Computer Basics

•The Series: Top 10 steps in writing an effective e-mail.
(Post-10)

♦Use a clean signature♦

Signatures can be an effective method of displaying your contact information at the bottom of e-mails. However, follow e-mail signature etiquette when creating your own signature.

•The Series: Top 10 steps in writing an effective e-mail
(Post-9)

♦Use PLAINTEXT instead of HTML♦

Always send your e-mails as "plain text". It may not be as pretty but it does allow the e-mail to be read easier and is often less distracting.

•The Series: Top 10 steps in writing an effective e-mail
(Post-7)

♦Reply to e-mails effectively♦

When replying to e-mails keep the below suggestions in mind.

☺ Try to reply to e-mails as quickly as possible.

☺ Use the "Reply to all" option cautiously. Really make sure if there are multiple recipients in the CC that everyone really needs to see your reply.

☺ Keep the e-mail thread (previous messages) in the body of the message and your response at the top. Keeping the previous message helps the reader remember the e-mail discussion.

☺ Do not over use e-mail program options such as "high-priority", "automatic replies", "read receipts", etc.

•The Series: Top 10 steps in writing an effective e-mail
(Post-5)

♦Don't forward jokes and other e-mails♦

While you may find a joke funny or find an e-mail interesting or disturbing most people don't enjoy getting forwarded e-mails. Never forward e-mails to all your friends and family.

•The Series: Top 10 steps in writing an effective e-mail
(Post-4)

♦Watch your spelling and grammar♦

E-mail with spelling and other grammatical errors tells the reader it's not that important. Always spell check, keep the below suggestions in mind, and proof read the e-mail before sending it out.

◘ Always use proper punctuation and capitalization.
◘ Never use shorthand or acronyms people don't understand.
◘ Do not WRITE IN ALL CAPS; it gives the impression you're YELLING.

•The Series: Top 10 tips for keeping your e-mail inbox clean
(Post-10)

♦Delete some more♦

Finally, if after following all the above steps you still have e-mails that are weeks old delete them. If you have a hard time deleting e-mails create a folder and move all old e-mails into that folder. After a few weeks have passed the e-mail becomes too old for a reply.

•The Series: Top 10 tips for keeping your e-mail inbox clean
(Post-9)

♦Keep at it but not too much♦

Try to read your e-mails at least once daily or every hour, depending on how much e-mail you receive.

However, do not live in your e-mail. Create a schedule where you check your e-mail in regular intervals and then ignore it all other times. If you have any notification about new incoming e-mails disable these or close your e-mail program or e-mail web page.