Email Etiquette 101

Writing emails is something we all do daily. However, the proper etiquette of an email can easily be taken for granted.  Personally, I write numerous business emails every day, and so I thought it would be nice to refresh my memory on the how to’s of writing an email. So, I grabbed my sandwich, sat at my desk, and took 20 minutes to watch Intellezy’s new Email Etiquette course. Here is what I learned:

  1. Always add attachments to emails first. Yep, nothing more embarrassing than getting that email back saying “Thanks, Pam but I think you forgot to attach the document?” Doh!
  2. Compose your message first, then add recipients. Brilliant! Been there done that. Who hasn’t sent the unfinished email and then scrambled to recall or attempted to finish the unfinished product? If the recipient field isn’t populated, then your message won’t be sent.
  3. When writing mass emails utilize BCC. As much as I enjoy seeing the new intern’s color drain from his face because he just made a snide remark to an HR email blast and accidently hit “reply all”, I agree this is probably is the safer way to go.
  4. Avoid humor and irony. I struggle with this, because I am sarcastic at heart. But if they can’t see my face or they don’t know me, I can see where words can be taken the wrong way. And there’s nothing worse or unprofessional than adding LOL! or emojis in a business email to try to get your humor across.
  5. Try to answer emails 24-48hours. AMEN! Nothing irritates me more when I have to follow up and sound like a nag to an earlier email I sent 48 hours ago! I nag my husband and kids enough, I don’t need to nag my coworkers as well.
  6. Exercise caution when forwarding emails. Ouch, this one hurts.  Back in my newly employed days, I forwarded emails with sensitive information in it and paid for it. Always look over the full forward chain before forwarding.

 

Did you find these hints helpful? Or know someone that could use some training? Summer is the time of interns and new hires, so take our email etiquette course for a spin to get your new employees trained on proper email etiquette.

Take us for a spin! Sign up for a 10 Day Trial

Setting Out of Office in Office 365’s Outlook Web App

Going on vacation but forgot to set your Out of Office message before you left?

No worries. You can do it from any device with an Internet connection using the Outlook Web App in Office 365. Simply log in to Office 365 and click the gear icon in the upper-right corner. Type in Automatic and you’ll see Automatic Replies appear at the top of the list. Click on it.

Choose the “Send automatic replies” option and type your message. You have some other cool options there that you can select, like choosing the exact time to begin and end your automatic reply or declining meetings automatically during this period. Click OK at the top when finished.

That’s it! Enjoy your vacation.