WEBPAGE DESIGN

Electronic Mail

Anatomy of an Email Message

Email Messages Contain Two Parts: Header

Addressing information To From Subject

Message Body Actual text of the message

Anatomy of an E-mail Address

An email address can be broken down into three sections:

1kseale@2alpineschools.3org 1User Id 2Host Address 3Domain

Email Features:

Additional FeaturesAddress book Spell Check Tag messages for easy

identification Mail filterElectronic signature

Basic FeaturesSend Reply/Reply to AllForwardDelete/discardAttach filesPrintSave draftLabel/store emails

Sample E-mail message

To: (main recipient) This is the person or

persons who must make decision or must comply with requests based on the content of your message.

• Cc: (carbon copy)• Secondary recipient; person or

persons who need to have a copy of the email for reference but are not the primary recipients.

• Bcc: (blind carbon copy)• Message is sent to that recipient

without their address being visible in the header received by the other recipients

• Used to preserve someone’s privacy or not broadcast that person’s e-mail address

Recipient Fields:

Subject Line Guidelines

Type a concise, meaningful subject lineDo not use “Important” or “Urgent” as subject linesMake the subject line relevant to the content so the

recipient can see what the message is about before opening it.

Use Title Case (Initial Caps), do not use all caps or all lower case letters.

Composing the Message

Do not type the message in all capital letters. Harder to read and may come across as yelling

Be concise in communicating your ideas. If you get a reputation for unnecessarily long emails, your recipients

may not read them carefully.

Use short paragraphs. Easier to read than one long paragraph

Leave a blank line between paragraphs (just like a memo or letter)

Spell-check and proofread your message

Mailing List

A list of email addresses identified by a single name, such as THS <ths@alpinedistrict.org>When an email message is sent to the mailing list name, it is automatically forwarded to all the addresses in the list.

Email Signatures

Identifies the sender in some wayPersonalizes your e-mailSaves you from retyping the same identifying lines for

each messageGenerally, keep your signature to no more than four linesIn Gmail, go to settings to create your own signature

Netiquette Guidelines:

Keep your messages short and to the pointWatch your grammar and spellingBe careful with humor, avoid sarcasmUse uppercase words sparingly

UPPERCASE TEXT YELLS AT THE RECIPIENTNever leave the Subject: field blankInclude your name and contact information in the message

body (signature)