Preparing s Using Etiquette Lesson A4-3

Learning Objectives Define . List the parts of an and an header. List rules for etiquette.

Terms acronym attachment Bcc Cc address etiquette flaming forward junk mail netiquette reply reply to all server signature

Have you used ?

Why do businesses and individuals use ?

a written electronic message sent from computer to computer. It is often a requirement of employment for employers to stay in touch with employees in a paperless office.

Address a name or number given to an Internet or network account, usually consisting of i.ehow.com

Attachment an additional file such as a document, photograph, or other file is sent with the message.  Most s may be accessed at any time of day.  is efficient and cost-effective communication.  Most receives a quick response. computing.wlu.edu

Constraints is written communication that prevents the sender and receiver from utilizing the added interpretation of emotion or body language revealed in a face-to-face conversation. Most messages are sent through an service or a company server  A computer in a network used to provide services, which may be monitored).

Addresses Many service providers allow addresses to be saved and stored in an address book for ease of organization.

Parts of an Header  From  To  Date  Subject

From This lists the sender’s address. The header may also list the actual name of the sender, when the sender has recorded this information with the service.

To This indicates to whom the message is being sent. Original messages may be sent to more than one recipient.

Date (and often time) This refers to when the message was sent. Time stamps are often issued by the e- mail server.

Subject This contains the topic of the message. When no subject is included, some services deliver the message to junk mail  an file for messages from senders not found in the receiver’s address book.

Post Questions What is ?  a written electronic message sent from computer to computer. What is a name or number given to an Internet or network account, usually consisting of  Address Name 4 parts of a Header?  From, To, Date, and Subject What contains the topic of the message?  Subject

PART OF AND ETIQUETTES

Objective Given instructions, the learner will discuss parts of an and etiquettes with 85% accuracy.

Other Options Forward Reply Cc Bcc Attachments Signature

Forward a feature that allows the sender to pass the message to another recipient, including attachments.

Reply a feature that allows the recipient to respond to a message from the sender. Many services allow the recipient to change the original message when replying.

Cc (Carbon Copy) a feature for sending an original message to the prime recipient and to other interested parties. When using Cc, all recipients see who is receiving the message. Cc originally meant carbon copy and has transitioned to “courtesy copy.”

Bcc (Blind Carbon Copy) a feature similar to Cc except that Bcc recipients will be invisible to other recipients.

Attachments other files sent with the message.

Signature a “sign-off” feature that allows the sender to create additional information for the receiver. Signatures may be saved and pasted to the end of any . Signatures often list the sender’s business name, address, telephone number, etc.

Body of the area where the narrative message is entered.

What is netiquette?

Etiquette proper conduct or manners for producing an message is called netiquette  netiquette for the Internet.

Netiquette Be sure to include a subject line.  Some services sort incoming messages by subject for the recipient. Consider using a Bcc to keep addresses private or to ensure that the “To:” area of the message remains a small size (recipients need not scroll past several listings to arrive at the body of the message).

Netiquette, cont Write clear and concise messages. Write short sentences and short messages. Avoid double spacing your messages as requires recipients to scroll through messages without the benefit of highlighting or marking the message as one might on a printout.

Netiquette, cont. Avoid the use of all capital letters.  Capitalizing all letters is considered “shouting” or flaming.  The recipient may consider this hostile. www1.istockphoto.com

Netiquette, cont. When replying to a message, consider deleting part of the original message to save space on the screen.  Retain the part of the sender’s message to which you are responding. Avoid using the reply to all function as this sends your response to all recipients of the e- mail.  Ask yourself, “Does everyone need to know this information?”

Netiquette, cont. is an official written document.  Do not write something that you would not say to the recipient in person.  Consider a formal message, and keep it professional. Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know the meaning  (e.g., BFF = best friends forever and HAGW = have a good weekend).

Netiquette, cont. Use proper grammar.  conduct a spell check of your messages. Use simple fonts.  Computers may have a limited number of fonts available for use.  Using a small or compact font keeps the message in a more confined area.

Netiquette, cont. Be specific.  State terms and conditions clearly to avoid miscommunication, especially when providing information about times, places, or people.  Being clear and concise in the original message prevents future requests for directions, times, phone numbers, contact person, etc.  Most recipients ask, “Why do I need this ?” or “What is expected of me?”

Post Qs? What is a feature that allows the sender to pass the message to another recipient, including attachments?  Forward What is a feature that allows the recipient to respond to a message from the sender.  Reply What does Cc and Bcc stand for?  Carbon Copy or Courtesy Copy and Blind Carbon Copy Proper conduct or manners for producing an message is called.  Netiquette Name a few Netiquettes for that was stated in the PowerPoint.