Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Ten email netiquette tips

From: Outlook 2007 Power Shortcuts

Video: Ten email netiquette tips

Composing an email to suit your audience is a vital part of communicating your message. If your email is unpleasant to read, hard to find or lost among a sea of other emails, you will have wasted time and not accomplished your goal. Further, email is a one-way medium. When writing, we can't see or hear the recipients, which is vastly different in the telephone or being face-to-face. To help overcome this, here are my 10 tips for email netiquette. On the left is the poor example and on the right, you'll find the improved one. Tip number 1, make subject lines meaningful.

Ten email netiquette tips

Composing an email to suit your audience is a vital part of communicating your message. If your email is unpleasant to read, hard to find or lost among a sea of other emails, you will have wasted time and not accomplished your goal. Further, email is a one-way medium. When writing, we can't see or hear the recipients, which is vastly different in the telephone or being face-to-face. To help overcome this, here are my 10 tips for email netiquette. On the left is the poor example and on the right, you'll find the improved one. Tip number 1, make subject lines meaningful.

Make sure your subject lines are useful, uniquely describing the contents of the message. Our meeting is not a good subject line but the meeting regarding sales goals for quarter1 2011 is. A well-written subject line will be easier to find if you need it later. Tip number 2, avoid misinterpretation. Consider how emotion and tone are lost when you cannot hear someone's voice and that's the case with email. A statement is open to interpretation from the reader and that can cause communication breakdown when the message is important. Tip number 3, make instructions as clear as possible.

If you're writing a memo with instructions such as steps on a computer or how to complete a form, you should always be as clear as possible. To minimize questions, take the extra time to compose a thorough email that's clear, well formatted, and answers any questions that may arise in the process. Tip 4, state your expectations. Because email is a one-way form of communication, it's not convenient for your recipient to ask you to be more specific, so little questions might go unasked and you may regret the end result. Tip number 5, use short paragraphs.

Write your email like journalists write their articles. Paragraphs are short, words are simple, and ideas fall quickly from one paragraph to the next. No one has hours to read their email every morning. Tip number 6, right for the lowest denominator. If you're writing an email to a large audience, remember that everyone has varying levels of knowledge on the topic at hand. Without boring your experienced readers, be sure to provide enough information for your readers who are still learning. Try to avoid abbreviations, code, and other internal terms that you use that your readers may not be familiar with. Tip number 7, what you say is written in stone.

Remember that emails are permanent documents that can be used against you or your company, if someone felt the need. It only takes a click to print an email to paper and forwarding emails to other people is easy. So avoid unnecessary headaches and don't write an email that's going to come back and haunt you. Email is not urgent. Because email is so fast, people often forget that email is not reliable for urgent communication. If you need someone to do something right away, pick up the phone or walk to their desk and tell them in person.

Not only will your message be received but they will understand the urgency far better than an email with red capital letters. Tip number 9, beware of the recipients. Sending an email is easy and we often get in the habit of not double checking things before hitting Send. Always make sure that your recipient is the right person and not someone else from your Address Book. And don't accidentally hit Reply to all when you're directing the message at only one person. Tip number 10, planning meetings.

While you can use an email to plan a meeting with your coworkers, a more efficient way is to create an appointment and invite them to it. This gives you the added advantage of being able to see their schedule and finding a time that's available for everyone involved. Further, your invitees can accept the appointment and have it automatically added into the calendar on the right day and time with the notes you've provided. And there you have it, 10 ways to stay out of trouble and help others in the process. Now if you are a supervisor or a manager, I've got six more tips just for you.

Check out the next video!

Show transcript

This video is part of

Image for Outlook 2007 Power Shortcuts
Outlook 2007 Power Shortcuts

67 video lessons · 7706 viewers

David Diskin
Author

 
Expand all | Collapse all
  1. 1m 9s
    1. Welcome
      1m 9s
  2. 18m 5s
    1. Finding a contact in seconds
      50s
    2. Viewing Outlook in multiple windows
      56s
    3. Sending a text (SMS) message from Outlook
      1m 6s
    4. Viewing the schedule for an entire group
      1m 56s
    5. Setting your default Address Book
      1m 28s
    6. Color-coding important messages
      2m 4s
    7. Sending business cards via email
      1m 5s
    8. Using Quick Parts to avoid retyping
      2m 37s
    9. Adding hyperlinks to an email
      2m 54s
    10. Conducting a vote via email
      3m 9s
  3. 24m 31s
    1. Working with folders and subfolders
      2m 43s
    2. David's Rule of Email Organization
      2m 15s
    3. Staying organized with shortcut keys
      1m 48s
    4. Three ways to change how your Inbox displays
      2m 32s
    5. Deleting old messages
      2m 2s
    6. Three automatic rules for incoming messages
      4m 28s
    7. Creating a rule that replies with a message
      2m 0s
    8. Four ways to deal with junk email
      3m 0s
    9. Two ways to find an email
      1m 56s
    10. Repeating searches with Search Folders
      1m 47s
  4. 26m 4s
    1. Seven shortcut keys for sending emails
      1m 35s
    2. Three ways to use your Address Book
      2m 3s
    3. Three ways to send email to lists or groups of people
      2m 30s
    4. Five ways to use the Bcc field
      3m 22s
    5. Five ways to use formatting effectively
      2m 13s
    6. Three ways to spice up the occasional email
      2m 9s
    7. Four faster ways to attach a file to an email
      2m 1s
    8. Skipping attachments altogether
      1m 39s
    9. Sharing your Calendar via email
      1m 47s
    10. Marking an email for follow-up
      1m 6s
    11. Setting up multiple signatures
      2m 15s
    12. Two unusual ways to use the Drafts folder
      2m 6s
    13. Holding an email in your Outbox
      1m 18s
  5. 8m 16s
    1. Five ways to create a task
      2m 54s
    2. Three ways to view your tasks
      1m 8s
    3. Three ways to change task due dates
      1m 13s
    4. Four ways to customize your Tasks folder
      1m 57s
    5. Setting task reminders (alarms)
      1m 4s
  6. 14m 42s
    1. Four ways to reschedule an appointment
      1m 51s
    2. Four ways to track appointment details
      2m 9s
    3. Creating recurring appointments
      1m 33s
    4. Two ways to clone an appointment
      1m 20s
    5. Working with time zones
      1m 59s
    6. Setting the time zone of an appointment
      1m 39s
    7. Changing the time scale
      45s
    8. Finding an appointment quickly
      58s
    9. Using the Calendar with shortcut keys
      2m 28s
  7. 11m 10s
    1. Adding a photo to a contact
      55s
    2. Tracking birthdays and anniversaries
      1m 3s
    3. Getting directions to a contact's address
      59s
    4. Three ways to customize your Contacts list
      1m 40s
    5. Adding a field to your Contacts list
      1m 12s
    6. Filtering your Contacts list
      1m 16s
    7. Merging your contacts into Microsoft Word
      2m 0s
    8. Customizing a business card's appearance
      2m 5s
  8. 16m 2s
    1. Using Outlook Today
      1m 8s
    2. Navigating through Outlook with the keyboard
      1m 3s
    3. Organizing by category
      2m 51s
    4. Setting an out-of-office message
      2m 14s
    5. Working offline
      1m 58s
    6. Ten email netiquette tips
      4m 4s
    7. Six tips for supervisors and managers
      2m 44s
  9. 3m 58s
    1. Customizing the Navigation pane
      57s
    2. Customizing other panes
      1m 45s
    3. Customizing the Quick Access Toolbar
      1m 16s
  10. 54s
    1. Additional resources
      54s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Outlook 2007 Power Shortcuts.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.