5. Advanced Technical Form... by Tyagi

The advancement Internet Technology has led to the development and increase in the speed of sending the message. Email allows the exchange or sharing of informationel ectronically between computers. We require computer, laptop or mobile phone to use e-mail. We have various world wide domains on which we can open the account and access our e-mails. To have an account, you can sign in or register with any of the free e-mail service providers. Some of the World wide webs on which e-mail accounts can be opened are-google as gmail.com, yahoo as yahoo.com, yahoomail.com,yahoo.co.in, hotmail.com, etc.. When you register yourself and have an account will have

• • User Id Known as user Identification (This can be the letters, numbers or special characters provided as individual identification to the service provider.)

  • @ read as at the rate. It is the third key from left in the number and special character lane on the keyboard.

  • Domain the name of the server where you have the account. Eg yahoo, gmail, hotmail etc

After registering on the free email service provider one will have an address something like abc@yahoo.com

Advantages of e-mail writing

• • It is the fastest means of communication. It can be sent anywhere and anytime.

  • An e-mail reaches a person within a minute or even seconds.

  • A message which is common can be sent to any number of person and in any location across the world.

  • An e-mail may also consist of files, pictures, photos, videos, clips, drawing etc in the form of soft copy as a part of it or as an attachment.

Disadvantages of e-mail

• • Any changes cannot be made in an e-mail after it is send. Where as the physical mail can be stopped.

  • Once you send an e-mail to anyone for any purpose, than the person have your e-mail identification and you cannot stop writing the other person.

  • Your e-mail can be read by anyone by intercepting it.

Various e-mail jargons

• • Spam: Unsolicitated e-mail sent ot many people simultaneously, usually commercial but occassionally political.

  • Bounce: A message that was returned to the sender, either because the email address was incorrect or because there was configuration problem on the receiver’s end.

  • Distribution list: A single e-mail address that resends to many others, allowing a discussion to continue easily among the group members.

  • Mail bot: A piece of software that automatically replies to the e-mails.

  • Listbot: A software that manages distribution list.

  • Post: send to the distribution list or usernet newsgroup or to a group of people.

  • Flame: An electronic message that is hostile.

  • Lurk: to read messages annonymously

  • Ping: Test to see if the other personis there /awake/ available.

  • Signature files: can be attached to every outgoing message you send, usually containing contact details and other relevant information. If you are in business you should almost certainly use an email signature in your communications. It is a great way to draw attention to products or services you offer, and you are making yourself easier to contact as well.

• • CC: It is courteous to add addresses to the 'cc:' field if those people need to know about the subject but are not required to act on the contents.

  • Bcc: This field is useful where discretion is required. People in this field are concealed from other recipients in the 'To', 'cc:' and 'bcc:' fields. They can themselves see others in the 'To' and 'cc:' fields but not the 'bcc:' fields

  • Plain text email: There is no formatting using different fonts or colours. Email messages can only contain characters typed on a keyboard, known as the ASCII character set. Creative use of characters like '*' and '+" can be used to highlight passages or create headings. Plain text email can be easily interpreted.

  • HTML email: It allows you to add formatting to your text as well as images or links using HTML code. Many online newsletters are written in this format as they provide a more visual medium and are pleasing to look at at. HTML email often won't display and is usually too large to download anyway.

E-mail ettiquette

A company needs to implement etiquette rules for the following three reasons:

• 1. Professionalism: By using proper email language your company will convey a professional image.

  2. Efficiency: Emails that get to the point are much more effective than poorly worded emails.

  3. Protection from liability: Employee awareness of email risks will protect your company from costly law suits.

The website, Emailrelies, lists out the following e-mail ettiquette:

• 1. Be concise and to the point

  2. Answer all questions, and pre-empt further questions

  3. Use proper spelling, grammar & punctuation

  4. Make it personal

  5. Use templates for frequently used responses

  6. Answer swiftly

  7. Do not attach unnecessary files

  8. Use proper structure & layout

  9. Do not overuse the high priority option

  10. Do not write in CAPITALS

  11. Don't leave out the message thread

  12. Add disclaimers to your emails

  13. Read the email before you send it

  14. Do not overuse Reply to All

  15. Mailings > use the bcc: field or do a mail merge

  16. Take care with abbreviations and emoticons

  17. Be careful with formatting

  18. Take care with rich text and HTML messages

  19. Do not forward chain letters

  20. Do not request delivery and read receipts

  21. Do not ask to recall a message.

  22. Do not copy a message or attachment without permission

  23. Do not use email to discuss confidential information

  24. Use a meaningful subject

  25. Use active instead of passive

  26. Avoid using URGENT and IMPORTANT

  27. Avoid long sentences

  28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks

  29. Don't forward virus hoaxes and chain letters

  30. Keep your language gender neutral

  31. Don't reply to spam

Thus, e-mail writing using its etiquette can become a very comfortable means of Communication.

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