BUSINESS EMAIL ETIQUETTE Before We Start Using Email

BUSINESS EMAIL ETIQUETTE

Before We Start Using Email Your education and career will depend on how effectively you communicate in written form via email. It is important to know the rules before you start using email. Many of you have already started using email. Let’s go over a few rules for business communication that will improve your success in the future.

Communicate Effectively! Watch ME!!! Click on the Hypertext link below. How To Practice Good Phone and E-mail Etiquette At Work

� E-mail content is not private. Do not put anything in a message that you wouldn't want to have read in court or the newspaper. � Email can be recovered long after you delete it from your email provider, misdirected or shared without your permission. Getty Images

Email as a Reflection of You � E-mail is a form of business correspondence. Please use proper English etiquette, punctuation, and text formatting when creating your message. � When you compose an email message, there are some simple rules that you can follow to ensure that your emails make a positive impression, and get you the response you want.

The Company Email Usage Policy Your company may or may not have an Acceptable Use Policy for company owned assets. � Email, phone system, Internet access, staplers, printers, etc. are all company assets. � You are not permitted to use company resources for personal uses. � Some companies allow de minimis use, this is the ability to use email or phone access for very, very minimal personal use (i. e. call home to check on the children or make a personal medical appointment). � Play it safe. The important aspect is the use should be rare and very short. �

Email Privacy Email itself is able to be read by anyone who captures the message between the sender and the recipient. � Email is not private unless encrypted. � You are not permitted to encrypt company email without company approval, make sure the approval is in writing. � The company email is a company asset. The company owns all the written work you create, including email unless contractually specified. Hence, the company can read any email you write, can record your phone calls, can monitor your activities while at work via video camera or electronic monitoring, etc. �

Addressing � Primary recipients, those who need to respond to the message, are to be inserted into the TO: field. � Secondary recipients, those who need to know about the conversation but do not need to comment, are inserted into the CC: field, Carbon or Courtesy Copy. � Limit the recipients to individuals who need to be actively following a conversation. � Remove or add recipients as needed.

Use of the BCC: Field � The BCC field , blind carbon or courtesy copy, is used if you want to add a recipient's name to a message, but the recipient's name is not visible to other recipients of the message. � If a recipient replies to a message with BCC recipients then BCC recipient will not receive the message.

Subject Line Usage � Never leave the Subject line blank. � Emails with blank subject lines are usually quarantined by Outlook as Junk Mail or spam! � Use a good descriptive subject line. If the content of the e-mail thread changes, change the subject line.

Bad Example Subject: Meeting Hi Debbie, I just wanted to remind you about the meeting we have scheduled next week. Let me know if you have any questions! Regards, Jeanette

Good Example Subject: Reminder - 10 am Meeting 10/05 on campus Good morning Mr. Reynolds, I just wanted to remind you about our meeting that is scheduled for Monday, October 5, at 10: 00 am. We will meet in room 28 -220. If you have any questions, feel free to get in reply or give me a call. Regards, Jeanette Smith

Formal Versus Informal Feeling and tone of voice are not easily communicated in an e-mail message. � Business email, even between friends, should not be too informal. Remember, these are written forms of communication that can be forwarded, quoted, printed out and viewed by people other than those for whom they were originally intended! � Avoid slang. � DO NOT TYPE IN ALL CAPS! It sounds like you are shouting at the recipient. �

Focused Content � The body of your message should focus on one topic. � Be concise, do not ramble and stay on topic. � This will help focus the conversation and assure that your concern is effectively handled. � Be aware! It is very difficult to express tone in writing. You want to come across as respectful, friendly, and approachable. You don't want to sound curt or demanding.

Proof Reading � Proof-read your message for grammar and content before sending. � Have another person proofread your message to make sure you are communicating effectively. � Spell Check messages before sending. Remember you and your are both acceptable to a spell checker.

Know When to Not Use Email If you are very emotional do not use email to express your viewpoint. You will most likely regret sending a message crafted in the heat of emotion.

Do Not Use Email When… a phone call or face-to-face meeting may be a better choice. � If it is an URGENT issue � When a long, detailed response is required. Send a message indicating a good time to meeting instead of a long message.

Stationary and Graphic Usage � Stationary (message background image) and graphics can make an email a means of promoting your message. � Stationary and graphics greatly increase the size of the message file. Please refrain from using stationary and graphics in your e-mail documents unless they are truly important to the content or message. � Stationary and graphics are usually not presented to the recipient who is reading email via a portable, handheld device.

Out of the Office? On Vacation? � There is nothing worse that sending a message that requires a prompt reply, waiting for the reply, and then finding out later that the person is on vacation or out of the office. � Always set your Out of Office agent when you're going to be away from your email for a day or more. � Provide the return time or an alternate contact who will handle issues in case of an extended absence.

Managing Your Inbox � Manage your Inbox by regularly checking and responding to messages. This is a simple act of courtesy and will also serve to encourage others to reply to your emails in a timely manner. � How frequently you check your mail will depend on the nature of your work. Prompt replies will be appreciated and will show professionalism.

The Drafts Folder � Most e-mail software will have an ability to save a mail message in draft form. � This is like putting a letter in the out-tray on your desk before taking it to the mailbox. � The e-mail message can then sit in its draft form indefinitely. � Proofread your message before sending it.

The Deleted Items Folder When you delete a message it will move to the Deleted Items folder. � The message can still be retrieved until the Deleted Items folder is emptied. � Remember that the Deleted Items folder is a temporary holding point before permanently deleting a message. � Items in your Deleted Items folder take up sp[ace in your emailbox. Empty the Deleted Items folder often to assure you continue to receive email, a full mailbox will not continue to receive email. �

Time to Test Your Skills � In the following slides you will receive instructions for how to access your TCC email account.

Accessing OWA @ TCC � Open the Web browser. � In the address bar, type: portal. tacomacc. edu � Click the left mouse button on the Sign In with CAS button to login to your TCC portal. � Click the left mouse button on the Campus EMail icon. � Insert your account name and password, and then click the left mouse button on the LOGIN button.

� Insert your account name and password, and then click the left mouse button on the LOGIN button. � NOTE: Your TCC account and OWA (or Live@edu) account synchronize; however, they are not on the same server. Any personalized setting in one account, such as your reading pane or out of office message, will not synchronize to the other account.

Thank You!