Email and Newsgroup Etiquette

Email and Newsgroup Etiquette

by: Sharon Housley

Email Etiquette

In order to effeciently communicate on the Internet it is critical to understand the unwritten rules of email communication. Please use these tips as a guideline to online email communication.

1.) Unless you are using encryption, Internet Email is not secure.

2.) Do not use all capitals in email exchanges, it is considered SHOUTING and is considered rude.

3.) Keep in mind that the Internet is international, words and humor can be perceived differently by different cultures.

4.) When replying to messages be aware of กcc:ก field. Recipients listed in the กcc:ก field will receive a copy of the post. (The กbcc:ก field sends messages blind, meaning recipients don’t know that someone else has received a copy of the email or been carbon copied)

5.) Use emoticons 🙂 or to indicate expression.

6.) When forwarding email be sure not to create a loop in the system. In addition, be sure not to setup autoresponders to reply to every email, or endless loops will be created.

7.) There can be costs associated with Internet connectivity and downloading emails. Do not send attachments that take a long time to download, without the recipients consent.

8.) Include in the กsubjectก line a heading that relates to the message body.

9.) Use 46 lines for your signature line, this is an opportunity to highlight your business or company information, but don’t be ostentatious..

Mailing Lists & Newsgroup Etiquette

In order to participate in news groups, you must have an understanding of newsgroup etiquette.

1.) Be familiar with lists/newsgroups prior to posting, read posting.

2.) Keep in mind that newsgroups and mailing lists are frequently archived and that posts will be preserved.

3.) If you are replying to a message be sure to include the text of the original message which you are replying to. Use ก>ก indicators if your mail program does not do this for you.

4.) Don’t get involved in flame wars (or material which is personal and unproductive).

5.) Keep in mind that the Internet is international, words and humor can be perceived differently by different cultures.

6.) Use 46 lines for your signature line, this is an opportunity to highlight your business or company information, but don’t be ostentatious..

7.) When responding to a post, keep the subject line the same, so that it will appear in the same thread.

8.) Cross posting to multiple lists is often prohibited. Read posting guidelines.

9.) Expect delays in moderated forums, each posting must be approved.

10.) Anonymous posts are unaccepted in many newsgroups.

11.) Be aware that some people use aliases when posting to Usenet groups to avoid SPAM (unsolicited email). Also keep in mind that anything goes on unmoderated Usenet.

12.) Most lists don’t allow for binary attachments.

Resources

Library of Emoticons http://www.instantmessagingsoftware.com/instantmessagingemoticons.htm

Library of Email Acronyms http://www.emailsoftware.org/emailacronyms.htm

Email Client Software http://www.messagingsoftware.net/emailclientsoftware.htm

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.softwaremarketingresource.com , and http://www.smallbusinesssoftware.net

This article was posted on April 05, 2004

by Sharon Housley

Email Management

Email Management

by: Sharon Housley

If you utilize a computer at home or work it is likely that you use email. Email is an electronic message that is sent from one computer to another following a specific protocol (Simple Mail Transfer Protocol or SMTP). As emailกs popularity has grown so too have the inherent problems with email.
In order to send email you must have the exact spelling of the email address. If there are any typographical errors in the recipientกs email address then an unintended recipient could receive the email message. When creating an email address avoid characters that cause confusion, like the number 1 (one) and the letter l (el), computer fonts often cause those two characters to have similar appearances. Try to create an email address that cannot easily be misspelled.
As email has become a popular communication medium the email address should not be too long or complicated, but easily said in a phone message. Choose an email address that is easy for others to remember, as a pen is not always handy.
Unfortunately spam, unsolicited email has become common place, though many countries are taking action to make spamming illegal, these measures will unlikely have any short term effect on your email inbox. Many email clients that are used to read and respond to email messages, include basic filtering options that will sort your email messages into folders, based on rules that you define. Email messages can typically be stored and filtered by sender, subject and contents. There are also a number of 3rd party tools available for limiting the amount of spam received. Spam filters typically use different filtering technologies. When evaluating whether a spam solution fits your needs consider sorting filtered email into a specific mailbox for review prior to deletion. This will prevent any important messages from being unintentionally deleted.
As with almost anything, the best defense is a good offense. It is best not to post your email address in public forums, where spammers can harvest it. If you have a website consider typing out the email address: กname at domain.comก, without using the ก@ก symbol, as this will prevent the address from being abused by email harvesting bots. Another alternative is to provide a contact form rather than an email address.
Resources: Email Clients http://www.messagingsoftware.net/emailclientsoftware.htm
Spam Filters http://www.emailsoftware.org/spamfiltersoftware.htm

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.softwaremarketingresource.com, and http://www.smallbusinesssoftware.net

This article was posted on May 26, 2004

by Sharon Housley

Blogging for Dollars

Blogging for Dollars

by: Sharon Housley

Blogging for dollars might sound like the latest game show or some new drinking game, but itกs the latest craze to hit the Internet. Bloggers began blogging for a number of reasons, but as the blog movement has increased in popularity, they have found ways to monetize their blogs and are seeing their commitment pay off.

Whether a bloggerกs focus is to communicate with customers or just to have fun, they have begun looking at ways to earn revenue from their blogs. The most popular ways for bloggers to earn some added cash for their pet projects are:

1. ) Google Adsense in Blogs

Google AdSense allows webmasters to dynamically serve contentrelevant advertisements in blogs. If the visitor clicks one of the AdSense ads served to the blog, the website owner is credited for the referral. Webmasters need only to insert a Googlegenerated java script into the blog or blog template. Googleกs spider parses the AdServing blog and serves ads that relate to the blogกs content. Google uses a combination of keyword matching and context analysis to determine what ads should be served.

2. ) Affiliate Programs (Product Endorsements)

Affiliate Programs work when an affiliate web site receives income for generating sales, leads, or traffic to a merchant website. Generally, bloggers will mention or endorse specific products and if site visitors purchase the product, bloggers will receive a portion of the sale.

3. ) Product Promotion

Businesses use blogs to detail how specific features or product addons can increase functionality and save time. Contentrich product promotion will help with search engine placement.

4.) Banner Ads

While less popular than in the past, websites with high traffic levels can still earn decent revenue by selling banner space.

As the Internet evolves bloggers will continue to seek out ways to monetize their opinions and thoughts. Daily journals and online blogs have become more than just a communication means to many.

Copyright 2004 Sharon Housley

About The Author

Sharon Housley manages marketing for the NotePage http://www.notepage.net and FeedForAll http://www.feedforall.com product lines. Other sites by Sharon can be found at http://www.softwaremarketingresource.com, and http://www.smallbusinesssoftware.net

This article was posted on October 12, 2004

by Sharon Housley

Website Globalization

Website Globalization

by: Sharon Housley

Globalize Your Website

The Internet has unlocked a wide array of markets and knocked down barriers that previously prevented merchants from marketing their products on a global scale. There are a number of ways to กglobalizeก a website and broaden a businesses general appeal to an international audience.

1.) Payment Options vary from country to country, therefore offering flexible payment options are important. While PayPal might be a good option for consumeroriented products, this service is not widely used by businesses and is only available to customers in specific countries. In order to attract global customers, businesses must provide a variety of payment options that customers, in different countries, are familiar and comfortable with.

2.) Currency Distinction provides added convenience to a potential customer, and shows an understanding and respect for global audiences. A currency converter is a good option, especially for large companies who may be dealing with many countries. When listing prices clearly indicate the country currency, such as between US dollars and Canadian dollars. This distinction will prevent misconceptions and prevent customer dissatisfaction.

3.) Contact Information should be given for a country code, along with the area code, when listing phone numbers. It should not be assumed that customers know the numbers to dial foreign calls. Since the standards of address formats can differ from country to country, ensure that the mailing address listed on the website is properly formatted. In this time of rapidly expanding use of numbers, if your area code changes, don’t forget to change the information on your website.

4.) Delivery Options should make sense for all customers. Ensure that they have full knowledge of shipping information to avoid delay and error. If a shipping option is not available for a specific region be sure that is clearly stated on the website. Provide estimates as to when the product will arrive to various regions, so that customers have appropriate expectations about delivery time frames.

5.) Order Forms when creating order forms use terminology that is universal; if possible, where relevant, refer to postal codes rather than zip codes. The terminology on the order form should support the fact that the company sells to an international audience.

6.) Payment Policy clearly state payment policies on any order pages, if purchase orders or wire transfers are not accepted from specific countries be sure that the policy is clearly stated. Prepare an explanation as to why the policies are in place. Customers understand that foreign purchase orders are not legally binding and will not feel alienated if an explanation is offered and clearly stated.

7.) Spelling can vary, so avoid using terminology on the website that would cause confusion or look like careless spelling mistakes. Be clear and concise as many customers may be viewing your website in their second language. A website that can be viewed in different languages is all the better for communicating with foreign customers.

Ultimately the goal is to make purchasing the product or service easy for a customer. A website that respects cultural differences, as well as the nuances of language and terminology, will go a long way in attracting an international audience.

Copyright 2004 Sharon Housley

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.softwaremarketingresource.com, http://www.rssspecifications.com and http://www.smallbusinesssoftware.net

This article was posted on September 23, 2004

by Sharon Housley

Keeping Passwords Secure

Keeping Passwords Secure

by: Sharon Housley

As the web has evolved, so have the methods of collecting personal information. A large number of websites require visitors to register to gain access or participate. While the need for registration is understandable, tracking user names and passwords can be burdensome. Consider using software to store your passwords, in a safe accessible manner.

Most websites have privacy policies, but the value of privacy statements are only as honorable as the people behind the websites. Here are suggestions for keeping passwords and your information secure:

change your password frequently

never share your password with anyone

try to choose a password so it doesn’t need to be written down, but not so obvious others would easily guess the password

be sure your password is at least 6 characters

don’t use a password containing all the same characters

don’t send your password via email or provide it over the phone

don’t use pet, family or friend names

don’t use your telephone number, zip code or address

use a different password for each account

don’t use user name

deactivate accounts for terminated employees

don’t allow shared accounts

password contains upper, lowercase letters, nonletter characters and numbers

Resources

Password Software http://www.passwordsoftware.com

Passwords are not foolproof. Do not rely on a password alone to protect sensitive information. Monitor accounts closely to ensure that security is not breached.

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.softwaremarketingresource.com , and http://www.smallbusinesssoftware.net

This article was posted on April 22, 2004

by Sharon Housley

Internet Safety

Internet Safety

by: Sharon Housley

Parents are constantly struggling with ways to keep their children safe online. The Internet has a global reach and at this point no bounds, or limitations. Outside of installing filtering software children should be educated in order to protect themselves to this virtual monster. Weกve put together a collection of ten tips that should be observed while surfing online. At the very least these tips will prompt family discussions regarding safety.

1.) When on the internet personal information should be kept private. Just because someone asks doesn’t mean you need to tell them. When someone asks for personal information, consider how they might use that information and whether it is necessary for them to have it.

2.) If you are conversing with someone online, don’t assume that they are being honest with you. Just because they say they’re 16 doesn’t mean they are.

3.) Do not release your password to anyone, even if they say they are from your online provider.

4.) Overall it is best not to respond to unsolicited email (SPAM), if there is something flagrant or inappropriate in the email, consider reporting the sender to their Internet Service Provider (ISP).

5.) Do not give out or post identifying information, including address or telephone numbers.

6.) You may want to create a nickname for a screen name in chat rooms.

7.) Keep in mind when posting in chat rooms or newsgroups, that there may be lurkers (people who read but do not post). Your information can be read and seen by all.

8.) Keep an open dialogue with children surfing the Internet, remember if they come to you with a problem, your first reaction should not be to take away the Internet. Applaud childกs confidence in confiding in you and work together to find a solution.

9.) Overall it is not a good idea to post or exchange pictures over the Internet

10.) Try to keep in mind the Internet is global and is *not* governed by any entity. This means that there are no limitations or checks on the information posted and accessible to Internet users.

Additional Resources:

The following resources will assist in staying safe online.

Collection of Internet Access and Filtering Software http://www.monitoringsoftware.net/accessmonitoring.htm

Contract for Safe Surfing http://www.911paging.com/internetsafety/internetcontract.htm

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.softwaremarketingresource.com . Additional articles can be found at http://www.smallbusinesssoftware.net/freewebsitecontent.htm

This article was posted on March 29, 2004

by Sharon Housley

Adware Should I be Afraid?

Adware Should I be Afraid?

by: Sharon Housley

Developers offering downloads are paying the price for the malformed truths that have been put forth regarding downloads. While not a political campaign the smears are ever present in the adware arena.

Years ago developers saw they could monetize freeware that was becoming expensive to host. Developers began working with Ad Networks such as the former Aureate and Conducent, who imbedded advertisements in the software. The software in many cases phoned home retrieving ads. In other cases adverts were imbedded directly into the download only being removed when the software was registered. Many well known software companies, including Netscape distributed ad supported versions, which allowed users to use the software for free. Developers were compensated either by install or the number of ads served. Advertisers welcomed new revenue streams to reach potential customers.

Adware or advertisingsupported software is any software application in which advertisements are displayed while the program is running. These applications include additional code that displays the ads in popup windows or through a bar that appears on a computer screen. Adware helps recover program development costs, and helps to hold down the price of making the application for the user, often making it free of charge. As a result of the AdWare revenue programmers were motivated to write maintain, and upgrade valuable adenabled software. Adware was a great consumer trade off, so were did it all go wrong?

Unbeknownst to the developers a handful of ad serving companies were logging and profiling the surfing habits of those who had downloaded the adenabled software. After downloading free software, the new adware companies delivered popup and popunder ads based on the consumers surfing interests. Adware has been criticized for including code that tracks a userกs surfing habits, email address and personal information, which are passed to third parties, without the userกs authorization or knowledge. This was the downfall of the ad serving technology and adenabled software.

In many cases consumers rightfully believe they have been and are being spied on, which prompted an outcry from privacy advocates. Adware is not a virus and may not be detected by antivirus scanning programs. It does not spread the same way as most viruses spread. Many users do not know they are downloading a free program along with adware onto their computer. The lack of disclosure tarnished reputations of many well known, but misfortunate developers and software companies. The collapse of a number of venture backed adserving companies including Aureate and Conducent.

Fast forward to today. Few applications are now ad enabled. Those that are generally follow strict disclosure guidelines. Some developers opt to insert static (not changing) ads for other applications in their product line, into free versions, but these ads do not change and there is no record of what ads are clicked. Freeware can therefore be used free of charge and there is no evaluation time period as with shareware. Freeware is also often a basic or stripped down version of the shareware version. Developers make money off ads or those who want to upgrade from the free version. There are also developers who provide freeware out of principle, occasionally asking for a donation. The majority of freeware that employs the use of imbedded advertisements are provided in the true spirit of adware without the intent to track users, but just to be safe consumers should read the fine print.

Copyright 2004 Sharon Housley

About The Author

Sharon Housley manages marketing for NotePage, Inc. http://www.notepage.net a company specializing in alphanumeric paging, SMS and wireless messaging software solutions. Other sites by Sharon can be found at http://www.rssspecifications.com, http://www.softwaremarketingresource.com and http://www.smallbusinesssoftware.net

This article was posted on September 09, 2004

by Sharon Housley