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Email Etiquette Guidelines
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New email users need to be aware of common network etiquette (netiquette) that
email users expect from one another.
- Writing email messages.
- Be Polite!!!
- Don't forget common courtesy. *Please* and *Thank You* should
always be used when asking and receiving help.
- Use mixed case letters.
- It makes your message easier to read.
- Typing an email message in all capital letters is hard to read and
is viewed as shouting.
- Use underscore, capital letters and * for emphasis.
- This_is_an_important_statement.
- This is an *important* word.
- This is an IMPORTANT word.
- Use emoticons (emotional icons), commonly referred to as "smileys", to add a tone of voice or facial expression to your message.
Smileys are used to soften those "tongue in cheek comments" meant to be funny but easily misinterpreted. Use them sparingly.
- Turn your head counterclockwise to view the smiley.
- :) smile
- :-) happy
- ;-) wink
- :-( sad
- Separate paragraphs with blank lines.
- Do not use special formatting like font colors, sizes, centering, etc.
- Many email software programs do not allow text formatting.
- Content is more important then format.
- Turn off the HTML settings if your email program supports them.
There are many email programs in use that do not support HTML.
Sending HTML emails to these users waste bandwidth and tends to
irritate them.
- Email messages that are not sent encrypted are as private as a
postcard.
- Do not put anything in an email you do not want the world to read. Remember
an email message can easily be forwarded to others.
- Never leave the email subject line blank.
- The subject line is the only label you have to identify the messages in your mailbox.
- Make the subject as brief and descriptive as possible. Many email programs only show the first 20 to 30 characters of the subject line.
- The subject line should reflect the subject matter of the
message.
- Proofread your email messages before sending them.
- Grammar and spelling always count.
- Don't send attachments without getting
permission from your recipient first.
- Some email programs cannot handle attached files.
- Large attached files can fill someone's
email mailbox making it impossible for them to receive any more email.
- Because of viruses many users delete email attachments without opening
them.
- Always include the "http://" in any web site address (URL) you
send. Many email programs recognize this as a web address and will allow the user to click on the URL and bring up the web page in the users
web browser.
- Replying to an email message
- Make sure the subject line has a Re: in
front of the original subject line. This is termed a
"thread". Threads are the responses to an email message.
- Place your response at the top of the message.
- Many email programs automatically mark each line of the original
message with the greater than symbol (>). This is termed "quoting". If you
are responding to a portion of an email message, be sure to delete the
excess text of the message and see that the greater than symbol (>)
precedes each original line of text. The following are examples of
replying to an email using quoting.
The original email message.
Hi Jane,
How are you?
I am looking forward to Friday's assembly.
Maybe I will see you there.
Joan
Quoted version responding to entire email message.
Hi Joan,
I will see you there.
Jane
>How are you?
>I am looking forward to Friday's assembly.
>Maybe I will see you there.
>Joan
Quoted version responding to a portion of the email message.
Hi Joan,
>How are you?
I am fine.
>I am looking forward to Friday's assembly.
I will be on a field trip Friday.
Jane
Netiquette Resources
Next Section - Acceptable Use Policy - Newsgroup Etiquette
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