1. E-mail Communications
Presented by
D11NR Communication Services
2008

2. THIS? When working with email,
have you ever gone from working calmly to . . .
THIS?
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Communications Services

3. Communications Services
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Communications Services

4. Communications Services
TOPICS
Courtesies and Etiquette
Technical Pitfalls
Best Practices
D11NR Distribution Lists
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Communications Services

5. Communications Services
ETIQUETTE
Convey a professional image within and outside the Auxiliary
Communicate what is intended and avoid misunderstanding
Be aware any message sent is permanent and referred to later
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Communications Services

6. Form and Tone
Ever received a reply which was irrelevant to your message?
Solution:
Write single subject messages.
Send multiple messages when using multiple topics.
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Communications Services

7. Communications Services
Impressions last
Descriptive subject lines get attention
BE BRIEF, the less text, the better understood
Use the spell checker
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Communications Services

8. Communications Services
Sending
Cc:'s only to the people who are directly involved with the subject.
For mass ings use the Bcc: field (Blind copy).
Get author’s permission to forward a message or attachments
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Communications Services

9. Communications Services
Reduce Flaming
Misinterpretation of messages happens
Shy away from opinions & emotions
Understand differences with discussions by telephone and face to face.
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Communications Services

10. Communications Services
Technical PITFALLS
Blockage & Filters A message sent is not always received.
Spam Report spam to ISP while on the web.
Security is like a postcard, visible in transmission
Forgery, Spoofing, and Phishing mischief which could by malicious
Listing Addresses on the Web Suggest using:
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Communications Services

11. Best Practices for Auxiliary Email
Maintain current address in AUXDATA.
We do not send chain letters, jokes, or other unrelated AUX business
Politics or sexually oriented content do not belong
Follow the Chain of Leadership
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Communications Services

12. D11NR Distribution Lists
PURPOSE: To keep members informed
Lists are derived from addresses in AUXDATA. 
Suggestion: List an address in AUXDATA separate from normal address.
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Communications Services

13. All members receive distribution messages
Please do not forward Please do not reply
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Communications Services

14. Communications Services
Distribution
CHDIRAUX: ‘ALAUX’
National: ‘USCG Auxiliary eNEWS’
District Messages from:
Elected Leaders & Staff
Special Groups:
QUALS: IT, VE, MS, OPS
Unit Officers
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Communications Services

15. Communications Services
Creation of Lists
Downloaded from AUXDATA
Subscribe
For those wishing not to be on a distribution list, remove address from AUXDATA
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Communications Services

16. Reporting Distribution as Spam
Most serious is to report district distribution as spam to an ISP. 
This creates an automated message sent to the district web service provider stating all service from district provider will be blocked. 
In that case, the member will be contacted to determine the best way to provide service.
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Communications Services

17. www.d11nuscgaux.info Visit D11NR web site For email information &
all resources for
mission success:
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Communications Services

18. Communications Services
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Communications Services

19. Discussion about email
Advantages and disadvantages
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Communications Services