Guide For A Good Usage of Your Email


This guide gives some tips for making good use of email and avoid future problems.

Style and etiquette

There are a number of standards ‘tag’ that is recommended to follow when communicating by e-mail to others, such as:

Always write in a concise matter the subject content of the message. Thus we provide the recipient to read.

When writing to several people who know each other, do not put all your addresses in the To: field, and when they receive it can see the addresses of the other recipients. Use blind copy, often appearing as CCO: or BCC: in the compose message window again. [In Thunderbird , in Outlook Express ]

Watch the size of attachments. It is common to put a limit to prevent abuse in every company or institution is different. Typically it is between 8 to 16 Kb, but may be lower. If you are sending files around those sizes, which tries to find before the recipient has limits. If you need to send larger files, e-mail is not the most appropriate, other alternatives such as FTP.

Do not abuse the acknowledgments, can be annoying and anyway in many email programs can say that the reception is not confirmed, so in that case do not do much. Use them only in specific cases where the recipient have agreed that we will send an email as well and know that will confirm their arrival.

When we say besides what we are conveying nonverbal information with our gestures, our attitude and our tone of voice. All these nuances are lost with writing, so if you are not careful it may be that he or she understands something else we wanted to say. Be careful not to be misunderstood, especially if we do not know the person you are writing.

Junk mail (or spam)

Spam is email that arrives in our mailboxes without asking and that is becoming an increasingly large problem. To avoid as far as possible to follow some recommendations are as follows:

No publicly distribute our e-mail, web pages or brochures or posters or paper. Give it only to people you trust, and if you really need to make it known (for a project or similar), use a different account to the staff.

It never answer any spam, or click any link to those who come into it. Supposedly serve for more information or even eliminate our own mailing list in which it is included, but the reality is that by following the link will confirm that the account is active and probably receive even more spam.

Beware of autoresponders, which are those that allow utilities to automatically answer incoming messages when we’re on vacation. Having no control over which emails are answered to possibly will confirm who send spam to our own work and is active. It is recommended not to use this utility lightly, if not strictly necessary.

Do not forward e-chained, as doing so will be giving to us to know the people whom we know nothing, and the next forwarding chain our address may appear visible to everyone.

Spam Filters: These are programs that allow you to filter such messages, but given the changing nature are not 100% effective. The ITA’s mail server one is configured using statistical methods to detect it, but you miss some. Additionally, some mail clients have also integrated a filter to allow us to have finer control. [In Thunderbird ]

Control of used space 

If you’re using IMAP mail messages are stored on a server, and space is limited to 1000 Mb per user. When it reaches 95% of that value is notified by a message to proceed to clean things up before it fills completely. To avoid getting to that point, you can follow the following recommendations:

Turn on display of message size to see how much concern them. May be considered “large” from 600 Kb [In Thunderbird , in Outlook Express ]

Attachments are what most concerned, you should store them in a folder on your PC or network server (Y :) drive and delete them. Some mail clients allow delete only the attachment leaving intact the rest of the message, while in others you have to delete all. [In Thunderbird ]

Most email clients allow you to save messages in local folders. Move there who have already watched or infrequently we use for both received and sent for. [In Thunderbird ], This also consumes space, it is desirable occasionally emptied.

Some mail programs allow you to set the folders to automatically delete messages with some antiquity. If the program you are using has this option, use it. [In Thunderbird ]

In general, it is desirable that we periodically take a few minutes to do some cleaning and organizing our mail. Those who do not inquire (ie two years ago) it is advisable to file them in a zip file and save them to a CD.

Folder Organization

Do not let all the messages in the inbox once read. The mail program will run slower and if you look long message will cost you more to find them.

Instead, create folders to organize information. You can do it by subject, for projects, for years, etc.. When you read the mail that you have arrived, move it to the appropriate folder if you want to keep it. To avoid future problems, ponles short names without strange characters. Create several if necessary, because otherwise you’re just moving the problem from the inbox to another site.

Filters can be used to automatically classify many emails according to their contents, origin, etc.. For example, you can tell that all messages bearing the word on the matter are saved in a specific folder. Virtually all email clients have this capability, use it because it is very useful. [In Thunderbird , in Outlook Express ]

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