Email Etiquette IV

Email Etiquette IV

by: Kathie M. Thomas

Further to my previous issues this subject continues part IV. This month Iกll share on Blind Carbon Copy (BCC) field and the use of backgrounds for your emails. The use of Bad language in emails will also be mentioned.

Many people do not understand the function of the BCC field in their email programs. When you set up a new message, if you cannot view the BCC field after TO: and CC: then click on View to see if you can add it to your current view, or check your Help file for the program you use for assistance.BCC is an old typing term กBlind Carbon Copyก. It means a copy of a letter or document that is being sent to someone not showing on the original addressee or distribution list. To use BCC in email means that recipients only see their address on received email and not the list of people that youกve sent the email to.I often receive emails from people in business who put every single recipient address in the TO: or CC: fields, when in fact they should be placed in the BCC: field. Your distribution list should be kept private so you are not exposing firstly, who your clients are, and secondly, their email addresses, should a spammer or someone unscrupulous come across the email. If you’re sending out a newsletter, or a merged letter by post you wouldn’t have your full address list or database included with that mail for all to see so why do it with your email?

Backgrounds

There is a great supply of backgrounds now available for use in various email programs which help make your emails look more attractive and less boring. However, some backgrounds would be better used as wallpaper on your computer desktop and make it difficult to read the email message you are sending. If you want to use them, keep them for family and friends, but stick with fairly plain backgrounds for business email. I like to use those that have a simple corner frame, or a side border with a pale background but never a background that has a print across the whole of the email that makes it difficult to read the text. And if you are replying to an email that uses a background give some consideration as to whether it should continue to be there or whether the background should be deleted before sending the email response.

Bad Language

On occasion over the past few months Iกve noticed some messages with bad language posted to online discussion groups that are usually maintained for business purposes, i.e. those groups that are designed to assist people with their line of business. Whilst I appreciate that we all get annoyed with some things I really do not feel that bad language has a place in a public forum that is used for business. Perhaps this might be an old fashioned value but I doubt that people would write a business letter using bad language so I cannot understand them doing the same when posting a message to a business group. Think carefully when writing your email is the language you are using something that might offend another person? Could the message get in front of someone youกd like to do business with? How would you like them to think of you? It only takes a moment to think about what you’re written and to read it again before sending it on.

I hope you have found these tips for Email Etiquette interesting and thoughtprovoking.For any assistance relating to the use of email please feel free to contact our team.

About The Author

Article reprinted by permission Kathie M. Thomas, Founder กA Claytonกs Secretaryก. Kathie is a multiple award winner in her industry as a Secretary and Virtual Business Operator, and has 30 yearsก experience in the secretarial/ administrative field. www.asecretary.com.au

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This article was posted on February 09, 2004

by Kathie M. Thomas

Email Etiquette

Email Etiquette

by: Rose DesRochers

Today we are going to discuss one of my pet peeves, and learn about email etiquette. Those who don’t BCC send, an email nightmare. When you send your friends an email showing all email in the to: or CC line and those people forward that email to their address book of friends, suddenly 500 people now have your friends email addresses.

These email addresses remain in the email, because most people don’t do their part to edit them out. So when you forward an email that has 200 emails in the two field and your friend forwards it on to 300 of their friends. You now have an email with 500 emails.

Today I received just that email and I was able to harvest 500 email addresses from that one email that was carelessly sent by a friend of mine. So now 500 people I didn’t know had my email address. Ever wonder why you receive so much spam, adds to enlarge your penis or adds saying you have been approved for a mortgage? This is one reason. I do not believe for one moment that you would hand out your friends home address or phone number to people that you don’t know? The same consideration should really be taken into thought when sending out email.

You have the resources right there at your finger tip to protect your friends and family from spammers, stalkers, etc. So please use the BCC, instead of To or CC when sending group emails. Don’t ever give out another personกs email address without their permission.

Like I said above an email address should be treated just as a phone number or home address is treated.

So how does on BCC send. I have collected a few resources to help you.

How to BCC send in Yahoo http://help.yahoo.com/help/us/mail/send/send01.html

How to BCC send in hotmail

Example:

If you were to enter these email addresses:

‘to:ก [email protected]

กCC:ก

กBCC:ก[email protected] , [email protected], [email protected]

Each recipient will receive a copy of your email but it would look like this

From: กYour Name hereก .

To: [email protected]

Cc:

How to BCC send in Aol

http://help.channels.aol.com/article.adp?catId=1&sCId=105&sSCId=1051&articleId=217065

How to BCC send in outlook

http://support.microsoft.com/default.aspx?scid=kb;enus;299804

How to BCC in Netscape

http://wp.netscape.com/browsers/using/messenger/autobcc.html

How to BCC in juno

http://www.juno.com/contact/brand.html?next=http://www.juno.com/support/40/miscbcc.html

How to BCC in MSN Explorer

To add Bcc: recipients to a message in MSN Explorer:

• Click on More on the Write Email screen.

• Select Show Bcc:

Then use the Bcc: field like the To: field.

I hope this article was of some help. Now please do your part in helping spam stay out of my inbox, as well as your friends and family inbox by BCC sending.

About The Author

Rose is a published author from Canada Ontario and is also the founder of http://www.todayswoman.net a community for men and women over 18, where writers/poets/columnists meet and exchange ideas, contest, rate and review and help each other succeed in the writing industry. Check out Roseกs first poetry book กShe is like the wind ก here and purchase poetry that is sure to be a world of emotion on a canvas that is her soul.

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This article was posted on March 28

by Rose DesRochers