All About Email

All About Email

The use of email has become widespread throughout the world. It is a low cost way of communicating with friends, family and work colleagues. Unlike traditional methods of communication, it is instantaneous, and is not charged per communication.

Email Do’s & Don’ts

As with letter writing, there are many different formats that email can take. Some important do’s and don’ts when sending email include:

Do not send email attachments that are more than 5Mb in size, or are collectively greater than 10MB in size.
Different formats can be sent. These include text only, rich text and HTML format. Ensure that when you send any emails that aren’t in text format the recipient can read them, as not all email programs can accept rich text or HTML format.
When sending email to multiple recipients, unless every recipient has agreed to have their email broadcast, use the BCC field to send the email, otherwise every recipient will have a copy of everyone’s address.
In work emails, include a signature at the bottom of the email so recipients can reply to your email via phone or mail.
Ensure that your subjects remain informative, even after 10 replies to the same email, as this will ensure that recipients can review the latest email easily, and can review contents of each email easily.

Email Etiquette Tips

Use proper spelling, grammar & punctuation
Do not write in all CAPITALS.
Avoid the use of the Reply to All function.
Take care with rich text and HTML messages as some recipients can’t read these formats.
Do not forward chain letters or virus hoaxes.
Never reply to spam or unsoliticted email.
Read the email before you send it.
Be concise and to the point.
Do not attach unnecessary files (or large files without first informing the recipient).
Use proper layout and structure in your emails.

Spam

The incidence of Spam has risen in the last couple of years. So much so, that many experts are concerned that Span will make email useless for commercial, and even personal use.

Spam is unsolicited email that is sent to your email address. It is used by many companies around the world as it is an inexpensive way to advertise. Unfortunately, it costs time and money for people to retrieve this unsolicited email – which can number hundreds in a day at its worst.

US Law stipulates that any email originating within the continental US includes an unsubscribe option – but by law, the persondoes not have to carry out that request, and spammers can then use this to verify email addresses to ensure there is a recipient on the end of it.

Spam lists are created by searching internet web pages for email addresses listed there, by buying lists from other organizations, making up email addresses, testing them or through spyware programs such as Gator. (A program often bundled up with some popular Internet programs)

Tips to Minimize Spam

Do not install third party software from companies that you have not heard of. Many spyware programs now attach themselves to web pages, asking if you would like to add a date book, precise atomic clock or other helpful programs to your computer.
Don’t reply to spam – it only ensures they know they have the correct email address, and that someone is retrieving their emails.
Try not to post your main email address onto web pages when replying in forums, but have a secondary email address, such as a hotmail or yahoo account.
Use your email program to filter your emails. You can set rules to ensure that spam goes directly to the deleted items folder.

If you need any further advice, please feel free to contact us on (02) 9870 7777.

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Email is a wonderful form of communication. Not only is it a low cost method of writing to someone, it is instantaneous, and allows you to send other media with it, such as pictures, and other files.

In a Sensis 2002 Survey 94% of businesses who were connected to the Internet are using email - are you missing out on a great form of communication?