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It's hard to believe, but it's been a full year since the first issue of WriteTips was published. I'd like to give a big thanks to all subscribers, whether you've been with us since the beginning or if you just signed on. (We're gaining newcomers all the time!) Without you, faithful readers, well, there'd be no point in putting together a monthly publication! I hope you've found the articles and resources in each issue to be useful as you write for your business/organization. And as always, if you'd like to see a specific topic addressed, just let us know. I'm also working on another WriteTips-related project--- currently I'm in the process compiling an ebook containing the same articles and resources that you've enjoyed during the past year. While I plan to offer this book as a downloadable PDF for anyone interested (for a small fee) on my website, WriteTips subscribers can simply email me with a request and I'll send you this handy tip book for FREE! I hope to finish the book by the end of July, so why not make it easy to find your favorite tips and websites? Submit your request today! Now, for this month's feature article! All the best, Cassie Hart Email @ the Office Email is a wonderful tool. We can communicate with just about anyone, anywhere, any time. Beware, however, that with the good of this popular technology- --such as efficiency and convenience---also comes the bad---such as, well, efficiency and convenience. Sure, it just takes a second to scoot over to your computer and shoot an email off to your co-workers, but you still need to think carefully about what you want to say. Lots of sloppy emails circulate through the office and among clients today---you've probably received (or maybe you've even sent) a few. Maintaining a professional image when communicating via email doesn't have to be difficult. Before sending your next message, consider the following: Don't send unsolicited attachments. If the recipient isn't expecting an attachment, he or she probably won't bother to open it, no matter how urgent or important your message says it is. Save Word documents as plain text files. If the person you are sending the file to doesn't have the same version of Word as you, the text may appear in mumbo-jumbospeak rather than in English. Saving documents as .rtf (rich text format) or .txt (text only) files can help keep your words readable.
Remove headers before passing along forwarded messages. Headers are the exposed email addresses and previous recipients' comments that appear at the top of a forwarded message. Leaving them in place causes readers to scroll through a lot of unnecessary text before (finally!) getting to the main message. Deleting headers will ensure that your message doesn't get lost among oodles of unnecessary text. Treat text with care.Not all computer programs are compatible. When emphasizing certain portions of text, be aware that your message may not appear on the recipient's screen the same way it appears on yours. For example, if you type this: All employees are required to attend the meeting on Monday, June 15 at 8:00 a.m. The recipient might see this: All employees are required to attend the meeting on < b >Monday, June 15 at 8:00 a.m.< / b > To highlight important information, consider using an asterisk (*) instead: All employees are required to attend the meeting on * Monday, June 15 at 8:00 a.m. * Be careful when copying text from Word documents or other word processing files into email messages. Be aware that special text treatments, such as bullet points, underlining, and italics don't always transfer accurately. Always read over your message before hitting send to make sure important information is highlighted effectively (see previous tip). Always use an appropriate subject line. A report issued by Constant Contact states that most people take three seconds or less to decide whether to open or delete a message. Entice recipients to read your email by always including a brief, descriptive subject line. This is also a good place to "brand" your message. Consider writing a subject line that ties into your message--mention your company name, relevant promotional information, this month's newsletter title, etc. Want more email tips? Check out the resources section below!
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email: cahart@att.net voice: 309.454.1908 web: http://www.cassiehartwriter.com |
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