Transcript E-Mail

Spam and E-Mail
Spam
• Spam is unwanted e-mail usually meant to
sell something to the recipient.
• If a business or organization with which you
are affiliated (bank, museum, etc.) sends
you information, it is not technically spam,
although you may not wish to receive it.
• Name is possibly inspired by the old Monty
Python sketch.
Spam Lies
• It might state that you asked to be on the
mailing list.
• It might state that it will remove you from
its mailing list if you ask.
• It might make claims about an amazing
product or deal.
• LIES LIES LIES!!!
Avoiding Spam
• Set up a separate e-mail account (like on yahoo) to
receive any e-mail that could lead to spam and
more spam.
• Provide this account for subscriptions, warranty
cards, or other commercial requests.
• You should be able to give your real e-mail address
out to friends, schools, government.
• Uncheck boxes that ask if you are willing to be sent
e-mail that reflects “your interests”, etc..
Filters (if you’re getting spam)
• Most e-mail programs have a filtering
system. Very general: varying degree of
sensitivity.
• Can sometimes tell e-mail to block certain
domains.
• Many third party programs exist. Computer
magazines review them.
Dealing With Spam E-Mails
• Never use the link that states to “click here
to be removed from mailing list.” It’s a
scam to confirm your e-mail.
• If an established company (your bank)
sends you a message, can use the “click
here to be removed” option.
• Don’t click on the link to learn more
(although sometimes it’s hard to resist.)
Your Web Pages and Spam
• Never put a web address on a web page.
• Use a graphic to hide the text that appears.
• Rework the HTML:
“@” is the “@” (at-sign), and that
“.” is the ".”
So, [email protected] would be
jsarachan@sjfc.edu
Discussion Groups and Spam
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When posting on Usenet:
Give a fake e-mail
Give your spam e-mail (yahoo)
Add an obvious phrase:
[email protected]
Is E-Mail Always Appropriate?
• Ask if e-mail the best way to communicate?
(sensitive material, slower to write)
• Don’t e-mail to avoid contact.
• Don’t e-mail when you’re angry.
• Resist humor and tongue-in-cheek comments if
they can be misunderstood.
• There will be a record.
• Don’t send spam.
Writing E-Mail Carefully
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Be concise
Proofread the e-mail (spell check)
Save the e-mail frequently (draft)
Check e-mail address
Create a clear subject (add “Action”, “FYI”, or
“Urgent”)
• Avoid capital letters
• Announce attachments
Replying to E-Mail
• Scan all message to see if situation has
changed
• Don’t return all of sender’s message (cut
and paste)
• Revise subject line if subject changes
Formatting E-Mail
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Use design in longer messages (bullets, headings)
Date and address provided by program
Include salutation (“Dear Jane:” or “Jane”)
Double space between paragraphs
Make any important questions into a paragraph.
Don’t hit return after each line
Avoid all capitals or all lowercase
Include your name and/or signature at end.
Closing optional (“Sincerely”, “All the best”.)
Writing E-Mails
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Introduction, Body, Conclusion
Active voice
Make listed items parallel
List steps:
“To find a web site, turn on the computer,
open Internet Explorer, and then type the
URL of the website.”
E-Mails that Inform
• What the e-mail is about
• Why a policy or event is occurring
• What are the procedures for the policy or
event
E-Mails that Request
• Requests should be respectful and courteous
• Directions should be written clearly
• Precise deadlines should be provided
E-Mails that Respond
• Concisely summarize the response and date
of request
• Provide information
• Summarize information
E-Mails that Sell
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Send targeted e-mails
Offer something special for recipient
Make it easy to receive offer
Keep message short and conversational
Focus on “you”
Develop only one or two points
Allow for removal from mailing list
Make it easy to respond
Net Acronyms
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BFN: Bye for now
BTW: By the way
GR8: Great
IMO: In my humble opinion
LOL: Laughing out loud
POV: Point of view
ROTFL: Rolling on the floor laughing
TIA: Thanks in advance
Page 223-224
Emoticons
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:-) or :) Smiling
:-( or :( Frowning
:-o Shock
;-) or ;) Winking
• Page 226
Email Etiquette
• http://www.emailreplies.com