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Outlook 2010 Power Shortcuts
Illustration by Neil Webb

Ten email netiquette tips


From:

Outlook 2010 Power Shortcuts

with David Diskin

Video: Ten email netiquette tips

Composing an e-mail to suit your audience is a vital part of communicating your message. If your e-mail is unpleasant to read, hard to find, or lost among a sea of other e-mails, you will have wasted your time and not accomplished your goal. Further, e-mail is a one-way medium. When writing, we cannot see or hear the recipients, which is vastly different that the telephone or being face to face. To help overcome this, here are my top 10 tips for e-mail netiquette. On the left is the poor example, and on the right you'll find the improved one. Number one, make subject lines meaningful.
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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Outlook 2010 Power Shortcuts
2h 28m Intermediate Jan 18, 2011

Viewers: in countries Watching now:

In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.

Topics include:
  • Navigating Outlook with keyboard shortcuts
  • Conducting a poll through email
  • Sending automated replies using rules
  • Managing junk mail
  • Utilizing search folders for repeating searches
  • Sharing a calendar via email
  • Creating multiple signatures
  • Mail merging contacts into Microsoft Word
  • Customizing Outlook's panes and the Quick Access Toolbar
Subjects:
Business Productivity
Software:
Office Outlook
Author:
David Diskin

Ten email netiquette tips

Composing an e-mail to suit your audience is a vital part of communicating your message. If your e-mail is unpleasant to read, hard to find, or lost among a sea of other e-mails, you will have wasted your time and not accomplished your goal. Further, e-mail is a one-way medium. When writing, we cannot see or hear the recipients, which is vastly different that the telephone or being face to face. To help overcome this, here are my top 10 tips for e-mail netiquette. On the left is the poor example, and on the right you'll find the improved one. Number one, 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; neither is "attached," as we can see on the left. But the 2011 Northern California - Budget and Goals (Draft), that is. A well-written subject line will be easier to find if you need it later. It will certainly speed up searches, and if somebody is scanning through their Inbox, they will find their message a lot faster. Number two, avoid misinterpretation.

Consider the following statements when read with emotion. "Of course, I will do that for you. I have plenty of free time," or "I can't believe you did that," or "how do you think you are going to accomplish that," or "she said, I did what?". Now consider how emotion and tone are lost when you can't hear someone's voice, and that's the case with e-mail. Of course, I will do that for you. I have plenty of free time. I can't believe you did that. How do you think you are going to accomplish that? She said I did what? Each of these become open to interpretation from the reader, and that can cause a communications breakdown when the message is important. Number three, make instructions as clear as possible.

If you're writing a memo with instructions, such as steps on a computer or a way to complete a form, you should always be as clear as possible. To minimize questions, take the extra time to compose a thorough e-mail that's clear, well formatted, and answers any questions that may arise in the process. Number four, state your expectations. Because e-mail 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 result.

If you need something done by a specific dates, state that in your e-mail as well. Then I ask them if they can have your request complete by that time or not. Number five, use short paragraphs. Write your e-mails like journalists write their articles: paragraphs are short, words are simple, and ideas flow quickly from one paragraph to the next. No one has hours to read their e-mail every morning. Number six, write for the lowest denominator. If you're writing an e-mail 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. The most common problem with this is acronyms and abbreviations. If you use them, make sure you know that your audience understands what they stand for. If not, spell them out or use parenthesis and explain them. Number seven, what you say is written in stone. Remember that e-mails 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 e-mail to paper, and forwarding e-mails to other people is easy.

So avoid unnecessary headaches and don't write an e-mail that will come back to haunt you. Number 8, e-mail is not urgent. Because e-mail is so fast, people often forget that it's 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 e-mail with "ASAP" or a red exclamation point. Number nine, beware of the recipients.

Sending an e-mail 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. Number ten, planning meetings. While you could use an e-mail to plan a meeting with your coworkers, a more efficient way is to create an appointment from the calendar and invite them to it. This gives you the added advantage of being able to see their schedule and find a time that's available for everyone involved.

Further, your invitees can accept the appointment and have it automatically added to their calendar on the right day and time, with the notes you've provided. And there you have it, ten 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!

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