The Research of e-Mail and Business Netiquette

1. The Research of e-Mailand Business Netiquette Etiquette, Overload, and Effect on Productive Work Habits Jessi Rose

2. Contents • Email Overload Top Tips • Personal Folders • Search Folder • Rules • Signatures • Calendar • Examples Jessi Rose

3. What is e-Mail Overload? Ever feel like you have 100 emails and don’t know where to start? Jessi Rose

4. How to Handle e-Mail Overload Use T-R-A-S-H • T- Toss it • R- Refer it • A- take Action now • S- Store it • H- Halt it from Coming in the first placed Jessi Rose

5. Ask these Key Questions before Sending • Does this really need to be communicated? • Is email really the best way to communicate it? • Who really needs to know this? • What’s the most appropriate content? • How can I best help the recipient take action on this? Jessi Rose

6. Tips to send a better e-mail • Use a subject line to summarize, not describe • Give your reader full context at the start of your message • When cc lots of people state why each person should care • Use separate messages rather than bcc • Make Action requests clear • Separate topics into separate emails • Edit forwarded messages • Make e-mail one page or less Jessi Rose

7. Tips to send a better e-mail • Understand how people prefer to be reached and how quickly the respond • Check e-mail at defined times • Us a paper list “response list” to triage messages • Set up auto filtering, auto messages, and personal folders • Train people about appropriate email use • Answer Briefly • Learn to Ignore Jessi Rose

8. Top 10 Ways to Handle e-Mail Overload • Don’t check e-Mail every few minutes • Flag messages for Later Action • Use Folders – SubFolders, Personal Folders, Search Folders • Set Up Rules – By Sender, subject, date • Deal with Similar responses All at once Jessi Rose

9. Top 10 Ways to Handle e-Mail Overload • Use Templates – Signature templates, automatic responses • Cut, Copy, and Paste – Use your Short Cuts and use information from other documents • Make Heavy Use of the DELETE Key • Signature Files • Customize your program Jessi Rose

10. Other Great Tips • Get off of distribution lists when possible (especially if not school related) • Use a different email account for personal use (yahoo, gmail, etc) • Use formal language and end messages with “No Reply Needed” • Reply to only the sender Jessi Rose

11. Other Great Tips • Don’t forward messages where it say send to everyone you know • Ask people politely to stop sending jokes or other non-work related messages to your work email • Make your tone obvious • Use styled text infrequently. If your messages are too pretty, people will think you do not have enough to do Jessi Rose

12. How to Organize outlook. • Personal Folders • A personal folder is a folder that does not occupy space in your inbox. • Used to store e-Mails that are pertinent to your job Jessi Rose

13. How to Organize outlook. • Personal Folders • To set up personal folders: • On the File menu, Point to New and then click Outlook data file. • Under Types of Storage, click personal folders file (.pst) and then click OK. The create or Open Outlook data file dialog box appears Jessi Rose

14. How to Organize outlook. • Personal Folders • To set up personal folders: • Accept the outlook folder as the default save location • In the File Name, create a custom name for the personal folder Jessi Rose

15. How to Organize outlook. • Signatures Notes: • Calendar: Appointment requests, coloring, etc Notes: Jessi Rose

16. How to Organize outlook. • Search Folders (2003 ONLY) Notes: • Rules Wizards: Notes: Jessi Rose