Netiquette forwarding rules

Today's blog offers some concise tips on forwarding and resending email messages. As always, proper Netiquette should be maintained. Moreover, since the characteristics of these types of emails are different, sometimes extra considerations should be considered.

Forwarding

        When forwarding, it should be made certain that the email is being sent to the recipient's appropriate account (business, personal, group).  If one chose's to send to a group, it should be insured that this not going to cause any problems.  It is best here to forward to individuals.  Consideration should be given for using the bcc:  method as well.  Additionally, an explanation should be given to ensure  a message or thread is being forwarded and if one is not the composer, state a reason for the mail.

        Sometimes a message is returned because one of the recipient's addresses is typed incorrectly.  Rather than resending the message again to everyone, it should be resent only to the addressee who did not receive it.  One should make sure this is mentioned.  One can accomplish this by forwarding the email as well.  Similarly, with a resending with the successful recipients, explain what and why it is being done. 

Resending messages

        This method can be a very useful tool.  Often a recipient  has not received or has lost a message.  If you do resend a message and include additional recipients, take the same care and steps as you would when forwarding.  If the original mail was a sender request, make sure to state "second request or "resent" in the reference bar.

        Do not gloat about resending a message to prove a point since the original meaning for sending or interpretation for a message may have been misread by the sender.  If you are resending a message which was not received, was lost or needs more information, take proper care that the content is still timely, relevant and complete.  You may need to add more information and if this is the case, add the information separately and be clear as to how and why.  Do not change the original message since it may later be read or compared to the original.

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Yesterday's quiz was: When was the first email sent from space?

1. 1971

2. 1980

3. 1985

4.1991

5. 1995

Which country was responsible for the first email?

1. The United States

2. Russia/Soviet Union

3. Israel

4. China

5. North Korea

The correct answers are the United States sent the first email from space in 1991. Here is the message:

“Hello Earth! Greetings from the STS-43 Crew. This is the first AppleLink from space. Having a GREAT time, wish you were here… send cryo and RCS! Hasta la vista, baby… we’ll be back!”

Here is today's quiz/fact:

What percentage of time does the average worker spend on email per day?

1. 15%
2. 21%
3. 28%
4. 35%
5. More than 35%

The answer will appear in the next blog posting.

Netiquette rules for sending emails

The last blog initiated descriptions of Netiquette rules and suggestions for sending emails in terms of times and other considerations. This posting will expand upon this topic. Any questions on this area or other aspect of Netiquette are welcome and can be directly posted as well. Suggestions on how to expand the NetiquetteIQ blog page are welcome also.

International emails

It has already been stated in the last blog how instant mail communication can be properly utilized with correct Netiquette.  This applies to international communications as well. Care and consideration should be given to the time windows.  It cannot be expected for an overseas person to quickly reply to a message which is received off hours to them but prime time in the United States. There are many time zone references available on-line.  If a message does need to be sent off hours, it is highly desirable for the sender to let the recipient know he (the sender) is aware of the difference and if a reply or action is anticipated, that an appropriate adjustment and/or expectation has been made.

Sending

            "The sky is falling" 

                                            - Chicken Little
       
Proper Netiquette is sometimes overlooked by using an overemphasized subject line which does not deliver or correspond to some related topic or presumption in the content of the email itself.  Although a good, accurate and relevant or interesting subject line is needed, exaggerated wording or format can be misleading and ruin a message. So can a weak or unrelated one that is vague.  Even though a more attention grabbing subject field may elicit a greater chance of being read, to do so consistently, without merit, may produce a dismissive reaction on future communications. Similarly, the frequent use of excessive email program flags, such as red exclamation marks, will also usually produce the opposite of the intended effects.  When utilized properly, importance in subject fields or signifiers will be appreciated, welcomed and read.

Unintended Bait and Switch

Just as email promotions from many companies, an exaggerated subject line might completely differ from the intended target message.  Although this tactic may be deliberately used for spam marketing, it should not be used with non spam messages.  Sometimes this action is not intended. One cause might be a lack of concentration in changing the subject line for the convenience of not having to open a new email template and completing the fields. 

The reused template may also contain unintended urgent flags.  The subject field might also contain previous multiple punctuation marks, all upper case letters or sensitive topics.  There is rarely an instance to reuse messages or templates and new "clean slate" formats should be utilized.  The potential risks of not doing so are too high.

Sending Templates

Similar to replying to emails with "personalized templates" is often transparent, templates for sending can be proper Netiquette although not ideal. Their use is highly preferred to a mail-n-merge whenever at all possible.  These messages are best for general mail where a recipient is not well known, or likely may not be contacted again.  Some examples of these are:

1)   Thank you for meeting, orders, interviews, etc.

2)   Company hire

3)   Survey or opinion

4)   Reminder

5)   Retirement/Promotion/Award

6)   Seasonal Event

7)     Meeting schedule

8)     Rejection of a bid, offer or job request

9)     Company announcement

10)   Referral of a colleague or group

        Once again, it should be stressed that the best Netiquette for email is  to personalize as much as possible to maximize positive tone, insure best results and preserve positive relationships.

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Yesteraday's quiz was:

Which head of state sent the first email? Guess which year as well.

1. Queen Elizabeth

2. Ronald Regan

3. Fidel Castro

4. Mikhail Gorbachev

5. Sadam Hussein

The correst answer is Queen Elizabeth in 1981.

Today's  quiz is: When was the first email sent from space?

1. 1971

2. 1980

3. 1985

4.1991

5. 1995

Which country was responsible for the first email?

1. The United States

2. Russia/Soviet Union

3. Israel

4. China

5. North Korea

The answers will appear in the next blog posting.