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Tips on using e-mail

Electronic mail, or e-mail, is a popular form of communication on the Internet. But using e-mail involves unwritten rules and language styles -called netiquette -- that new users might not know. The following hints explain how to write, send, and receive e-mail, and protect your library's e-mail account.

Be concise

E-mail is meant to be quick, and thus it is often more casual than a letter or a phone call. Some people receive hundreds of e-mails a day, so keep e-mails short and to the point. But be aware that rushed messages can lead to bad grammar and miscommunication. Try to maintain a balance between speed and informality.

Avoid flames and spam

A “flame” is an inflammatory or critical message. Avoid sending junk e-mails, e-mails with insufficient information, or any other e-mail that might upset, or trigger an upsetting response, from the recipient. Also, remember that anyone can forward your message to someone else, or to groups of people. Be careful what you say.

Sign your e-mail

It is not always apparent who sent an e-mail, so it is good practice to sign your e-mail with your name and the library or group you are affiliated with. You may want to include your e-mail address as well, even though your address appears in the e-mail header. Most e-mail programs let you compose a signature that will automatically appear on each message you send.

Do not use all capital letters

Typing in all caps is the online equivalent of SHOUTING. Don't use a string of capital letters in your correspondence unless absolutely necessary.

Do not repeat messages

You never know when someone will receive your e-mail, so sending the same message to the same recipient more than once can be perceived as pestering. It is courteous to give recipients a chance to respond to a previous message before re-sending the original message. Many people send and receive e-mail only at regularly scheduled times of the day and may take their time answering. Some people pick up their e-mail only a few times a week. Be patient.

Use threads

Threads are a series of responses to an original message. When responding to a message, pursue the thread by replying to the latest message instead of starting an entirely new message. Keeping the thread of information together makes it easier for the participants to follow the chain of information that has been exchanged. This is most appreciated when responding to a newsgroup or listserv, which may have multiple discussions occurring simultaneously.

Be wary of attaching files

It is becoming increasingly popular to attach files to e-mails. Many files -- especially images or sound files -- are large and may take a long time to download. For a library patron who is connecting to the Internet with a dial-up modem, this could mean a long wait to receive an e-mail with one attachment. Attachments are also a popular conduit for computer viruses, and by carelessly attaching a file, you may unwittingly help a virus to spread. Always scan incoming attachments with a virus protection program and think carefully before sending an attachment to someone else.

Clean your e-mail

Keep the number of messages in your inbox to a minimum by deleting unneeded e-mails and folders frequently. You can also set up unique folders and move messages you want to save to these folders, thus freeing up space in the inbox. This will speed up your e-mail productivity.

Protect your password

Never let anyone find out your password. Do not use common names or numbers for your password such as your dog's name, your birthday, or your telephone number.

Log off or log out

Logging off is especially important when using public computers at the library. If you do not log off, the person who uses the computer after you can use your account to send e-mail, and the recipient will assume that e-mail was sent by you.