Computersight -

Email is a powerful communication tool. A billion of us are connected by way of email. Abiding by these simple rules of the road will improve the quality of email communications and go a long way toward making users more proficient with this tool.

• Keep messages brief –use bullets, short sentences
• Send email to only the people that really need to see it
• Resist the temptation to send it to everyone in your address book
• Think before clicking on Reply All. Use Reply All only when you’re certain that the original recipients of the message need to see your reply.
• Think twice about attaching a document, especially if there are only a few paragraphs. Instead, copy the text into the body of the email.
• Email is best suited to factual information exchange, such as: asking a question, replying to a question, stating your opinion, etc. It is not well-suited to carrying on extended disagreements and/or discussions.
• Email does not replace face-to-face contact. When a group must make decisions, plot strategy or reach consensus, a meeting is better than each member of the group attempting to communicate with others using email.
• Be professional in your tone
• Although email can seem a casual or transient, it lives forever. Before sending an email note ask yourself, “How would I feel if everyone could read this?”
• Consider the consequences of your email being publicly shared
• WHEN YOU TYPE IN ALL CAPITAL LETTERS IN EMAIL it’s the equivalent of shouting-and it’s difficult to read and the message loses its impact
• Use italics and/or bold type sparingly for emphasis