2. EMAIL ETIQUETTE WHAT YOU SHOULD KNOW BEFORE YOU CLICK SEND

3. LET’S TAKE A QUIZZ How many characters should a subject line contain? How many characters should a subject line contain? a. 40-60 b. 50-90 c. What is a character?

4. THE ANSWER IS: A 40-60. Although there is no written rule, an effective subject line should contain no more than 60 characters. 40-60. Although there is no written rule, an effective subject line should contain no more than 60 characters. Readers tend to skip over or delete emails with long, drawn out subject lines. Readers tend to skip over or delete emails with long, drawn out subject lines.

5. An effective subject line should let the reader know what is in the body of the message. An effective subject line should let the reader know what is in the body of the message. For example: For example: Vacation Request Vacation Request Open Enrollment Begins 8/24 Open Enrollment Begins 8/24 Next Sales Meeting 8/31 Next Sales Meeting 8/31

6. When composing an email message paragraphs should: a. Be long and drawn out with lots of big fancy words so your colleagues think you are really smart. b. Concise and to the point. c. Have lots of run on sentences to make the reader think they are much more intelligent than the sender.

7. THE ANSWER IS: B Concise and to the point. Concise and to the point. Short paragraphs are visually more appealing to read and more likely to hold the reader’s attention. Short paragraphs are visually more appealing to read and more likely to hold the reader’s attention. It is also a good practice to limit each email message to one topic. It is also a good practice to limit each email message to one topic.

9. The best way to make several points in an email is: a. Include all the points in one a. Include all the points in one paragraph. paragraph. b. Place each point strategically in b. Place each point strategically in the message box and ask the the message box and ask the reader to connect the dots to reader to connect the dots to form a Star of David. form a Star of David. c. Use lists with bullets or numbers. c. Use lists with bullets or numbers.

10. THE ANSWER IS: C Use lists with bullets or numbers. Use lists with bullets or numbers. The use of bullets or numbers helps to ensure important information is not lost in the body of an email message. The use of bullets or numbers helps to ensure important information is not lost in the body of an email message.

11. When sending an email you should only copy (cc): a. Individuals who must receive the information. b. The entire university. c. Everyone on your “friends and family” calling plan.

12. The Answer is: A Individuals who must receive the information. Individuals who must receive the information. Although it is nice to be kept in the loop, it is not always necessary to “cc” everyone on the list. Although it is nice to be kept in the loop, it is not always necessary to “cc” everyone on the list. Instead “cc” only the sender or anyone on the list who must receive the information in the email message. Instead “cc” only the sender or anyone on the list who must receive the information in the email message.

13. HOW SHOULD I: RE: RE: RE: REPLY

15. When making a reply or forwarding a message, delete the email addresses of those who will not receive your reply or forward. This will help reduce the risk of spreading computer viruses and spam.

16. To save the reader time, include only the messages that pertain to the topic in need of a reply. To save the reader time, include only the messages that pertain to the topic in need of a reply. Long emails with many parts often confuse the reader. Long emails with many parts often confuse the reader. Even color coded responses can be confusing and difficult to decipher if too many people are responding to the same message. Even color coded responses can be confusing and difficult to decipher if too many people are responding to the same message.

18. Using the BCC Option When emailing an announcement to a large number of recipients, use the BCC option on your email template. When emailing an announcement to a large number of recipients, use the BCC option on your email template. Using this option will reduce the risk of spreading computer viruses. Using this option will reduce the risk of spreading computer viruses. BCC is also a useful tool when large groups of individuals need to be informed of a situation but do not necessarily need to respond (i.e. update on the health or death of a colleague, retirement announcement, etc.). BCC is also a useful tool when large groups of individuals need to be informed of a situation but do not necessarily need to respond (i.e. update on the health or death of a colleague, retirement announcement, etc.).

19. Bcc Can Still Be Forwarded!!!

20. REMEMBER Emails are searchable records. Emails are searchable records. Do not say something in an email you would not say in a face to face meeting. Do not say something in an email you would not say in a face to face meeting. An email can be altered and forwarded. An email can be altered and forwarded. When sending sensitive information, convert your message into a PDF or other hard to alter attachments. When sending sensitive information, convert your message into a PDF or other hard to alter attachments.

21. Sometimes A Face to Face is More Appropriate

22. Know when an email will be counterproductive to the task at hand. Know when an email will be counterproductive to the task at hand. Complex situations or projects, involving the input of many, often require face to face meetings. Complex situations or projects, involving the input of many, often require face to face meetings. Conflict resolutions, contract agreements, or bringing projects to a close may require a meeting or at least a telephone conversation. Conflict resolutions, contract agreements, or bringing projects to a close may require a meeting or at least a telephone conversation.

23. THINK Before you SEND

24. EMAIL ETIQUETTE Use correct grammar and syntax. Use correct grammar and syntax. Make sentences clear and use as few words as possible. Make sentences clear and use as few words as possible. Pay attention to the tone of your message. Pay attention to the tone of your message. Without the help of speech inflections and facial expression, an email can be misinterpreted. Without the help of speech inflections and facial expression, an email can be misinterpreted.

25. EMAIL ETIQUETTE Do not type in all CAPITAL LETTERS. Using all capital letters implies the sender is SHOUTING!!! Do not type in all CAPITAL LETTERS. Using all capital letters implies the sender is SHOUTING!!! Do not reply to email when you are angry. Do not reply to email when you are angry. You do not want to write something you will regret later. You do not want to write something you will regret later. Do not attach large files that are difficult to open. If you must, let the reader no what format you are using. Do not attach large files that are difficult to open. If you must, let the reader no what format you are using.

26. In the Jesuit Tradition: Lord let my words be sweet for some day I may have to eat them. Lord let my words be sweet for some day I may have to eat them.