Wednesday, June 10, 2009

E-mail Etiquette

This is advice from a Network Administrator responsible for all of the computers at a very large corporation.
It is an excellent message that
ABSOLUTELY applies to ALL of us who send emails.

Please read the short letter below, even if you're sure you already follow proper procedures.

Do you really know how to forward emails? 50% of us do; 50% DO NOT.


Do you wonder why you get viruses or junk mail? Do you hate it?

Every time you forward an email there is information left over from the people who received the message before you did, namely their email addresses and names. As the messages get forwarded along, the list of addresses builds, and all it takes is for one person to get a virus, and his computer can send that virus to every email address that has come across his computer.

Or, someone can take all of those addresses and sell them or send junk mail to them in the hopes that you will go to the site and he will make five cents for each hit. That's right, all of that inconvenience over a nickel!

How do you stop it? Well, there are several easy steps. Try the following if you haven't done it before:

1)
When you forward an email, DELETE all of the other addresses that appear in the body of the message (at the top).

Highlight them and delete them, backspace them, cut them, whatever it is you know how to do. It only takes a second.

You MUST click the 'Forward' button first and then you will have full editing capabilities against the body and headers of the message.

If you don't click on 'Forward' first, you won't be able to edit the message at all.

2) Whenever you send an email to more than one person, do NOT use the To: or Cc: fields for adding email addresses.

Always use the BCC:(blind carbon copy) field for listing ALL the email addresses.
This way the people you send to will only see their own email address. If you don't see your BCC: option click on where it says TO: and your address list will appear. Highlight the address and choose BCC: and that's it, it's that easy. When you send to BCC: your message will automatically say 'Undisclosed Recipients in the 'TO:' field of the people who receive it.

(3) Remove any 'FW :' in the subject line. You can re-name the subject if you wish or even fix spelling.

(4)
ALWAYS hit your Forward button from the actual email you are reading. (You may have had to open numerous other pages before you got to the real forwarded message!)

Ever get those emails that you have to open 10 pages to read the one page with the information on it?
By Forwarding from the actual page you wish someone to view, you stop them from having to open many emails just to see what you sent.

(5) Have you ever gotten an email that is a petition?
It states a position and asks you to add your name and address and to forward it to 10 or 15 people or your entire address book. The email can be forwarded on and on and can collect thousands of names and email addresses.

FACT:
The completed petition is actually worth a couple of bucks to a professional spammer because of the wealth of valid names and email addresses contained therein.

DO NOT EVER put your email address on any petition. If you want to support the petition, send it as your own personal letter to the intended recipient. Your position may carry more weight as a personal letter than a laundry list of names and email addresses on a petition. (And don't believe the ones that say that the email is being traced; it just ain't so!)

ACTUAL FACT: Most e-mail petitions that are forwarded with just a list of names are worthless because they do not fully identify the signer by street address, etc. Nor does it prove that the signer really signed it. Do not forward them.

Some of the other emails to delete and not forward are:

A. The one that says something like, 'Send this email to 10 people and you'll see something great happen.' Or sometimes they'll say 'something really cute will happen.'

IT WON'T HAPPEN !!!!

B. And don't let the bad luck ones scare you either,you know the ones; "This is Hugo, his parents died in Hurricane Fred and he now lives in a carboard box with a family of blind mice, two of which have cancer and may die at anytime soon.....etc.", they should get trashed!!

IT WON'T HAPPEN !!!!

C. Before you forward an 'Amber Alert, or a 'Virus Alert, or some of the other emails floating around nowadays, check them out before you forward them. Most of them are junk mail that's been circling the net for YEARS! Just about everything you receive in an email that is in question can be checked out at www.truthorfiction.com , www.snopes.com or www.factcheck.com. It's really easy to find out if it's real or not.

If it's not true, please don't pass it on.

So please, in the future, let's stop the junk mail and the viruses. Also get rid of the advertisements at the bottom of your emails! You pay for your internet why advertise free for them? If they want advertisement let them pay you to use your space!!!!

Finally, here's an idea!!! Send this to all your e-mail friends (but strip the address off first, please). This is something that SHOULD be forwarded to everyone you send or swap email with.


[Copied from a forwarded mail.]


Oh well, these really make sense and I'm implementing it! xD

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