Emily Voordouw

E-Mail
Electronic Mail
One of the most frequently used applications on the Internet today is e-mail. When you sign up for internet access through your ISP employer!school you are assigned a user name that identifies you as the indi"idual at that organi#ation who holds the e-mail account. $our school e-mail address is% &'(')*ds+n.edu.on.ca $our personal e-mail address is% da"inssis*gmail.com Select one of the a+o"e and fill in the +lan,s +elow% $our user name is% da"inssis * separates the user name from the host name to allow for multiple address at the same host. $our hosts name is% gmail.com Advantages of using e-mail are: -it-s a fast and easy way to communicate. can compose and send a message anywhere in the world in seconds. -tal,ing to friends and family who li"e far away -mainly a free ser"ice -access for information at your finger tips -gi"es more info than te/ts -en"ironmentally friendly -large amount of storage -software +ased emails don-t need internet -a+le to colla+orate. you can communicate with a large group of people at once and they can send it +ac,. -can +e used to send to large amounts of people -accessi+ility. can +e accessed from almost anywhere as long as you ha"e an internet connection.

Emily Voordouw -timing. you can control when the communication can ta,e place. you can send or recei"e the information depending on your schedule no need for interruptions with phone calls or personal "isits and do not need to respond immediately -allows you to focus on the message not the sender

Concerns regarding the use of e-mail: -the possi+ility of getting hac,ed -accessi+le only with internet. no internet0no email -some people prefer to write on paper -if using internet +ased email there are some limitations and limit the storage -e"erything you write or send can +e copied and shown to other people -you could misinterpret something someone says +ecause you aren-t hearing the e/pression in their "oice or seeing their facial e/pressions so it-s easy to misinterpret them -o"eruse. recei"e too much mail it ta,es time to filter your in+o/ if you get too many emails -spam. recei"e spam or messages from people you do not ,now. Viruses1 -pri"acy. email pro"ided through schools +usiness similar organi#ations ha"e the right to re"iew your mail. hac,ers can intercept your messages -Identity of sender. anyone can create an email address that sounds familiar and safe +ut you don-t really ,now unless you can confirm yourself -if the recipient doesn-t chec, email regularly or does not follow through on response then you do now ,now if they recei"ed it. failure to complete the communication cycle -remo"es the face to face aspect of communication that allows you to 2read3 a person-s tone and mannerisms 4non-"er+al cues5 which can +e "ital to effecti"e communication

Emily Voordouw

When we con"erse we e/pect other people to o+ser"e certain rules of +eha"ior. 6he same is true for email the most popular form of online communication. 7ere are a few pointers to help you communicate more effecti"ely. In the space provided, explain why each etiquette tip should be followed ! Clearly summari"e your message in the sub#ect line It gi"es the person you are sending the message to an idea of what it-s going to +e a+out. $ %o not use the CC &Carbon Copy' function to copy your message to everyone 6hese days e"eryone recei"es too much email. 8nnecessary messages are annoying. If only a few people really need to recei"e your message only direct it to them. It gi"es e"eryone the right to see the groups email addresses. "iolation of pri"acy. ( )se the *CC &*lind Carbon Copy' If you use 9:: it will hide the other emails so you aren-t gi"ing away their emails whereas :: is gi"ing away the other peoples email address. + ,eep your message short and focused ;ew people en<oy reading on their computer screens. fewer still on small smartphone screens and other mo+ile de"ices. =ecipients tend to ignore long messages. Avoid using all CA.I/A0 0E//E12333

If you use all capital letters it will seem li,e you-re mad and shouting1 9ut it-s also more difficult to read. 4 %on5t write anything you wouldn5t say in public >nyone can easily forward your message e"en accidentally. 6his could lea"e you in an em+arrassing position if you di"ulged confidential information made a nasty comment a+out someone or circulated an off-colored <o,e. 6 )se emoticons7smiley5s to ensure that your message is properly understood

Smiley-s are typically used in personal e'mail and are not considered appropriate for +ussiness 8 Avoid sending e-mail to large numbers of people unless you have a legitimate reason to do it

Emily Voordouw
E-mail sent to many recipients may +e considered spam. 9 Avoid nasty e-mail 9ecause on the internet it li"es fore"er so don-t say something that you would deny standing +ehind or would not want to +e getting in trou+le for. !: Include your name at the bottom of the message The message contains your e-mail address in the header, but the recipient may not know that the senders address is yours, especially if its different from your real name.