still on a formal basis, it is best to be formal and address the individual with the standard business greeting. For example, you might address a business constituent in France as Monsieur Chevalier. The International Addresses and Salutations site will provide you with some samples of international salutations. (http://www.bspage.com/address.html).
From: Sender's name and address
· When you send a messagel, your email address automatically appears in the From line. However, if you want to indicate to the sender that the message comes from you and someone else, you would put both email addresses in the From line.
Subject: Subject of the email message
· Your subject should be concise, informative and short. A recipient's inbox will show who sent the message, the date and time it was sent, and the subject line. Some screens limit the number of characters. The subject line should tell the recipient what the message is about and if action is being requested. For example: "Send signed contract" or "FYI - price increase." Never leave the subject line blank. Recipients are very likely to delete a message without a subject line.
· It is important that your subject is not misleading. Also, many email programs will allow you to flag your message as "urgent" by inserting a red flag or some other symbol next to the message. Use this feature sparingly. If you are viewed as someone who thinks everything is urgent, your recipient may begin to disregard the red flags.
Copies: Copies sent
· Send copies of a message only to those who need a copy. People receive so much email and find it a waste of time to read copies of messages that do not directly affect them.
· If you are sending a copy of a message to a third party, you need to decide if your message is a cc (meaning all recipients will see who is receiving a courtesy copy of the message) or a bcc (meaning a blind courtesy copy of the message is going to a third party whose identity is known only to the sender).
· Be careful when using the bcc feature. Blind copies can imply that you are going behind someone's back. When in doubt, forward a copy of an email message.(Most email programs allow you to keep copies of the messages you sent.) When you forward a message, insert an explanation for the copy at the top.
Attachments: Attached file(s)
· Your email message should indicate if an attachment is being sent with your message and what it is. The explanation should be clear. Also, if you are not using a standard software program that is easily identifiable by the filename of your attachment, then you should let the recipient know with which program you used to create the attachment. For example, .doc, .xls, .ppt are common extensions (.doc = Microsoft Word; .xls = Microsft Excel; .ppt = Microsoft PowerPoint).
· Do not send an attachment when you can easily include the information in a message. Downloading and opening attachments requires additional steps by the recipient. Also, note the size of the attachment. Some email programs cannot accommodate long documents. Many systems limit the size of an individual's account. Attachments can fill up a person's email box making it impossible for them to receive any more email. This is considered "bandwidth theft" and should be avoided. When in doubt, communicate with the recipient ahead of time about the email software they have.
· When you are creating a document in a word processing program and the document does not require a lot of formatting, sometimes it is better to save the file in a text (.txt) format or a rich text format (.rtf). An "rtf" file will keep some of the basic formatting features intact (i.e. bold, underline, center, etc.).
· Before sending your attachment, be sure to scan it for viruses. Your computer should have a virus checker, and you should update it regularly. New viruses are created all the time. Some of these viruses can destroy all of the data on your computer.
Salutation/Greeting
· When you see someone you know, don't you usually have some way of saying hello? Maybe you smile, or nod, or wave. Thus, when composing email messages, you should also say hello before you begin talking.
· In a casual situation, it is recommended that you skip the formalities and begin with the person's first name. "Hi Lynne," or "Lynne," would be acceptable.
· If you normally address a person as Mr/Miss/Mrs./Miss, then you should include the title in your salutation. If you are sending your message to several private email addresses or to a group, then your salutation at the beginning of the message should indicate that. For example: Hello Alex, Pat, and Cory. If you are sending to a list or group, you might want to use a greeting like the following: Hello members of the marketing committee.
Closing and Signature Line
· It is also important to end your email with a closing word(s).
· A simple "Thanks" or "Best regards" will usually suffice. If your email is a formal business message, then it is sometimes safer to use a more formal close like "Sincerely" or "Yours truly." This is especially true when you are sending international email messages. Business people in Japan or Europe might be more comfortable with a formal closing. It is always best to be conservative.
· Avoid abbreviated expressions (THX = thanks, or TTFN = ta ta for now, or CUL = see you later) unless you know the recipient well.
· Your signature line takes the place of your business card, and many email software programs allow you to have different signature lines for different circumstances. The rule of thumb is that the signature line should not be longer than four or five lines. Your signature line should include contact information, fax number, website address, and any other information you would include on a business card. It is also a good idea to include your job title and the name of your company. It may not be necessary to include all this information if you are sending email messages to others in your own company. On the other hand, if you are asking a co-worker to telephone you, it is common courtesy to provide the phone number to save them the trouble of looking it up.
Body
Of course, the body of the email message is equally important. We will discuss that in more detail in the next section of this module, Rules and Guidelines.
The shortened term for electronic mail is either "e-mail" (with a hyphen) or "email." It is important to remember when corresponding with European users that the term "email" means "enamel" in German and French. However, either spelling is correct in the United States. It is used in this class without the hyphen.
The advent of email just a few years ago has revolutionized the world of correspondence. People who don't have the time to sit down, write a letter, put it in an envelope, buy a stamp, and send it through "snail mail" are using email to connect with family, friends, and business associates on a daily basis.
But email is not private. When writing an email, it is best to assume that everyone in the world will read it. Do not send anything via email that you do not want posted on the front page of a newspaper or read on the evening news or posted to your company's bulletin board.
Mail administrators (the people who manage email systems) have access to all emails posted on the system. Some companies monitor email to make sure employees aren't wasting company time or divulging company secrets. Be professional and careful about what you say.
If you want to send personal email messages, it is best not to use your company email account. If you are using a school system, you should not use it for commercial or proprietary work.
Components of an Email Message
It is difficult to talk about writing good online communication without first discussing the components of an email message. While the content of a message is where most of the miscommunication occurs, there are elements of the email that you should pay close attention to.
Whether you are sending a private email, posting a message to a mailing list; or participating in a bulletin board, the key components of the message are basically the same. Take a look at the sample of a simple email message below.
Simple Email Message
Let's talk about the components of an email message.
To: Receiver's name and email address
· You need the name and email address of the person who is to receive the message. It is very important to make sure that the email address is typed correctly. Some email programs do not display the names of all of the individuals who are receiving a message, especially if the sender is using a distribution list. If the message begins with a salutation indicating who is receiving the message, it helps the recipient.
· If you are sending an international email message to someone with whom you have not had many personal dealings and are still on a formal basis, it is best to be formal and address the individual with the standard business greeting. For example, you might address a business constituent in France as Monsieur Chevalier. The International Addresses and Salutations site will provide you with some samples of international salutations. (http://www.bspage.com/address.html).
From: Sender's name and address
· When you send a messagel, your email address automatically appears in the From line. However, if you want to indicate to the sender that the message comes from you and someone else, you would put both email addresses in the From line.
Subject: Subject of the email message
· Your subject should be concise, informative and short. A recipient's inbox will show who sent the message, the date and time it was sent, and the subject line. Some screens limit the number of characters. The subject line should tell the recipient what the message is about and if action is being requested. For example: "Send signed contract" or "FYI - price increase." Never leave the subject line blank. Recipients are very likely to delete a message without a subject line.
· It is important that your subject is not misleading. Also, many email programs will allow you to flag your message as "urgent" by inserting a red flag or some other symbol next to the message. Use this feature sparingly. If you are viewed as someone who thinks everything is urgent, your recipient may begin to disregard the red flags.
Copies: Copies sent
· Send copies of a message only to those who need a copy. People receive so much email and find it a waste of time to read copies of messages that do not directly affect them.
· If you are sending a copy of a message to a third party, you need to decide if your message is a cc (meaning all recipients will see who is receiving a courtesy copy of the message) or a bcc (meaning a blind courtesy copy of the message is going to a third party whose identity is known only to the sender).
· Be careful when using the bcc feature. Blind copies can imply that you are going behind someone's back. When in doubt, forward a copy of an email message.(Most email programs allow you to keep copies of the messages you sent.) When you forward a message, insert an explanation for the copy at the top.
Attachments: Attached file(s)
· Your email message should indicate if an attachment is being sent with your message and what it is. The explanation should be clear. Also, if you are not using a standard software program that is easily identifiable by the filename of your attachment, then you should let the recipient know with which program you used to create the attachment. For example, .doc, .xls, .ppt are common extensions (.doc = Microsoft Word; .xls = Microsft Excel; .ppt = Microsoft PowerPoint).
· Do not send an attachment when you can easily include the information in a message. Downloading and opening attachments requires additional steps by the recipient. Also, note the size of the attachment. Some email programs cannot accommodate long documents. Many systems limit the size of an individual's account. Attachments can fill up a person's email box making it impossible for them to receive any more email. This is considered "bandwidth theft" and should be avoided. When in doubt, communicate with the recipient ahead of time about the email software they have.
· When you are creating a document in a word processing program and the document does not require a lot of formatting, sometimes it is better to save the file in a text (.txt) format or a rich text format (.rtf). An "rtf" file will keep some of the basic formatting features intact (i.e. bold, underline, center, etc.).
· Before sending your attachment, be sure to scan it for viruses. Your computer should have a virus checker, and you should update it regularly. New viruses are created all the time. Some of these viruses can destroy all of the data on your computer.
Salutation/Greeting
· When you see someone you know, don't you usually have some way of saying hello? Maybe you smile, or nod, or wave. Thus, when composing email messages, you should also say hello before you begin talking.
· In a casual situation, it is recommended that you skip the formalities and begin with the person's first name. "Hi Lynne," or "Lynne," would be acceptable.
· If you normally address a person as Mr/Miss/Mrs./Miss, then you should include the title in your salutation. If you are sending your message to several private email addresses or to a group, then your salutation at the beginning of the message should indicate that. For example: Hello Alex, Pat, and Cory. If you are sending to a list or group, you might want to use a greeting like the following: Hello members of the marketing committee.
Closing and Signature Line
· It is also important to end your email with a closing word(s).
· A simple "Thanks" or "Best regards" will usually suffice. If your email is a formal business message, then it is sometimes safer to use a more formal close like "Sincerely" or "Yours truly." This is especially true when you are sending international email messages. Business people in Japan or Europe might be more comfortable with a formal closing. It is always best to be conservative.
· Avoid abbreviated expressions (THX = thanks, or TTFN = ta ta for now, or CUL = see you later) unless you know the recipient well.
· Your signature line takes the place of your business card, and many email software programs allow you to have different signature lines for different circumstances. The rule of thumb is that the signature line should not be longer than four or five lines. Your signature line should include contact information, fax number, website address, and any other information you would include on a business card. It is also a good idea to include your job title and the name of your company. It may not be necessary to include all this information if you are sending email messages to others in your own company. On the other hand, if you are asking a co-worker to telephone you, it is common courtesy to provide the phone number to save them the trouble of looking it up.
Body
Of course, the body of the email message is equally important. We will discuss that in more detail in the next section of this module, Rules and Guidelines.
