These days, e-mail is used by just about everyone. Unfortunately, a lot of users out there don't use it right, flirting with security risks, consuming excessive bandwidth, and practicing lousy etiquette. Here are some basic e-mail usage guidelines to help your users handle their e-mail responsibly and to safeguard your organisation.
1. Prevent virus outbreaks and spam
Viruses are often spread through e-mail. You can greatly reduce the
spread of e-mail viruses by using antivirus software, using only e-mail
services that offer automatic antivirus protection (such as AOL, Google,
Hotmail, and Yahoo), opening e-mail only from trusted sources, opening only
attachments you're expecting, and scanning attached files with antivirus
software before opening them.
Spam is loosely defined as unsolicited bulk e-mail and loosely correlates to the junk mail that turns up in your home mailbox. But spam represents more than unwanted clutter. It clogs e-mail accounts -- and networks and servers -- while trying to sell products, spread jokes, or propagate Internet hoaxes.
Reduce the amount of spam you receive by being cautious where you post your e-mail address. Avoid publishing your e-mail address on Web sites or submitting it to every site or organisation that requests it.
Never forward chain messages, which often reveal coworkers' and colleagues' e-mail addresses to other parties. Use caution when accepting e-mail offers or agreeing to accept mailings from vendors; subscribe only to Web sites and newsletters you really need and consider creating a generic Hotmail or Yahoo e-mail account for these subscriptions.
Don't open unsolicited e-mail. If you accidentally open spam, don't click links offering to unsubscribe or remove you from the mailing list unless the sender is a trusted vendor.
2. Avoid phishing attacks
Phishing scams are designed to steal consumers' personal information. They often use doctored and fraudulent e-mail messages to trick recipients into divulging private information, such as
credit card numbers, account usernames, passwords, and even tax file information.
Online banking and e-commerce are generally safe, but you should always be careful about divulging personal and corporate information over the Internet. Phishing messages often boast real logos and appear to have come from the actual organisation, but those messages are frequently nothing more than copyright infringements and faked addresses. If you suspect a message possesses any credibility, you are much safer calling the company directly -- preferably at a telephone number printed on a paper statement or invoice -- and talking to an authorised representative.
3. Manage your Inbox
Sort messages by priority, subject, date, sender, and other options to help find important e-mail that requires your attention. Proper e-mail etiquette dictates that you respond to all e-mail
in a timely fashion. Generally speaking, you should respond to all professional
e-mail within a business day, even if it's just to say you've received the
message and will look into the matter. Occasionally, you may receive an e-mail
thread that contains responses from several people; always read the entire
thread before responding.
4. Compose professional messages
It's easy to convey the impression that you're unprofessional or careless if you don't follow some basic
principles of good business writing. Make sure you follow proper grammar and
sentence structure when composing and responding to messages and use a spell
checker. Don't type in all capital letters -- it creates the effect of shouting. Break
your message into paragraphs for logic and readability.
Before clicking the Send button, give it a final once-over. Reread the entire e-mail, checking it for grammatical errors, punctuation mistakes, and typos. You'll be amazed at what you catch. Also make sure your tone is appropriate for the message.
5. Write effective subject lines
Writing subject lines can be tricky, but you should always include one. The goal is to summarise the message without being too wordy or too vague. Long subjects tend to be skimmed or
ignored, and they don't always fully display in e-mail viewers. For best
readability, use sentence case for subject lines rather than all caps:
Agenda for meeting on 3/29/07
Not
AGENDA FOR MEETING ON 3/29/07
13%
1%
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