E-mail Subject Line by trinidadc

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									1. Write a meaningful subject line.
Recipients scan the subject line in order to decide whether to open, forward, file, or trash a message. Remember -- your message is not the only one in your recipient's mailbox. Subject: "Important! Read Immediately!!" What is important to you may not be important to your reader. Rather than brashly announcing that the secret contents of your message are important, write an informative headline that actually communicates at least the core of what you feel is so important: "Emergency: All Cars in the Lower Lot Will Be Towed in 1 Hour." [I have my e-mail filter set to trash e-mail messages with more than one exclamation mark in the subject line. Anyone who shouts at me is being abusive, trying to sell me something, or both. --DGJ] Subject: "Meeting" The purpose of this e-mail might be a routine request for a meeting, an announcement of a last-minute rescheduling, or a summary of something that has already happened. There's no way to know without opening the message, so this subject line is hardly useful. Subject: "Follow-up about Meeting" Fractionally better -- provided that the recipient recognizes your name and remembers why a follow-up was necessary. Subject: "Do we need a larger room for meeting next Fri?" Upon reading this revised, informative subject line, the recipient immediately starts thinking about the size of the room, not about whether it will be worth it to open the e-mail. My e-mail accounts get dozens of virus-bearing junk mails each day, often bearing a vague title such as "That file you requested," or no title at all. You'll get a faster response if your recipient can tell from the subject line that it's a real message from a real person.

2. Keep the message focused and readable.
Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature. If your e-mail contains multiple messages that are only loosely related, in order to avoid the risk that your reader will reply only to the first item that grabs his or her fancy, you could number your points to ensure they are all read (adding an introductory line that states how many parts there are to the message). If the points are substantial enough, split them up into separate messages so your recipient can delete, respond, file, or forward each item individually.

Keep your message readable.

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Use standard capitalization and spelling, especially when your message asks your recipient to do work for you. If you are a teenager, writing a quick gushing "thx 4 ur help 2day ur gr8" may make a busy professional smile at your gratitude... but there comes a time when the sweetness of the gesture isn't enough. i dont think u want ur prof r ur boss 2 think u cant typ LOL ;-) Skip lines between paragraphs. Avoid fancy typefaces. Don't depend upon bold font or large size to add nuances -- many people's e-mail readers only display plain text. In a pinch, use asterisks to show *emphasis*. Don't type in all-caps. Online, all-caps means shouting. Regardless of your intention, people will react as if you meant to be aggressive.

3. Avoid attachments.
Put your information the the body of your e-mail whenever possible. Attachments
   

are increasingly dangerous carriers of viruses take time to download take up needless space on your recipient's computer, and don't always translate correctly (especially for people who might read their e-mail on portable devices).

Instead of sending a whole word processor file, just copy and paste the relevant text into the e-mail (unless of course your recipient actually needs to view file in order to edit or archive it). [I'm annoyed when people send bulk e-mails with attached pdf or Word documents that contain nothing more than a few paragraphs of ordinary text. I'd much rather get a plain text message, with a link to where I can download the full version if I want to enjoy all the colors and typefaces. Sending a 1MB attachment to hundreds or thousands of employees is a huge waste of digital resources. -- DGJ]

4. Identify yourself clearly.
When contacting someone cold, always include your name, occupation, and any other important identification information in the first few sentences. If you are following up on a face-to-face contact, you might appear too timid if you assume your recipient doesn't remember you; but you can drop casual hints to jog their memory: "I enjoyed talking with you about PDAs in the elevator the other day."

5. Be kind. Don't flame.

To "flame" someone is to write an abusive personal attack. If you find yourself writing in anger, take a break. Take some time to cool off before you hit "send." Don't "flame" without weighing the consequences. The "flame" is a long-established Internet tradition. When groups of people gather, they signal status by who gets the comfy chairs, who can talk and who must listen, etc. Online communities don't provide these physical signals, so the words you use become even more important. Flaming anyone who (intentionally or otherwise) threatens the cohesion of the group helps online communities uphold hierarchy, define membership, and forge allegiances. But the relationship between boss and employee (or professor and student) is not primarily social. Because the power differential complicates the situation, the rules of etiquette are stricter. If you flame your boss or your professor, that message will probably surface someday when you're up for promotion or you want a letter of recommendation. If you flame an underling or student (especially in public), then you damage that person's trust in your leadership, and you probably won't get that person's best work in the future. Praise in public, criticize in private. If you want to complain about someone, do it in person or by telephone, so there won't be a permanent record. -- DGJ

6. Proofread.
If you are asking someone else to do work for you, take the time to make your message look professional. While your spell checker won't catch every mistake, at the very least it will catch a few typos. If you are sending a message that will be read by someone higher up on the chain of command (a superior or professor, for instance), or if you're about to mass-mail dozens or thousands of people, take an extra minute or two before you hit "send". Show a draft to a close associate, in order to see whether it actually makes sense.

7. Don't assume privacy.

Unless you are Donald Trump, praise in public, and criticize in private. Don't send anything over e-mail that you wouldn't want posted -- with your name attached -- in the break room. E-mail is not secure. Just as random pedestrians could easily reach into your mailbox and intercept the envelopes that you send and receive through the post office, a curious hacker, a malicious criminal, or the FBI can easily intercept your e-mail. In some companies, the e-mail administrator has the ability to read any and all e-mail messages (and may fire you if you write anything inappropriate).

8. Distinguish between formal and informal situations.
When you are writing to a friend or a close colleague, it is OK to use "smilies" :-) , abbreviations (IIRC for "if I recall correctly", LOL for "laughing out loud," etc.) and nonstandard punctuation and spelling (like that found in instant messaging or chat rooms). These linguistic shortcuts are generally signs of friendly intimacy, like sharing cold pizza with a family friend. If you tried to share that same cold pizza with a first date, or a visiting dignitary, you would give off the impression that you did not really care about the meeting. By the same token, don't use informal language when your reader expects a more formal approach. Always know the situation, and write accordingly.

9. Respond Promptly.
If you want to appear professional and courteous, make yourself available to your online correspondents. Even if your reply is, "Sorry, I'm too busy to help you now," at least your correspondent won't be waiting in vain for your reply.

10. Show Respect and Restraint
Many a flame war has been started by someone who hit "reply all" instead of "reply." While most people know that e-mail is not private, it is good form to ask the sender before forwarding a personal message. If someone e-mails you a request, it is perfectly acceptable to forward the request to a person who can help -- but forwarding a message in order to ridicule the sender is tacky. Use BCC instead of CC when sending sensitive information to large groups. (For example, a professor sending a bulk message to students who are in danger of failing, or an employer telling unsuccessful applicants that a position is no longer open.) The name of everyone in the CC list goes out with the message, but the names of people on the BCC list ("blind carbon copy") are hidden. Put your own name in the "To" box if your mail editor doesn't like the blank space. Be tolerant of other people's etiquette blunders. If you think you've been insulted, quote the line back to your sender and add a neutral comment such as, "I'm not sure how to interpret this... could you elaborate?"

Sometimes E-Mail is Too Fast! A colleague once asked me for help, and then almost immediately sent a follow-up informing me she had solved the problem on her own. But before reading her second message, I replied at length to the first. Once I learned that there was no need for any reply, I worried that my response would seem pompous, so I followed up with a quick apology: "Should have paid closer attention to my e-mail." What I meant to say was "[I] should have looked more carefully at my [list of incoming] e-mail [before replying]," but I could tell from my colleague's terse reply that she had interpreted it as if I was criticizing her. If I hadn't responded so quickly to the first message, I would have saved myself the time I spent writing a long answer to an obsolete question. If I hadn't responded so quickly to the second message, I might not have alienated the person I had been so eager to help. --DGJ

References & Further Reading
     Alsop, Stewart. "My Rules of Polite Digital Communication." Fortune. 142.2 (10 July 2000): p 76. Online. Academic Search Elite. 9 October 2000. Cronin, Jennifer. "Netiquette, schmetiquette." Des Moines Business Record 16.24 (12 June 2000): p 11. Online. MasterFILE Premier. 9 October 2000. "Email Etiquette." I Will Follow Services. 1997. <http://www.iwillfollow.com/emailetiquette.html>. 9 October 2000. Nucifora, Alf. "Use etiquette when messaging via email." Memphis Business Journal 21.51 (14 April 2000): p23. Online. MasterFILE Premier. 9 October 2000. Thorton, Sam. "Rules and Regulations: Email Etiquette." 29 April 1998. <http://www.lse.ac.uk/Depts/ITS/rules/email.htm>. 9 October 2000.

Email Etiquette
Introduction The following guidelines are derived from those in use at many locations on the Internet. IT Services recommends these are adopted by all users of email at School. In the more established communication media (eg mail and telephone) certain widely-observed conventions have emerged. Such courtesies as when to use "yours sincerely" in a letter, or

announcing your name and/or number when you answer the telephone, are not just pointless conventions, but help promote a sound basis for communication between the relevant parties. Electronic mail, however, is a relatively new form of communication, and the number of new users is increasing dramatically. As a consequence, few people are aware of appropriate conventions to use. These are gradually emerging, and the following set is based on advice being provided to email users at many sites around the world. These conventions (often called "network etiquette", or "netiquette") recognise that it is very easy to despatch email messages very quickly, and so little thought is often given as to how the message will be received. This leads to the following code of good practice for email. Good practice

1. Check your mail regularly. Ignoring a mail message is discourteous and confusing to the

2. Always reply, even if a brief acknowledgment is all you can manage. There is still
sufficient unreliability about email transmissions to create doubt in the mind of the sender that you ever received it. 3. Reply promptly. Email systems often do not have the conventional "pending" trays of the desktop, nor secretaries to remind you, so it may be easier to forget an email message. 4. Develop an orderly filing system for those email messages you wish to keep; delete unwanted ones to conserve disk space. 5. Try to keep email messages fairly brief. Most people wouldn't choose a computer screen to read text on in preference to a printed document, and it can get very tiring for some users. Try to restrict yourself to one or two screen-fulls at most. 6. Make sure that the "subject" field of your email message is meaningful. Where someone receives many messages, it can be very confusing and frustrating not to be able to judge the subject matter correctly from its subject field. When you use the "reply" option, ensure that the subject field (automatically filled in for you) still accurately reflects the content of your message. 7. Try to restrict yourself to one subject per message, sending multiple messages if you have multiple subjects. This helps recipients to use the "subject" field to manage the messages they have received. 8. Don't reproduce an email message in full when responding to it, especially if you are posting to a bulletin board. This is hard on the readers and wasteful of resources. Instead, be selective in the parts that you reproduce in order to respond. 9. Be tolerant of others' mistakes. Some people are new to this medium and may not be good typists, or they may accidentally delete your message and ask you to resend it. 10. Be very careful how you express yourself, especially if you feel heated about the subject (for instance if you are shooting off a quick response to some issue). Email lacks the other cues and clues that convey the sense in which what you say is to be taken, and you can easily convey the wrong impression. If you meant something in jest, use a "smiley" [ :-) ] to convey that. 11. Remember that people other than the person to whom it's addressed may see your message; ie recognise that anyone along the chain of distribution could get to see what you have said, and it might even end up in someone else's hands. Email abuse

12. Don't extract and use text from someone else's message without acknowledgment. This
is plagiarism. You wouldn't do this with conventional mail, so don't let the ease of being able to do it with email lead you into bad habits.

13. Don't make changes to someone else's message and pass it on without making it clear
where you have made the changes. This would be misrepresentation. 14. Don't pretend you are someone else when sending mail, eg by using someone else's account to send it. Note that it is not advisable that people lend accounts in the first place. 15. Don't broadcast email messages unnecessarily. It's very easy to send "junk mail", but it can be very annoying to recipients (and wastes resources). Also, do not send or forward chain email - it offends some people and is wasteful of network resources. 16. Don't send frivolous, abusive or defamatory messages. Apart from being discourteous or offensive, they may break the law. Note that the Conditions of Use of IT Facilities at LSE apply to email messages. 17. Remember that the various Laws of the land relating to written communication apply equally to email messages, including the laws relating to defamation, copyright, obscenity, fraudulent misrepresentation, freedom of information, and wrongful discrimination. And finally...

18. Encourage others to communicate with you by email. Ensure you give them your correct
email address - include it on your business card and letterhead. 19. Also remember that sending email from your School account is similar to sending a letter on LSE letterhead, so don't say anything that might bring discredit or embarrassment to the School. Acknowledgement This document is an amended version of the document Email Etiquette written by Alex Reid, Director, Oxford University Computer Centre and is reproduced with his permission.

When we are building up an opt in page and try to build a list to get in subscribers and sell them products, we get stuck at a point. We usually get stuck at writing the email which is supposed to be written nicely if we want to get the reader to take an action at the end of the message. Here are a few tips which you can use to Write an effective mail that sells well: 1. Make a plan with an action you want the user to take. Think of what you want the person to do. Either to buy the product you are recommending or sign up for a course. 2. And write your mail according to it and let in a few teasers about the product you are going to recommend at the end of the book. 3. Offer some tips This can help you greatly in increasing CTR's. Once you offer the tip they get impressed and begin to trust you. As soon as you become their trusted person they'll do anything that you want them to do. 4. Have an Interesting Subject Line. Most people receive tons of emails everyday and do not have the time to read all the emails. So they'll only read the emails that has a

subject that stands out. So write a subject line that can stand out. Like James, Massive Shoulders In A Matter Of Minutes. 5. Your message should look like as though you are talking to a friend and not a stranger. This increases their trust on you and increases the chances of them doing what you ask them to do. With these few tips, you can easily write an email that sounds good but before you start writing emails I'd suggest you get some guidance from an expert. Sign up for courses that teach you. Don't pay for them there are a lot of ones available out there that can teach you what you want.

Email marketing requires good emails to produce the desired results of high traffic and massive income. In order to achieve best results from emails, marketers must understand and know the language, the intrinsics, and the techniques of writing and presenting great emails. There are many ways of writing emails. I am sure we have observed many emails being written using sloppy techniques that won't be of much help. Emails that drag on in a rather pushy style are not uncommon. It is sad but it's a fact that these emails do surface every now and then in our mailboxes. If only emails are written with care and great thoughts put in finding the best possible style, structure and presentation, there will not be high chances of their immediate deletion from the mailboxes. To write and present great emails, here are the tips that can be used to achieve these results: (1) Get to know your customer well - The very first condition that determines your direction in your business is the decision on your target audience. What is the target audience that you are interested in, and be specific about it. This is of paramount importance simply because your emails will have to be tailored to the specific target audience. It would be ineffective if you want to market thick winter clothings to consumers living in the tropics. This is an integral component of any marketing strategy be it online or offline. We have to arrow with precision the specific target market, and this can be accomplished by constructing an in-house email list that is highly targeted. Through this list, our emails can be personalized. To increase the overall value of your customer base, you can delve further into each audience segment and reach each of them with personalized messages written in their own language to be in sync with their thoughts and emotions. They will know that you listen and care about them. (2) Get to understand your customers' buying patterns - It is always good to know and understand the consumption behavior of your customers. The buying patterns and preferences of your customers will show you what kinds of products or services they like

and how often they require these products or services. You will get to understand why they buy from you and not others and vice versa. If you delve deeper into such data, you will be able to appreciate what problems that your product or service has done for them. This is essentially the advantage point for your unique selling proposition. The data on the consumption behavior of your customers will enable you to write your sales copy effective. Your sales copy should turn out a killer by then. (3) Write an attention-grabbing title - This is the first line that visitors read. It is very important that you have grabbed their attention within five to ten seconds when they read your subject line. What you put in your subject line must be interesting, catchy and captivating to make them want to find out more. It contributes to writing great emails. Otherwise, they would just regard it as another spam message worthy of deletion. If there is a promise stated clearly in the subject line, it is only right that you fulfill that promise to gain the trust of your prospects or customers. This is clear enough that once there is a breach of trust, it would take a mountainous effort to bring them back. (4) Be warm and embracing - Personalize your messages. Use a very friendly tone. Talk directly to your customers using "You". It is part of psychological and emotional therapy. Customers will get to feel you have both listening and caring attributes. They will love to share their problems or needs with you and hope to get your solutions. For example, "Are you facing low traffic to your website and poor returns from your internet marketing business?". Another important revelation is that people like to feel important. So addressing them in the second person will strike a chord in making them know they are important. Customers are the King! (5) Be convincing in your buying reasons - Another tip for writing great emails and to make closures is stating your reason why the customer must buy from you. In your emails, you can actually furnish customers with the necessary facts and figures about your product or service. Show them your credibility and the goodness of your product or service. You can link them to your landing page that will describe more of your product or service. In your emails, it is always good to highlight the main features and benefits that they should seriously consider. (6) Make a persuasive Call to Action - This is the finale for writing your email. A call to action has to be persuasive and yields powerful impact upon the customer. It cannot afford to be weak and lame. Customers already understand the reasons for them to buy from you, and you have to make them take action immediately. They should not be allowed to re-think over their decision to buy from you. You can provide a link that they can click on without much hassle, and goes straight to your website. Give your customers strong incentives such as offers, discounts, and freebies. Inform them that such incentives are limited and for the time being only. Let them know as well that prices will go up after today so that they will take action immediately. Emails will deliver results if written well. They form the spine of email marketing. If email marketing is to be successful, emails must be great. The tips given will be your guide to some great emails.

For latest updates on how to increase traffic, raise page ranking, write effective articles and powerful squeeze pages, create explosive blog marketing system, learn about viral marketing, and bring in massive income from your internet marketing business, please Click here Webmaster: Jeremy Long Chia Teik.

E-Mail Etiquette
This document is intended to offer guidance to users of electronic mail (e-mail) systems. This is not a "how-to" document, but rather a document that offers advice to make you more computer-worthy (probably more worthy than you desire) and to prevent you from embarrassing yourself at some point in the near future.

To, Cc and Bcc
With only three choices for addressing an e-mail, i.e. the 'To', 'Cc' and 'Bcc' fields, you would think addressing would be trouble free. Unfortunately, that's not the case. First, there are the users who have no idea that the 'Cc' exists. Every address is listed in the 'To' even if the email is only directed to one person. In cases such as this the receivers have no clue as to who should take action so either they all do something or they all do nothing. Secondly, there are users who feel that every single e-mail should be copied to their entire address book whether it's relevant to those receiving it or not. These are the 'cry for attention' crowd. Lastly, there are users who never read the names of the people who receive a copy of an e-mail. They are the 'Did you see this?' crowd. For example, person X sends an e-mail to persons A, B and C. C immediately forwards it to A and B with the question 'Did you see this?' not bothering to see that X already sent A and B copies. In summary, here's a rough guide on how to populate the address fields: The addresses in the 'To' are for the people you are directly addressing.

The addresses in the 'Cc' are for the people you are indirectly addressing. They are the FYI-ers or CYA-ers. Don't over do it here. Copy only those who need to be copied; not your entire universe of contacts. The addresses in the 'Bcc' are like 'Cc' except that the addresses in 'To' and 'Cc' do not know that the addresses in the 'Bcc' are included in the conversation. The 'To' and 'Cc' addresses are blind to the 'Bcc' addresses. As you can imagine, use of the 'Bcc' is somewhat unethical and therefore its use is discouraged.

Reply To All
The 'Reply to All' button is just a button, but it can generate tons of unnecessary e-mails. For example, if I send a dozen people an e-mail asking if they are available at a certain time for a meeting I should get a dozen replies and that's it. However, if each person hits the "Reply to All' button not only do I get a dozen replies, but so does everyone else for a total of 144 messages! I'm not saying that the 'Reply to All' button should not be used. I'm saying that it should be used with care.

Don't Be A Novelist
Messages should be concise and to the point. Think of it as a telephone conversation, except you are typing instead of speaking. Nobody has ever won a Pulitzer Prize for a telephone conversation nor will they win one for an e-mail message. It's also important to remember that some people receive hundreds of e-mail messages a day (yes, there are such people), so the last thing they want to see is a message from someone who thinks he/she is the next Dickens.

Too Much Punctuation!!!
Don't get caught up in grammar and punctuation, especially excessive punctuation. You'll see lots of e-mail messages where people put a dozen exclamation points at the end of a sentence for added emphasis. Big deal. Exclamation points (called "bangs" in computer circles) are just another form of ending a sentence. If something is important it should be reflected in your text, not in your punctuation.

Formatting Is Not Everything
Formatting can be everything, but not here. Plain text is it. Period. End of sentence. Using HTML, or heaven forbid the Microsquish Rich Text Format, to format messages so that they have fancy fonts, colors or whatever is asking for trouble. There are lots of email clients (and some servers) which cannot handle messages in these formats. The

message will come in as utter gibberish or in the worst case, crash the e-mail client. I've seen it happen. If you absolutely, positively feel that it's good karma to use HTML e-mail, stick with the default fonts and simple formatting. Leave the colorful backgrounds, scripty fonts and animated images for your personal web site.

Abbreviation usage is quite rampant with e-mail. In the quest to save keystrokes, users have traded clarity for confusion (unless you understand the abbreviations). Some of the more common abbreviations are listed in the table below. I would recommend that you use abbreviations that are already common to the English language, such as 'FYI' and 'BTW'. Beyond that, you run the risk of confusing your recipient. This

Means This be seeing you by the way for what it's worth for your information in my humble opinion or best offer rolling on the floor laughing read the funny manual ta ta for now talk to you later

TNSTAAFL there's no such thing as a free lunch TTFN TTYL

Part of the nature of a good one-on-one conversation is the use of visual cues. How important are facial expressions and body gestures to a conversation? A simple eye movement can mean the difference between "yes" and "YES". What about auditory cues? The results are the same. Since there are no visual or auditory cues with e-mail, users have come up with something called "smilies". They are simple strings of characters that are interspersed in the e-mail text to convey the writer's emotions (cues). The most common example is :-). Turn your head to the left and you should see a happy face (the colon are the eyes, the dash is the nose and the parentheses is the mouth). Here are some more examples.

This Means This
:-) ;-) :-| :-> 8-) :-D :-/ :-( :-P ;-} :-Q :-e :-@ :-O :-*

Smiley face Wink (light sarcasm) Indifference Devilish grin (heavy sarcasm) Eye-glasses Shock or surprise Perplexed Frown (anger or displeasure) Wry smile Leer Smoker Disappointment Scream Yell Drunk

:-{} Wears lipstick

Please don't ask me to interpret, because I don't understand them all. They are typically found at the end of sentences and will usually refer back to the prior statement. I would recommend you use these sparingly. There are hundreds of these things and their translations are by no means universal (a miss-interpreted smilie could lead to a flame).

The question here is "How personal is too personal?" or to be more specific, how do you open your e-mail: "Dear Sir", "Dear Mr. Smith", "Joe" or none of the afore-mentioned. If you posed this question to Miss Manners, I expect she would come back with a quick answer - use the standard formalities -- but I don't know that I would agree. In a non-business situation, I would recommend that you bypass the standard formalities. At most, I would only include something along the lines of "Dear Virgil" or just "Virgil". In the business situation, things are much more complicated. Each situation will need to be evaluated on its on, but in general, I would use the following as a guide: If you

normally address a person as Miss/Mrs./Ms./Mr. Smith then that's the way I would initially address them in e-mail. If you normally call them by their first name then I would either omit the salutation or follow the guideline specified in the prior paragraph. If you are unsure, stick to the formal salutation. It's the safest bet.

If you had to guess what a signature was (the e-mail version), you would probably be close. On a paper document (save a tree, send e-mail) it's typical to close the document with the following:

Gene Wicker, Jr. I Will Follow... Services

Since it's not possible (yet) to sign your e-mail, users will sometimes include the same information (minus the signature) at the bottom of their e-mail messages. I would highly recommend this practice because the originator is not always clear to the recipient. Lots of companies use abbreviated names or numbers for employee e-mail addresses and those abbreviations or numbers will mean little to someone not familiar with their significance. I would also recommend that you included your e-mail address in this information. Sometimes it can be very difficult to locate your e-mail address in the information that's a part of transmission, especially if it's going across the Internet. If your e-mail address is a business address, I would include your title and company name in the signature. Normally, this might be part of a letterhead, but in the e-mail world letterheads are not used (wasted space). You will sometimes run across a user's signature that contains a quote (as in "...the secret to life is that there is no secret.") after the person's name. This has become a fairly common practice. If you choose this option I would recommend that the quote be something that is a reflection of yourself. Keep it short. You don't want the quote to be longer than the message. Also you will run across signatures that contain images built out of keyboard characters. These are kind of hard to describe unless you've seen one, but you will surely know one when you see it. As with the quote, the image should be a reflection of the person. Whether you choose to add a quote, an image or both, I would recommend that you keep the total number of lines for the signature down to four or less.

Back in dial-up days I would have recommended that all attachments be held to 1MB in size. However, in today's ever expanding broadband world, things are a little different. For users on dial-up, the 1MB limit still applies. For users on broadband or a direct connection, I would up the limit to 5MB. HOWEVER, this is not a blanket recommendation to send attachments of this size. Even if user is on broadband or a direct connection, there is no guarantee that their mailbox can handle it. With limits this small you can see that sending someone a 5MB attachment will quickly fill their mailbox and cause other e-mails to bounce. Generally, the only time I send attachments of the 5MB size is when I know the other party is expect it.

vCards are simply a nightmare for a user of Outlook (which I am). They make every email appear as if it has an attachment. It does in one respect, but it's not what you would normally consider an attachment i.e. a document, a spreadsheet, etc. Therefore, I recommend against using them.

Once you send that first e-mail, you will probably get a response. If you want to reply to that response what should you do? The wrong thing to do is to start a new e-mail message. This breaks the link (called a "thread") between the original message and your soon-to-be-created response. Without the link, it can get difficult for the users on each end to follow the sequence of messages, especially after several exchanges. This becomes an even larger problem when you are dealing with newsgroups (more later) where several people may be replying to messages and trying to follow the thread of exchanged information. The correct thing to do is to reply, which is essentially the same thing as creating a new message, but maintains the thread.

Nothing is more wasteful than to reply to an e-mail by including a complete copy of the original with the words "I agree", "Okay" or "Ditto" at the bottom. The correct method is to use quoting. This is best explained by an example:
>and do you agree with the proposal to hire Ms. Ross to >handle our legal services? Yes. Please make the necessary arrangements.

The '>' in front of the text indicates to the recipient that this is quoted material from his/her last e-mail message. The second sentence is your response to the quoted material. The key with quoting is to include enough material in the quote so that it will be relevant to the recipient. Imagine that the original message was a hundred lines long and the only question that required a response was located in the last sentence. Why send the whole message back in the reply? That would cause the recipient to scroll through the hundred line message again just to find your response at the bottom. Quoting can occur again and again as in the example: >>and do you agree with the proposal to hire Ms. Ross to >>handle our legal services? > >Yes. Please make the necessary arrangements. Arrangements made. Our first meeting is scheduled for tomorrow morning. From this we see both two level quoting (>>) and one level quoting (>). The (>>) indicate that the sender is quoting your quote and the (>) is a quote of part of your message you sent in reply. Don't get hung up in quoting. After so many levels, all you end up with is a bunch of ">" and very little substance.

Save A Tree
Sometimes I think that the best thing that could happen would be for someone to take away the printer. Why? Every time I send an e-mail out to a large group, a third of the group will print the message even before reading it, a third will read it and then print it, and the last third will simply delete it. One of the goals for e-mail usage is to eliminate (or greatly reduce) the shuffling of paper, but what chance does that have if a significant number of people are going to print every message they receive. I'm not saying that all messages should not be printed. I'm saying that too many messages are printed for no reason (a lot are printed and never retrieved from the printer). Unless you have a very primitive e-mail system, it probably has some system (usually called "folders") that can be used to permanently store messages for recall at any time in the future. If the same people who print messages for paper file systems would create the same structure in the e-mail system with folders, it would accomplish the same goal, but would save an enormous amount of paper (and trees).

Privacy, Are You Kidding?
Stop right where you are and set aside a couple of brain cells for the following statement: there is no such thing as a private e-mail. I don't care what anybody says, states, swears or whatever, there is just no such thing as private e-mail. The reason? Keep reading.

With some e-mail systems, the e-mail administrator has the ability to read any and all e-mail messages. If this is the case where you are located you better hope that there is a honest and respectable person in that position. Some companies monitor employee e-mail (I consider this one of the worst forms of censorship). The reasons for this obtrusive behavior range from company management wanting to make sure users are not wasting time on frivolous messages to making sure that company secrets are not being leaked to unauthorized sources. E-mail software is like all software in that occasionally things go wrong. If this happens, you may end up receiving e-mail meant for another person or your e-mail may get sent to the wrong person. Either way, what you thought was private is not private anymore. Somewhere in the world there is a person (usually a hacker) who is able to read your e-mail if he/she tries hard enough. Of course "Tries hard enough" is the key. It's not that simple to read another person's email (usually). There are (usually) security measures in place to prevent this from happening, but no security is one hundred percent hacker-proof. I have "usually" in parenthesis in the prior two sentences because I'm making the assumption that the person/persons who install and operate your e-mail system have taken the necessary precautions. Of course, the same must also be true for the person/persons on the receiving end of your e-mail. So where does this leave us. First, let me reiterate the initial statement: there is no such thing as a private e-mail. Got it? Second, don't send anything by e-mail that you would not want posted on the company bulletin board. If it's safe enough for the bulletin board, it's safe enough for e-mail. Finally, if you are debating whether or not to send something personal by e-mail, either deliver it by hand or send it by snail mail.

If You Send It From the Office, It Comes From The Office
Personal e-mails sent from the office are regarded as official company communications regardless of content and could possibly expose you and your company to unnecessary risk. Scary, huh?

What is a "flame" or specifically what does it mean "to be flamed?" To be flamed means that you've sent an e-mail to a person(s) that has caused that person(s) to respond in many, not-so-nice words. It's basically a verbal attack in electronic form. I would provide examples, but I'm not too sure of the age of my audience and I, in turn, do not want to end up getting flamed from the readers of this document. Sometimes the reason for a flame is quite obvious (keep reading), but in other cases you just never know. You might send what you think is a harmless e-mail to ten people. Nine people respond in a rational tone

while number ten sends you a flame. Just remember that everyone sees the world differently. You may be lucky and spend your whole life dealing only with the people in the group of nine, but I'll bet that sooner or later you will run into person ten. How do you respond to flame? Tough question. The best answer would be to ignore it and go about your life as logical and rational human being. If this is not your first reaction, it probably will be after you've been flamed a couple dozen times. You will find out that responses just aren't worth the effort. Remember that old saying about "You can please some of the people...". If you do choose to respond you will probably end up in what is known as a "flame war". This is where two or more people end up exchanging flames for an extended period of time, usually to the point that users start making references to one's mother, one's mental capability, etc... At some point, all those participating in the war will eventually forget what originally started it and go back to being normal human beings. Never been flamed? Well if you are begging for it, I would suggest one of the following: Send an e-mail in all UPPER-CASE. Use of upper-case words is the equivalent of shouting in some one's ear. ONLY use upper-case words when trying to make a point (such as I just did). Even at that, you should be careful with who you are exchanging messages. Make a comment about grammar or punctuation. Nobody wants to feel like they are exchanging e-mail with their eighth-grade English teacher. Send a mass-mailing advertisement. This is numero uno on the don'ts list and will generate more flames than the devil himself. Think about the amount of junk mail you receive everyday by snail mail. Even though you don't want it, you find you must look through all of it because somewhere in that stack of unwanted advertisements and wasted paper could be your monthly water bill. The same principle applies to the e-mail. Would you want to search through a mailbox full of advertisements simply to find that all-important message from your boss? Request computer help without providing system-specific information. For example, if I submitted an e-mail that stated "I've got this problem with Word...". Well is that Word 97, Word 98, Word 2000, Word for XP or Word for 2003? Tell them the version and if there are any service releases installed. Remember, the world (and its users) is made up of every kind of computer imaginable, from PCs to Macs to Linux workstations to the one your neighbor assembled in his garage. The correct method would be to list all the system specifics first, then describe the problem or question. For example, if I were seeking

answers to questions about Microsquish Word for my computer at home, I would list Windoze 2000 with SP5, Orfice 2000 with SR3, HP Kawack, dual Pentium IIs, 512MB of RAM and 4GB SCSI hard drive and then state the problem in detail.

Better Than Snail Mail
You would think that since e-mail is electronic and electronic information is suppose to move at the speed of light, your e-mail message would arrive seconds after you send it. If you're sending email to the person in the office next to yours it might happen that way. In most cases, however, the message will probably take anywhere from a couple of minutes (majority of the time) to a couple of days (in which case there is usually a problem). Think of it this way. Sending e-mail locally is as easy as delivering it by hand. Following that premise, if you had to hand deliver mail to some one clear across the country, doesn't that take a little more effort? The reason it takes longer is that in the transmission of a message from point A to point B, the message may pass across one, two, or up to who-knows-how-many different types of mail systems before it reaches its destination. Remember my earlier statement? All computers (and email systems) are not the same. No matter how far away you are sending your e-mail message I'll guarantee that it will beat snail mail. On top of that you save the cost of a stamp.

A Blessing And A Curse
E-mail is a conversation that does not require an immediate response (like a telephone). If someone calls you on the telephone, you pick it up (unless you have an answering machine, voice mail or you are just plain rude) and the conversation begins. This is an interactive conversation. With e-mail you send a message and then wait for a response. The response may come in five minutes or the response may come in five days. Either way it's not an interactive conversation. If a hundred people send you e-mail in one day, so what? You didn't have to talk with all one hundred. Just think of all the hellos, goodbyes and other unnecessary chit-chat you avoided. With e-mail you only deal with their messages (which usually omit hellos, good-byes and such) and you deal with them on your own time. That's the blessing. Now for the curse. Too many users assume that the minute someone receives an e-mail it, the person will read it. Bad assumption.

If you schedule a meeting for an hour from now and send an e-mail to each attendee, the chance that all the attendee's will read that message within the hour will be pretty small. On the other hand, if you schedule the meeting for the next day, the chance that they will read the message will be pretty high. Remember, e-mail is not designed for immediacy (that's why you have a telephone), it's designed for convenience. Some (not all) e-mail systems have features that try to combat this problem. These features (usually called "notification") will notify you when a person has received your e-mail and may also notify you when the person has read it (really all it can do is assume you that the person has looked at the first screen of the message -- it has no way to know if the person has read the message word for word). Referring back to the example in the last paragraph, you could check to see who has checked their e-mail before the meeting and then telephone those who have not read it.

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Strategies For Search Engine Optimization A web site does not stop with ownership. Work has to be done such as getting it optimized for search engines. Your web site has to be made search engine friendly, that is to say, it must meet certain expectations of the “crawlers” or “spiders” of search engines. The index that these crawlers have created will be used in ascertaining the status of your web site in terms of relevancy to the requests of users. Good strategies for search engine optimization that should be fully implemented include the following: (1) Credible domain name Acquire a domain name that is not too long or difficult to remember. It should relate to the content of your web site. Within the domain name, there should preferably be keywords that a crawler will understand. Abbreviations, dashes, underscores, numerals and other meaningless characters should all be avoided. Always opt for a .com name if possible, simply because it is a more common term that customers think of. (2) Titles should be rich in keywords The titles for all of your pages should be keyword-rich. They should be easily understood by visitors, and more importantly should contain keywords that will relate to whatever your customers may want to search for. In search engine optimization, search engines

often use the [TITLE]; element as the text for their link to your site. Emphasis is placed by search engines in this area of optimization because it enables them to determine the relevance of your page to a visitor’s search. The titles for your pages should preferably be less than 50 characters including spaces. This enables you to select a title that is precise, and one that will not be truncated in search results for reason of length. For immediate impact, include your call to action, so that attention of visitors can be captured. (3) Include META elements Description and keyword properties should be included in your headers’ META elements. META name=”description” content=”[brief description of your site]” is often used by search engines to find out what your site is all about. It will be beneficial to put yourself in the shoes of your customers. You can think about how they will go about searching for information, and you can subsequently choose appropriate terms that will capture traffic to your site. A great research tool to use is Wordtracker. (4) Quality of content It is imperative to provide good and rich content on your web site. The content should always be keyword-rich, as this facilitates good classification of your pages by the search engines. It must be interesting and entertaining. Quality is the keyword as far as content is concerned. This is one strategy for search engine optimization that should be given heavy consideration. Content should therefore be fresh and should never be a duplicate. Search engines now include in their search algorithm ways to effect measurement of freshness of content on all sites. Do note that spiders cannot read images, so remember to use <ALT> tags for images if you need to use them to increase your site traffic. (5) Links leveraging Web sites that get incoming links do get a higher ranking. If these incoming links originate from a site with higher ranking and which perform well for key phrases that are related to your content, these are good links of quality that will push up the ranking of your site. They will greatly benefit your site. It will be to your advantage to request them to link back to your site. Everything on your site must be properly linked; all links must be functioning, because this will enable all of your content to be indexed. This shows a good strategy for search engine optimization in operation. (6) Site registration Your site must be registered with major search engines such as Google, Yahoo!, and Open Directory Project (DMOZ.org) once it is sufficiently optimized. Instructions given by each search engine are different from one another, so it is important to follow instructions closely, to avoid having your site improperly indexed. For best results, do it right - straight from the beginning. (7) Play it smart

Ensure that your site can be easily indexed by search engines. Your pages must be crawler-friendly. Avoid the application of spamming strategies such as irrelevant metadata and hidden text. Better be safe than sorry. Play it smart when you are in your zest aiming for higher search-engine rankings. Avoid strategies that offer the easy way out for getting good ranking. (8) Virtue of patience Patience pays. It may take some time to reach Google No 1 spot. The time spent on search engine optimization for your web site will definitely not be lost just because the top spot is not reached yet. There are still numerous other ways of capturing traffic besides performing a little more tweaking of your site. In conclusion, your web site must be optimized for search engines, as this will help you secure a better search result, better site ranking, and not forgetting increase in site traffic. For your desired results, you will need to apply the strategies for search engine optimization listed above. PS Want to learn more about internet marketing and make massive income ? - subscribe to my newsletter to get your free ebook. PPS Looking for tips on how to improve your blogging ? ===>Go Here PPPS Want to earn quick and real BIG money on the Internet ? ===> Go Here

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