Crash Course: Etiquette Made Easy

Preventing Virus Outbreaks Use antivirus software to detect viruses. Use Internet-based accounts that scan attachments for viruses. Open only from trusted sources. Open only necessary attachments.

Preventing Spam Limit address postings. Don’t forward chain messages. Use caution when signing up for offers. Don’t respond to unsolicited s. Don’t click Unsubscribe or Remove links within messages from untrusted or unknown vendors.

Avoiding Phishing Scams Phishing scams are designed to steal personal information. Don’t divulge sensitive information in response to an message. Be wary of partially completed forms; don’t complete them.

Managing the Inbox Sort to enable finding important messages, quick responses. Respond in a timely fashion. Read entire threads before responding.

Composition Basics Use proper grammar. Write in complete sentences. Always use sentence case; DON’T SHOUT USING ALL CAPITAL LETTERS. Use a spell checker. Always proofread messages.

Effective Writing Tips Use the inverted pyramid writing style. Follow the ABCs of good writing: Accuracy Brevity Clarity

Writing Effective Subject Lines Highlight the main point to summarize the entire . Use sentence case. Avoid words like important and critical. Always include a subject.

Using CC and BCC Carbon copy copies others; CC leaves addresses visible to all recipients. Blind carbon copy copies others; addresses listed in the BCC field are hidden from other recipients. Only CC appropriate individuals. Use BCC sparingly.

Forwarding Etiquette Forward messages only when necessary. Use caution when forwarding sensitive or confidential information. Use your head; don’t react on impulses.

Extinguishing a Flame War Flame wars have no place in professional communications. Choose not to respond to avoid further provoking heated threads. Leverage in-person communication to resolve the issue. Involve management if in-person communication fails.

Keep Addresses Private Exercise caution when sending external . Use blind carbon copy to hide addresses from other recipients. Edit messages before forwarding.

Important/Urgent Messages Use Important and Urgent icons sparingly. Refrain from sending too many high priority s to avoid appearing too aggressive.

Working with Attachments Keep attachments small (less than 2 MB). Don’t attach more than five files. Save attachments instead of saving the . Ensure that recipients know how to open attachments requiring unfamiliar applications.

Items to Avoid in Don’t include any information you wouldn’t want published on the front page of the newspaper. Don’t confidential, sensitive, or classified information.

When Not to Use For jokes and chain messages. For arguments or flame wars. For subjects too complicated to easily explain in , use meetings instead. Avoid when the topic requires interactive conversation.