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Before You Click Send… Refresher!

So many misunderstandings because of misinterpreted intent happen in e-mail every single day. Many who experience these situations end up stopping by NetManners.com and asking for my help and advice.

Usually at fault is one side or the other not paying attention to what they are doing (inadvertently sending to the wrong contacts) or rushing through the typing their e-mails (not spell checking or ensuring proper tone is relayed).

We all need to slow down and take a deep breath! E-mail is one thing that never benefits from a rushed approach.
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REPLY:, FWD:, REPLY:, FWD:

Here are some tips to keep in mind when hitting the REPLY and FWD buttons in your email program:

• If the Subject: line is now filled with RE:s to the point that the Subject: line is too long to view or understand easily. Start a new email and update the Subject: line.
• Never forward without a personal comment about what and why you are forwarding. To do so without comment is perceived as rude. If it is something that you think someone would like or be interested in, at the very least take the time to type a short note and tell them why or don’t forward at all.
• Carefully look at who was sent the email before replying. If there are other folks in the CC: field and your response will be necessary for them all to know, then hit REPLY ALL. Reply to All should be used with discretion and sparingly as most time your message will not be necessary for all to know. If you need clarification or if your comments are not for ALL, then only email the sender with your questions or comments.

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Expectations of Being Cc:’d

What should you expect from those you Cc: on an e-mail? If you are the one who is Cc:’d on a e-mail what are you required to do?

Cc:’ing is a way of informing others of a communication or information that may in some way require their attention or action. When you Cc: folks, you are F.Y.I.ing them. If you are the one who is Cc:’d, there is no need for a response unless you have something to add or inform the Sender that is important to the topic.

Notice I typed inform the Sender? Being Cc:’d does not mean you hit Reply to All with your reply. You only reply to the Sender who Cc:’d you. Only use Reply to All if your response directly affects the others in the Cc: field and it is necessary that they be aware of your response. Keep in mind Reply to All is the exception — not the rule.
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Avoiding E-mail Security Issues

I know, I know… Technology can be frustrating! Unfortunately, when faced with techie issues that many users do not understand, they many times choose to trivialize these critical issues in the guise of then not having to deal with them. I see it every day.

At least once each week I want to throw something at or kick my computer. Either it isn’t behaving as I would like or I am learning something new that is challenging me. At the end of the day, however, I never choose the path of least resistance or minimize issues I know to be important simply because I don’t want to deal with them.

For e-mail, your most important and guarded information relies on your password being unique to you and not known to others. Even in a business environment, outside of the IT gal or guy, no one but the user should have access to others passwords.
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Be Leery of Links in E-mail

One of the most common ways to get intrusive files, spyware, adware, worms or cookies on your computer is clicking on links in e-mails that take you where you didn’t know you were going. These e-mails are usually spam or are spoofing that the e-mail is from your financial institution or a site you frequent such as eBaY or PayPal. The senders of these type of e-mails are very sneaky while some are blatantly obvious.

To be safe, never click on a link that is all numbers no matter how good the offer or noble the cause may seem. A Web site address that is all numbers is called an IP address. E-mails only noting IP addresses simply cannot, should not be trusted! Why wouldn’t the sender spend the ten bucks to have a domain name? Because they don’t want to be traced, that’s why!
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