10 Email Tips for Newbies

Email is becoming, or has already become, part and parcel of our lives today. It is commonly used in the workplace for business communication, exchange of information and documents, and also at home for communicating with friends. Whilst the technology is not new, but there are few who may find email a total stranger to them.

I shall list 10 essential tips about email for new users. It is vital to learn the proper usage of this fundamental office tool.

(10 tips for email newbies....)

1. Email in Office is Formal
   Despite being known as an electronic mail, Email is also an official document. Whatever that is being sent from you or sent to you is official in an office environment. So, do take it seriously!
2. Carbon Copy (CC) or Blind Carbon Copy(BCC)
   The CC or BCC option is meant to keep a third party informed about a particular issue. Use it in an appropriate manner; for instance, if you are submitting a document to your colleague, and you are answerable to your own superior, then CC is useful.
3. Sharing Email
   Sending emails such as jokes, riddles, gossips and pictures are fine. However, you have to be sensitive about your recipients if they will be annoyed with these non-official emails.
4. Forward Your Email
   Note that emails can be forwarded to another party and even further more down the chain. Thus, it is important to check what you write as you won't want it to end up in unwanted hands.
5. Getting Personal
   Although companies are rather tolerant on colleagues sending personal emails over the office network, but it is best to keep it to a minimum. You definitely won't want your company network administrator to monitor what you are writing.
6. Avoid Email When Having Mood Swing
   If you cannot think properly, the tone in the email may not be appropriate. Therefore, it is advised not to send any emails if you are not having a good mood. Come back again once you feel better.
7. Wrong Recipient
   Check, check and re-check. The worst scenario is sending an official, confidential email to a wrong recipient. Don't rush to send out confidential emails, if that is not urgent.
8. Spam
   Spams are inevitable these days. An effective way to keep out spam emails is not to use your office email for your personal transaction on the Internet.
9. Say What You Mean
   Despite being electronic, emails are rather similar to letters; they carry emotional attachments. It is difficult to know the feeling or emotional expression of the opposite party through email, unlike face-to-face communications. Therefore, it is important to make the intention clear, so as to avoid any misunderstanding.
10. The Principle of KISS
    Last but not least, Keep It Short and Sweet. Most people may not have the patience to read long emails. If you want your email to be read, keep it concise.

Email communication is a daily affair in an office career. These tips may not be everything, but it may help to make you more proficient and a better efficient office worker.