Netiquette & Smart E-mailing:

Electronic communication is one of the most cost-effective means of communication available. The speed and broadcasting ability of e-mail make it fundamentally different from paper-based communication. Below are suggestions to help you to utilize the tool to the fullest potential.

Viruses
E-mail is often a source of viruses. While our e-mail system scans all incoming mail from outside sources for viruses no anti-virus system is foolproof. You should not open attachments you were not expecting even if you trust the source as often e-mail-born viruses/worms are spread by unsuspecting friends, family, or coworkers’ computers.

Brief
The best e-mail messages are concise and to the point. Most e-mail messages fall into a category in length between a short note and a memo. An e-mail should not be a substitute for a meeting.

Subject
Always include an appropriate subject line. It sets the tone and expectations for the recipient.

Spelling
E-mail tends to be more conversational speech and often people are careless. Use your spell checker.

Upper Case
SHOUTING. Avoid typing your messages in all capital letters because IT LOOKS LIKE YOU ARE SHOUTING! Reserve this for words you want to emphasize. This format is more difficult for the human eye to read. Most people find this irritating. Using all lowercase letters is not viewed quite as disparagingly; however, this is also poor form. Remember the message form is also a message.

Think before pushing the “Send” button
E-mail is so simple and quick. It’s easy to respond without putting a great deal of thought in your response. Always consider an appropriate reply comparable with a face-to-face conversation or on the telephone. Remember the message still represents you and your Company to your recipient, and it should represent both well.

Reply
In most cases, only the recipients in the TO box should respond to an e-mail. Persons listed in the CC box should be for information purposes only.

Reply All
Be very careful when using the Reply All button. This function is only appropriate for small recipient lists when necessary. Consider whether everyone on the list needs to be apprised of your response and remember everyone gets too much unnecessary e-mail.

Chain letters & other hoaxes
If you receive a chain letter e-mail do not forward it. Use http://hoaxbusters.ciac.org/ to see if it has been reported as a hoax.

Virus reports
Few if any anti-virus vendors distribute virus warnings via e-mail. Most are hoaxes. In some cases they may actually be a virus themselves. If you receive one check http://hoaxbusters.ciac.org/ as well as http://www.symantec.com/avcenter/ before forwarding any virus reports.

Response time
E-mail should generally be responded to within a 24-hour period.

Attachments
E-mail should not be used for communication or transfer of large files unless there is not a practical alternative. If you need to communicate a large file to another person in your location, refer the person to a directory on a shared drive where the file resides rather than sending as an attachment to an e-mail. These large attachments compromise the e-mail system resources when they are transmitted and stored.

Privacy
E-mail is not private. DO NOT send an e-mail you would be worried about anyone else reading. You should have NO illusions of privacy when you send an e-mail.

Forwarding e-mail
E-mail should only be forwarded if the message includes pertinent information for the recipient.

Graphics
You cannot be certain the recipients can receive/view graphics and also the graphics take up considerable space during transmission and storage.

Bulk e-mail (aka spam)
Never, never, never send bulk e-mail. There are no legitimate "opt-in" lists for sale on the Internet today. If someone offers to sell you a list they are in all likelihood selling you a list that was stolen by harvesting e-mail addresses from Web sites and news groups.

Finally, when spammed, never "opt-out"
That only tells the spammer that your address is legitimate and you will almost certainly get more, not less, spam. "Opt-out" should only be used on e-mails you opted to receive in the first place.