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Email 101

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Email Etiquette and Safety

Page 1

Introduction

Screenshot of Gmail

Like any form of online communication, it's important to practice good etiquette and safety when using email. Etiquette is a set of rules and guidelines that people use to communicate more effectively. You should also know how to protect yourself from certain risks, like malware or phishing.

In this lesson, we'll discuss writing more effective emails using good email etiquette, both for personal use and in the workplace. We'll also talk about different strategies for using email safely.

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Tips for email success

Here are some basic rules you can follow to write better emails, no matter who you're emailing. In some cases, it's OK to break these rules. Use these rules as a starting point, then tailor each email you send based on the situation.

Click the arrows in the slideshow below to learn more about basic email etiquette.

  • Click the arrows to learn more about basic email etiquette and common mistakes to avoid.
  • Just like a written letter, it's nice to add a greeting such as
  • People are more likely to read an email if they know what it’s about, so be sure to include a relevant subject line. Avoid long or rambling messages, but provide enough detail to make the email clear.
  • Your recipients may not be able to recognize irony or sarcasm in email, as in the example above, which can lead to misinterpretation or confusion. It's best to phrase things in the clearest way possible.
  • Double-check the Cc and Bcc fields when replying to a message. It’s easy to include recipients by accident. In the example above, the email was meant for the original sender, but includes extra recipients.
  • Be sure to check that your message is free from spelling and grammatical errors and that you’ve correctly entered your recipient’s email address. Remember, emails can’t be unsent!
  • Your email service may have various text formatting options, but be aware that formatting can make your emails difficult to read. Excessive text formatting can also look unprofessional.
  • Many people create elaborate signatures with lots of contact information. However, this can make it hard to know how you want to be contacted. Include only your preferred contact info.
  • Writing in all capitals is equivalent to shouting online. Your recipient may mistakenly think that you're angry or upset. Also, emails written in all caps are much more difficult to read.
  • Chain emails can spread quickly because they are forwarded to lots of people, who then forward them to others, and so on. Many are hoaxes, and even those that aren't may annoy your recipients.
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Page 3

Email attachment etiquette

Attachments are an easy way to share files, photos, and more, but many people aren't aware of some of the most common attachment mistakes. Be sure to follow these basic rules when including attachments in your emails:

  • Mention included attachments
    Never attach a file without mentioning it in the body of your email. Something as simple as "I've attached a few photos to this email" will help your recipients know what to expect. On the other hand, make sure that attachments you mention are actually included with the message—it's easy to focus on your message and forget to include the file itself. We recommend attaching any files before you start writing.
    Screenshot of GmailMentioning an included attachment
  • Consider file size and format
    Avoid sending excessively large attachments or uncompressed photos, which can take a long time for your recipients to download. You can always ZIP or compress files to make them easier to send over the Web. Additionally, make sure your attachments don't need to be viewed in a specific application—use universal file types like .PDF, .RTF, or .JPG.
    Screenshot of GmailAttaching a ZIP file
  • Only include related files
    If you need to send a lot of different files to the same person, consider sending the attachments through multiple emails. If you include several unrelated files in the same email, it can be difficult for your recipients to find the exact file they need.
    Screenshot of GmailSending only related attachments

While attachments are still an easy way to share files quickly over email, many people have started using cloud-based storage services like Google Drive and Microsoft SkyDrive to share large files. Rather than sharing the file itself, you can share a link, allowing others to access the file remotely. Check out our lessons on Sharing Files in Google Drive and Sharing Files in SkyDrive to learn more.

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Using email in business

Whether you're using email at work or applying for a job, the normal rules of email etiquette still apply. However, there are a few additional considerations to keep in mind, as business emails can affect your professional reputation.

Click the arrows in the slideshow below to learn more about using email in the workplace.

  • Click the arrows to learn more about email etiquette and professional communication in the workplace.
  • When applying for a job, make sure that your email address isn’t too extreme or unprofessional. As in the example above, an address like party.dude826@yahoo.com could give others a bad impression.
  • While emails are less formal than written letters, using informal language can seem very unprofessional, as in the example above.
  • Using profanity in a workplace email is extremely unprofessional. In some cases, it might even result in disciplinary action.
  • Keep in mind that your company may read your email. As in the example above, you should never send anything derogatory or offensive about your coworkers or your workplace.
  • Make sure your email is addressed to the right people, especially when sending a reply. In the example above, the message criticizes the original sender while accidentally including him as a recipient.
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Remember, you should never use your work email account for personal communication. It's best to get your own personal account from a webmail service like Gmail, Yahoo!, or Outlook.com.

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Email safety

Email is not totally secure, so you should avoid sending sensitive information, such as credit card numbers, passwords, or your Social Security Number. In addition, you may receive emails from scammers and cybercriminals, so you'll need to know how to deal with those messages. Here are a few things to watch out for:

Screenshot of Gmail Spam FilterSpam emails
  • Spam: Spam is another term for junk email or unwanted email advertisements. It's best to ignore or delete these messages. Luckily, most email services offer some protection, such as spam filtering.
  • Phishing: Certain emails pretend to be from a bank or trusted source in order to steal your personal information. It's easy for someone to create an email that looks like it's from a specific business. Be especially cautious of any emails requesting an urgent response.
  • Attachments: Some email attachments can contain viruses and other malware. It's generally safest not to open any attachment that you weren't expecting. If a friend sends you an attachment, you may want to ask if he or she meant to send it before downloading.

For more information, check out Email Tips for Scams and Spam in our Internet Safety tutorial.

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Now that you've finished exploring Email 101, you can:

  • Get your own email account. It's easy to get a free email account from any major webmail provider, such as Yahoo!, Outlook.com, or Gmail.
  • Learn how to use a specific email client. Our Gmail tutorial will provide step-by-step instructions for sending, receiving, and managing your email.
  • Check out our Beyond Email topic. If you're ready to explore other ways of talking and sharing online, go to our Beyond Email topic to learn about instant messaging, video chat, text messaging, social networking, blogging, and more.