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Here’s the deal...
Here’s the deal...
You might not love it, but email is a major communication tool in the adult world, especially in college and your future career.
Just like social media, email has its own culture, tone, and set of unspoken rules.
Video Overview
Video Overview
Please note: The content page looks different in the video as I have updated it. All info, however, is the same.
Screenshot of Outlook 365 from the Browser. (Outlook local app may have a sllightly different layout.)
Email 101
Email 101
1. To, CC, and BCC
1. To, CC, and BCC
To: The people you’re talking to. They should reply.
CC: People who are just tracking the conversation or need to be kept in the loop. No reply needed or expected.
BCC: The silent viewers. No one knows they’re there. This is a good option for sending to a large group without sharing everyone’s email.
2. Subject
2. Subject
This is the first thing people see. Keep it short but descriptive. Many people decide whether to open an email based on the subject line.
If you’re a student, include your course and section info so your instructor can respond faster.
❌ ❌ ❌ Bad examples ❌ ❌ ❌
Help!!!
Quick question
(no subject)
✅ ✅ ✅ Good Examples ✅ ✅ ✅
CSIT 101 DMW– Question About Assignment 2
ENGL 102 W02 Office Hours Appointment
COMM 111 HDW Missing Class on Oct 5
3. The Body
3. The Body
The cool thing about email is that you can be really clear and provide context. This isn’t a text message! It’s your chance to give the recipient all the information they need to respond effectively.
State your purpose, include the important details, and make it easy for the other person to help you.
Start with a Greeting
Always open with a simple hello.
✅ Hi Professor Noone,
❌ Hey! or Yo!
State Your Purpose
Get to the point in the first sentence. Professionals receive and read a lot of emails. (For context I usually have 100-150 students and you all email!)
✅ I’m writing to ask about the due date for Assignment 2.
❌ So I was wondering because I was looking at the syllabus and I think maybe…
Add Key Details
Include context so they don’t have to dig for info (course, section, assignment name, etc.). Consider attaching a screenshot, a link, or a file if needed.
Reference dates, topics, or files if needed.
Close Politely
End with appreciation or next steps, like: Thank you for your time. I look forward to your reply.
Culture Tips (The Unspoken Rules)
Don’t send midnight rants and expect a response. Most email will be replied to during regular business hours. Humans aren't open for business 24/7 like AI. We need breaks.
Use bullet points or numbered lists if sharing multiple items/questions so the reciever can address each one.
Proofread before hitting send. Read your email out loud at the very least!
Tone matters more than you think and simple words like “thanks” or “please” can soften a message that otherwise sounds demanding.
Always reply before starting a new message. Email keeps a conversation intact. When you send a new message about a precious message it's like starting a new tread and makes it harder to manage.
When replying make sure not to REPLY ALL unless appropriate.
4. Signature File
4. Signature File
A signature file is text that automatically appears at the bottom of every email you send. It saves you from typing your info every time.
Why it matters:
Makes you look organized and professional.
Gives the recipient all your key info at a glance.
Helps professors or employers identify you quickly, especially in large classes.
What to include:
Your full name
Your role (e.g., student, club officer)
School or program
Email address
Optional: phone number, relevant link (like a portfolio or LinkedIn), favorite quote, image.
Click here to see how to add a signature file in multiple email apps.
5. Attachments
5. Attachments
Attachments are files, images, or documents you add to an email. They help your recipient see exactly what you’re referring to.
The culture of attachments is changing in the age of cloud computing. Unless the recipient needs a copy of the file linking to it from the cloud is a better option to help with version control, file size limits, and accessibility.
When to attach vs link: If the recipient needs a working copy, attach. If the file is large or will be updated, share a cloud link with the proper permissions.
6. Your Inbox
6. Your Inbox
The inbox is where all your incoming emails live. It needs to be managed! Otherwise important stuff gets buried under a pile of unread messages.
✅✅✅Best practices✅✅✅
Move messages out of your main inbox once read to reduce clutter. Where? See #7
Use labels or tags
Set rules to automatically sort emails. How?
Keep your inbox tidy! Archiving old messages, delete what you don't need.
7. Folders
7. Folders
This may be the most under utilized feature of email! Create folders in your inbox to stay organized. Consider folders based on class, project, semester, or even people.
For Example: In Outlook or Gmail right click on your inbox and create a “New Folder”, name it, then drag relevant emails into it.
You can also set a rule to do this automatically!
8. Calendar
8. Calendar
Most major email platforms have integrated calendars. Use this to your advantage to stay organized!
Why Does This Even Matter?
Why Does This Even Matter?
Email isn’t “old school”. It is literally the main way colleges, professors, and almost all workplaces communicate. Mastering email now is like learning the cheat codes for adulting:
Get faster replies – Clear emails make it easy for professors or employers to help you.
Look organized & professional – Your email is part of your personal brand.
Avoid confusion – Providing context and details keeps everyone on the same page.
Stay on top of tasks – Inbox, folders, and calendar skills help you manage deadlines.
Build lifelong skills – Email etiquette is used in college, jobs, internships, and beyond.
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