Couldn't help but notice... » Email tips

Keep URL short to avoid clutter

canproofread — Sat, 10 Apr 2010 06:00:34 +0000

When you have a long URL like this, use a free online programs to shorten it.

http: //maps.google.com/maps?oe=utf-8&client=firefox-a&rlz
=1R1GGGL_en&um=1&ie=UTF-8&cid=0,0,16524608578225602546
&fb=1&hq=First+United+Methodist+Church,&hnear=Sioux+Falls&
gl=us&daddr=401+South+Spring+Avenue,+Sioux+Falls,+SD+57104
-4398&geocode=11229897772533571274,43.543439,-96.732758&
ei=e2q_S8-GI4X6lweC-s3jBg&sa=X&oi=local_result&ct=directions-to
&resnum=1&ved=0CAsQngIwAA

With tiny.cc it becomes http://tiny.cc/gfucj or
http://tiny.cc/GoogleMapFirstUMC using customurl of GoogleMapsFirstUMC.

With bit.ly it becomes http://bit.ly/bfN8et or
http://bit.ly/GoogleMapFirstUMC using Custom Name of GoogleMapsFirstUMC.

See World Today – Business for their Top 10 Free Short URL Redirection Services list.

Email signature tip

canproofread — Tue, 23 Feb 2010 06:00:40 +0000

Use Shift+Enter at the end of each line to get this first result instead of the second:

Careful with your goofy87@abc.com address

canproofread — Tue, 16 Feb 2010 06:00:35 +0000

Choose your email address wisely. When you send out that resume, do you really want to use TonsOfFun57@Yahoo.com or something similar?

If you have a website, consider using that for your email address. That would give you BetterName@MyWebsite.com.

Case does not matter in email addresses and is only used to clarify the address. So when you choose an email name that looks good in mixed case, be sure that when it is seen in all lowercase, it does not say something you did not intend (e.g. ChooseSpain becomes Chooses Pain).

Thanks for the wall-sized photos you attached

canproofread — Tue, 09 Feb 2010 06:00:35 +0000

Before you attach all your vacation photos to an email, resize them.

Some cameras are set to take photos at 2048×1536 pixels, or something crazy like that. You will be so close, you could count eyelashes. You will also have a photo that is over two feet wide.

If you are just sending them to be viewed on a computer, convert the width to something under 1000 pixels. If you don’t have a graphics program to resize the photo, try something like picresize.com or Picasa.

For more email ettiquette tips, I recommend 101 Email Etiquette Tips. Please pay special attention to #27-32.

Does your reply subject me to confusion?

canproofread — Tue, 02 Feb 2010 06:00:59 +0000

Think before you reply to that email. Does the subject still apply?

I know I have been in email conversations where I received an email where the subject no longer applied. Then if I decide to file it for future reference, the subject won’t help me find it. The solution for me is to change the subject to one that is meaningful before filing it.

Also, please avoid using an old email to start a new topic without cleaning out the old text.

For more email ettiquette tips, I recommend 101 Email Etiquette Tips. Please pay special attention to #15, 40, 62, 87, 90 & 93.

Clear out your email Inbox daily

canproofread — Tue, 26 Jan 2010 06:00:28 +0000

Has an email ever gotten lost in your Inbox? Avoid that by clearing it out daily.
Yes, you can have an empty Inbox. Even if you receive many emails every day.

Set up email folders to organize and store your emails.
Set aside a time to go through your emails so you aren’t interrupted by each one.

Do one of these four things with each email, starting from the top:
Delete it (or use a ”Going Away” folder, if you are hesitant).
Do it (if it will only take a couple minutes).
Delegate it (if you can quickly pass it to someone else).
Defer it (I use a “Review These” folder).

Then your Inbox will be empty and you can start on the deferred emails. Some of these can be deleted and some you might move to email folders (for projects or people).

For more details, visit 4 ways to take control of your e-mail Inbox

Email – bounced back

canproofread — Tue, 19 Jan 2010 06:00:58 +0000

When you send someone an email and you get a strange email back that says your email didn’t make it through, don’t just stop there. The recipient might need your help in order to receive emails. Especially if their mailbox is full.

Typically, a bounce message will contain several pieces of information to help the original sender in understanding the reason his message was not delivered:
The date and time the message was bounced,
The identity of the mail server that bounced it,
The reason that it was bounced (e.g. user unknown or mailbox full),
The headers of the bounced message, and
Some or all of the content of the bounced message.

The important piece of information is the reason. Perhaps that person’s mailbox is full and they need to be informed of that so they can clear out some old emails.

Don't use that tone with me!

canproofread — Tue, 12 Jan 2010 06:00:04 +0000

An email can be taken in a completely different way than you intended.

If it is a critical email, carefully choose your words. Read it out loud. Consider saving it as a draft and reading it again later before sending it.

Typing your email in all caps is considered shouting.

Typing your email in all small case can be considered lazy.

For more email ettiquette tips, I recommend 101 Email Etiquette Tips.

Clear the junk before forwarding email

canproofread — Tue, 05 Jan 2010 06:00:58 +0000

Before you forward that email clean out all the junk that has accumulated.

Adjust the subject to remove all those FWs.

Remove all those accumulated >>>.

Remove extra email addresses.

If all this is too much trouble and it is a chain letter, see this blog posting.

For more email ettiquette tips, I recommend 101 Email Etiquette Tips. Please pay special attention to #44-49.

Email – Don't be so forward!

canproofread — Tue, 29 Dec 2009 06:00:44 +0000

Stop! Do not forward that email chain letter to me. Even if they say they will place a curse on you if you don’t send it to everyone you know. I don’t want it and nobody else does either.

Do not believe pass-around emails either. Most are hoaxes. Bill Gates will not be sharing his fortune with you and those you forward to. If you really think you need to forward it, first check it out at snopes.com. If you later find out that you forwarded a hoax, please send your apology to those receiving your email.

For more email ettiquette tips, I recommend 101 Email Etiquette Tips. Please pay special attention to #44-49 & 56 & 94.