Bullet Points
Email Etiquette

If there are any topics you would like to see discussed in the future or if you have any comments, please contact me at JoeT@HighCaliber.com

• Quickly Launching an Application Using the Keyboard

  To save you the trouble of having to drill down to find your favorite programs in the Programs list:

  1. Click Start
  2. Click All Programs
  3. Right click on an frequently used application
  4. Select Properties from the context menu
  5. Enter the key you want to use to quickly launch this application. You can use Ctrl and Alt in combination with keys.
  6. Click Ok

  Be careful when you assign the hotkey combination: don't use one that already is reserved for some other Windows function.

   

• Renaming Multiple Files

  In Windows Explorer, you can rename multiple files at the same time:

  1. Highlight all of the files you want to rename
  2. Right click on one of the selected files
  3. Select Rename from the context menu. All of the selected files will share the same name with a number in brackets differentiating them.

   

• Sending Text Messages to a Cell Phone via the Web

  This is particularly useful when you don't know/remember a person's cell provider:

  http://www.smseverywhere.com/send.htm

   

• MSN Search

  Microsoft has improved its search engine to the point where it is becoming tough competition for Google. MSN Search provides search for web pages, news or images, as well as interactive maps and access to the Encarta encyclopedia.

  http://search.msn.com

   

• Quick Way to Check File Properties

  A fast way to examine a file's properties is to hold down the Alt key and click on the file.

   

Top

While most of us learned to use email a long time ago, we may have forgotten the basic rules of email etiquette. Here are a few to keep in mind:

1. Missing or irrelevant Subject line. It pays to spend a moment or two composing an appropriate Subject line. And NEVER leave the Subject line blank.

    

2. Asking or calling someone to see if he/she got your email. Why use email if you are going to do this?

    

3. Replying to All when it is not appropriate. A common mistake that is made is to reply to "All" indiscriminately. Not all replies are intended for everybody on a list. The question you should ask yourself before replying to the email without editing the recipient list is: a) Is your reply intended for the whole distribution list? If not, make sure you change the recipient list accordingly. If you don't, you will in most cases irritate other listed members.

    

4. Misuse of Return Receipts. Return Receipts are good for tracking whether an email was received and opened. Before enabling receipts to a message (especially if it is being sent to a large distribution list), ask yourself: a) Do you care if the recipients read this message? If not, return receipts are unnecessary and add overhead to mail systems. b) Do you really want to receive a large volume of receipts in your already clogged Inbox?

    

5. Forwarding email without adding value to the original email. The person you directly forward an email to without providing some explanation might not understand why you forwarded him/her the message.

    

6. Typing all or a large portion of a message in UPPERCASE or Bold. Of course, typing in uppercase usually means you are shouting, but some people do this because they find it easier to type. Not a good idea.

    

7. Misuse of blind carbon copy (Bcc). The fact that you post an email to one person and, without this person’s knowledge, email another exact copy to another person is unacceptable, and in most cases unethical.

    

8. Long winded emails, long winded reply upon reply, upon reply. Using email for a discussion or "chatting" becomes quite ineffective after a while. After a couple of replies, you might want to consider calling the person or scheduling a meeting.

Top