Email Etiquette
Basic Guidelines to follow when using Email

1. Take care with rich text and HTML messages.

Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails. If this is the case, the recipient will receive your message as a .txt attachment. Most email clients are able to receive HTML and rich text messages but the safe bet is to send all email in "plain text." Using emoticons, smileys, or other graphics in your Email is very distracting to the recipient and using colorful text is often not viewable or printable by the recipient.

2. Do not write in CAPITALS.

IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not to send any email text in capitals. Also, many Spam emails use CAPITALS and email servers that block Spam look for this. Be aware that using Capitals in the subject line can cause an email to be declared Spam.

3. Don't reply to spam.

By replying to spam or by unsubscribing, you are confirming that your email address is 'live'. Confirming this will only generate more spam.

4. Use proper spelling, grammar & punctuation.

This is not only important because improper spelling, grammar and punctuation give a bad impression of you and your school, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. And, if your program has a spell checking option, why not use it?

5. Do not use email to discuss confidential information.

Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke. Remember, email is NOT private.

6. Do not attach unnecessary files.

By sending large attachments you can annoy recipients and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Sending a large movie, large pictures from your digital camera, or files that are not formatted correctly for email, are very annoying to users.

7. Don't forward virus hoaxes and chain letters.

If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax. By forwarding hoaxes you use valuable bandwidth and sometimes virus hoaxes contain viruses themselves, by attaching a so-called file that will stop the dangerous virus. The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Even if the content seems to be bona fide, the senders are usually not. Since it is impossible to find out whether a chain letter is real or not, the best place for it is the trash.

8. Avoid long sentences and be concise.

Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances are that they will not even attempt to read it! Be concise and to the point.

9. Mailings > use the Bcc: field.

When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: 
(1) the recipient knows that you have sent the same message to a large number of recipients.
(2) you are publicizing someone else's email address without their permission. One way to get round this is to place all addresses in the Bcc: field. However, the recipient will only see the address from the To: field in their email, so if this was empty, the To: field will be blank and this might look like spamming.

10. Read the email before you send it.

A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails. Apart from this, reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.

11. Make sure email addresses are correct.

Make sure your email addresses are correct. Many users send email to to several people at a time using their address book group entries. Make sure your address book entries are correct. If the email server bounces an email back to you stating the receipent can not be found, then you need to correct the email address.