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Basics of email
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- Sender
- Receiver
- Subject
- Greeting
- Body
- Closing
Always remember.
Elements of email
Sender
The sender is the originator of the message.
To:
Important Points:
1.
Be cautious with your use of CC,overuse simply clutters inboxes. Copy only people
who are directly involved.
2.
Don't use BCC to keep others from seeing who you copied, it shows confidence when
you directly CC anyone receiving a copy.
3.
If you are sending the same email to a large number of recipients, sending the email
using BCC is the most considerate way of directing the email and to keep each email
private
In other words the purpose of BCC field is to respect contacts privacy.
4.
Recipient
The subject Line must be short, clear and well thought out. Helps to ensure your email gets opened.
Example:
Career openings in TLT Or
Subject
If you try to stand out in the inbox, by using splashy or cheesy phrases,
will invariably result in your email being ignored.
Keeping your subject to 5-7 words that accurately identify the topic
and context of your email is imperative.
Greetings
Without a greeting at the beginning of your email you risk being viewed as bossy or terse.
Body
Character Spacing
Try to keep your line length at 80 characters or
less if your message is likely to be forwarded,
keep it to 60 characters or less
l Set your email preferences to automatically
wrap outgoing plain text messages
General Format: Lists and Bullets
When you are writing directions or want to
emphasize important points, number your
directions or bullet your main points.
Signature
Whether it be Thank you for your time!, Sincerely, Look forward to hearing from you! or Warm
regards, use what is consistent with the tone and objective of your message.
By not having a proper closing you increase the possibility that your email will be perceived as demanding or curt.
Without exception close by including your name to put that final considerate touch to your emails.
Use of proper email signatures is advised at the end. Example:
ABHIJIT KALE
Director
abhijitecareerfolio.net
Phone: +91-2025560640,Cell: +919860335558
Skype :abhejit
www.careerfolio.net
Netiquette
Email etiquette, broadly
referred to as netiquette,
defines the rules of email
communication.
The Smart 15
1.
Be concise. Longer messages are difficult to read, and most people will put them aside.
2.
Avoid sarcasm and too much humour. It can come across as rude or abrupt because the recipient
can't gauge your body language.
3.
Use a descriptive subject line that's no more than four to five words. Avoid important and urgent.
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Remember, email is not private. Don't put anything in email that you wouldn't "want the whole
world to know about."
7.
Think twice before hitting reply all. Ask yourself, "Do all these other people really need to hear my
reply?" If not, reply only to the original writer.
8.
Don't send a thank-you email in reply to a thank-you email. "What I find is people are thanking
someone for a thank you, and it just doesn't make sense."
9.
Proofread, proofread, proofread. Check for spelling, typos and word usage.
10.
Respond within 24 hours. If you require more time, let the sender know you're reviewing the email
and when you'll get back to that person.
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Start with hi, hello, good afternoon or good morning. Avoid dear; it's too formal.
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The proper closing would be thanks or regards. Sign your full name when emailing clients; your first
name is fine with colleagues. After multiple email exchanges initials are fine.
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E-mailing Tools
Step4. Once the email is been read by the recipient and confirmed, the confirmation mail
will be displayed to you (sender) as:
Gmail Merge
Gmail merge is a software function that helps sending a letter/ document to many "recipients
with small changes, such as a change of address or a change in the greeting line.
Common usages:
1.
A common usage is for creating "personalized" letters, where a template is created, with a
field for "Given Name", for example.
2.
The template letter says "Dear <Given Name>", and when executed, the mail merge
creates a letter for each record in the database.
3.
Another common usage is for creating address labels from a customer relationship
management database.
4.
Also for mass emails with pertinent information in them, perhaps a username and
password.
Step 2:
Replace the recipients name with a variable
If you are sending the email to Tom, replace his
name with the variable $%First Name%.
The variable enables the script to pull data from
a spreadsheet of hundreds of names and emails
and customize each message.
Step 3:
Copy this email spreadsheet into Google Docs
Click the link and then click yes, make a copy.
This will copy the spreadsheet template and
associated script into goggle docs.
Step 4
Copy your mailing list into the spreadsheet
There are lots of ways you could copy your mailing list into the spreadsheet. This is one of them.
Open the spreadsheet you just copied. Notice that there is a column for First Name and a
column for Email Address.
In Gmail, click on the Gmail link with a little red arrow in the upper left corner and selectContacts.
In Contacts, select the users you would like to mail.
Step 4
Copy the two columns into the mail merge spreadsheet in Google Docs
Step 5
Open the list in Excel (or google
spreadsheets) and delete all
columns except the first
name and email address.
Step 6
Start the Mass Mailing
In Google Docs, go to the Mail Merge menu and select Start Mail Merge.
Grant it authorization.
Observe that it still has not sent the mailing.
All this did was grant the authorization.
You have to click the button again for it to work.
Click on Start Mail Merge again to open the mailing options.
Step 7
Select your email template
From the drop down menu, select the draft you
composed in Gmail.
Write in your name
The form asks you to Please write the senders
full name.
This will appear as the name next to your email
address in the email header.
Step 8
Start the mailing
Click Start Mail Merge and the spreadsheet will print a confirmation after each email sends.
Note:
Gmail caps the number of emails you can send in a day to 500
Step 1
Navigate to the Gmail website and log in to your account.
Step 2
Click the gear icon at the top right corner of the screen and then click "Settings" from the dropdown list. Click the "Labs" tab from the "Settings" screen.Scroll down to "Canned
Responses, Inserting Images, Signature Tweaksand click the radio button next to
"Enable.
Step 3
Click "Save Changes" at the bottom of the page. After this Gmail will reload in
order for the changes to take effect.
Step 4
Click "Compose" at the top left side of the screen.
Click the "Canned responses" link and then click "New canned response..."
from the drop-down list.
Type a name for the new template and click "Ok."
Step 5
Enter the text you want to use for the email template along with your preferred formatting.
Leave the "To" and "Subject" fields empty as these are not saved along with the template.
Step 6:
Now discard this message.
Compose Mail-> Canned responses -> Insert>Signature
(the name you gave for canned response created in last step)
Thank you...