8.
0 E-mails and E-Filing
The abbreviated form of electronic mail is 'email'. Email is a system used for creating,
sending/receiving and storing data in a digital format over a network of computers. Today's
email technology uses the store-and-forward model. In this model, users send and receive
information on their computer terminals. However, the computer is used only to connect to
the email architecture. The creation, transmission and storage of email takes place only when
connection with an email architecture is [Link] is one of the important
technological developments which has greatly influenced the way we communicate with each
other. It would be interesting to study the benefits and limitations of this popular mailing tool.
Advantages of emails
Emails are easy to use. You can organize your daily correspondence, send and
receive electronic messages and save them on computers.
Emails are fast. They are delivered at once around the world. No other form of
written communication is as fast as an email.
The language used in emails is simple and informal.
When you reply to an email you can attach the original message so that when you
answer the recipient knows what you are talking about. This is important if you get
hundreds of emails a day.
It is possible to send automated emails with a certain text. In such a way it is possible
to tell the sender that you are on vacation. These emails are called auto responders.
Emails do not use paper. They are environment friendly and save a lot of trees from
being cut down.
Emails can also have pictures in them. You can send birthday cards or newsletters as
emails.
Products can be advertised with emails. Companies can reach a lot of people and
inform them in a short time.
Limitation of Email
1. Emotional responses. Some emails cause upset or anger. A reply in the heat of the
moment can’t be easily retracted.
2. Information overload. Too many people send too much information. They often cite
‘need to know’ as the justification. Learn how to use email effectively and you’ll
reduce time wasted on this.
3. Lacks the personal touch. Some things are best left untyped. Email will never beat a
hand written card or letter when it comes to relationships.
4. Misunderstandings. Emails from people who don’t take the time to read what they
write before clicking ‘send’. Time is wasted, either to clarify or, worse, acting on a
misinterpretation of the message.
5. Pressure to reply. Once it’s in your inbox, you feel an ever increasing obligation to
act on it.
6. Spam. Having to deal with spam and spoofs is one of the worst avoidable time
wasters online.
7. Sucks up your time. Over checking messages is so common, but it is time wasted on
low value, passive activity.
8. Too long. How long is too long? It’s hard to say exactly, but the longer it goes on, the
harder it is to take in. Email is suited to brevity.
9. Viruses. A virus could seriously affect your computer. If you want to know how to
use email effectively, it's worth learning how to deal with these.
8.1 Structure and Content
1. Structure
An email includes at least the three following headers:
From: The sender's email address
To: The recipient's email address
Date: The date when the email was sent
It may contain the following optional fields:
Received: Various information about the intermediary servers and the date when the
message was processed.
Reply-To: A reply address.
Subject: The message's subject
Message-ID: A unique identification for the message.
2. Style
Always fill in the subject line with a topic that means something to your reader.
Put your main point in the opening sentence. Most readers won't stick around for a
surprise ending.
Never begin a message with a vague "This"--as in "This needs to be done by 5:00."
Always specify what you're writing about.
Don't use ALL CAPITALS(no shouting!), or all LOWR CASE letters either
As a general rule, PLZ avoid textspeak (abbreviations and acronyms): you may be
ROFLOL (rolling on the floor laughing out loud), but your reader may be left
wondering WUWT (what's up with that).
Be brief and polite. If your message runs longer than two or three short paragraphs,
consider (a) reducing the message, or (b) providing an attachment. But in any case,
don't snap, growl, or bark.
Remember to say "please" and "thank you." And mean it. "Thank you for
understanding why afternoon breaks have been eliminated" is prissy and petty. It's not
polite.
Add a signature block with appropriate contact information (in most cases, your
name, business address, and phone number, along with a legal disclaimer if required
by your company). Do you need to clutter the signature block with a clever quotation
and artwork? Probably not.
Edit and proofread before hitting "send." You may think you're too busy to sweat the
small stuff, but unfortunately your reader may think you're a careless dolt.
Finally, reply promptly to serious messages. If you need more than 24 hours to collect
information or make a decision, send a brief response explaining the delay.
8.2 E-mail Etiquette
There are certain professional standards expected for e-mail use. Here are some things to
keep in mind regarding professional e-mail conduct:
1. Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations
in e-mail, but when communicating with external customers, everyone should follow
standard writing protocol. Your e-mail message reflects you and your company, so
traditional spelling, grammar, and punctuation rules apply.
2. Keep messages brief and to the point. Just because your writing is grammatically
correct does not mean that it has to be long. Nothing is more frustrating than wading
through an e-mail message that is twice as long as necessary. Concentrate on one
subject per message whenever possible.
3. Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE
SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or
bold formatting to emphasize important words. Do not, however, use a lot of colors or
graphics embedded in your message, because not everyone uses an e-mail program
that can display them.
4. Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others
from seeing who you copied; it shows confidence when you directly CC anyone
receiving a copy. Do use BCC, however, when sending to a large distribution list, so
recipients won't have to see a huge list of names. Be cautious with your use of CC;
overuse simply clutters inboxes. Copy only people who are directly involved.
5. Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of
face-to-face or even voice-to-voice communication. E-mail communication isn't
appropriate when sending confusing or emotional messages. Think of the times
you've heard someone in the office indignantly say, "Well, I sent you e-mail." If you
have a problem with someone, speak with that person directly. Don't use e-mail to
avoid an uncomfortable situation or to cover up a mistake.
6. Remember that e-mail isn't private. I've seen people fired for using e-mail
inappropriately. E-mail is considered company property and can be retrieved,
examined, and used in a court of law. Unless you are using an encryption device
(hardware or software), you should assume that e-mail over the Internet is not secure.
Never put in an e-mail message anything that you wouldn't put on a postcard.
Remember that e-mail can be forwarded, so unintended audiences may see what
you've written. You might also inadvertently send something to the wrong party, so
always keep the content professional to avoid embarrassment.
7. Be sparing with group e-mail. Send group e-mail only when it's useful to every
recipient. Use the "reply all" button only when compiling results requiring collective
input and only if you have something to add. Recipients get quite annoyed to open an
e-mail that says only "Me too!"
8. Use the subject field to indicate content and purpose. Don't just say, "Hi!" or
"From Laura." Agree on acronyms to use that quickly identify actions. For example,
your team could use <AR> to mean "Action Required" or <MSR> for the Monthly
Status Report. It's also a good practice to include the word "Long" in the subject field,
if necessary, so that the recipient knows that the message will take time to read.
9. Don't send chain letters, virus warnings, or junk mail. Always check a reputable
antivirus Web site or your IT department before sending out an alarm. If a constant
stream of jokes from a friend annoys you, be honest and ask to be removed from the
list. Direct personal e-mail to your home e-mail account.
10. Remember that your tone can't be heard in e-mail. Have you ever attempted
sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication