We use the signature options in Outlook and Outlook Express instead of using headed paper.
Is preferable to add below to your signature::
Office Address (needs to be a registered office not home address)
All messages will be appended with the following disclaimer:
„This message is intended only for the named recipient. If you are not the intended recipient
you are notified that disclosing, copying, distributing or taking any action in reliance on the
contents of this information is strictly prohibited.‟
Below is an example of an email signature:
How to Create a Signature in Outlook
To create a Signature:
From the Outlook window, on the Tools menu, click Options, and then click the Mail Format
In the Compose in this message format list, click the message format that you want to use the
signature with (this example is HTML).
Under Signatures, click Signatures and then click New.
In the Enter a name for your new signature box, enter a name.
In the Signature text box, type the text you want to include in the signature. You can also
paste text to this box from another document.
To change the paragraph or font format, select the text, click Font or Paragraph, and then
select the options you want. These options are not available if you use plain text as your
Once you‟ve created the signature, you can insert it in all new messages, in all messages you
reply to or forward to
How to Create a Signature on fasthost webmail
Staff need to login to University Webmail email account (Using Advance interface as per image
Preferences from the top menu bar >> Account Preferences, Then Scroll to bottom of the page to
the section Email Signature and type in your signature and then click on Save Settings.
To Change your email password Click on Preferences >> Change Password, in the new window
type in and confirm the new password then click on Change Password
For Outlook users they need to do the steps above then change the password on Outlook
What is Email Etiquette?
Email Etiquette is a set of rules that are used to provide guidance on how to write emails. The aim of
this document is to provide you with a set of guides to help you convey your message in a clear,
concise and polite manner and to prevent your correspondents from being confused, frustrated or
misled by the format, content and layout of your emails.
1. Do not write in CAPITALS
WHEN YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can
be highly frustrating for the recipient and may result in an aggressive response. Therefore try
not to send any emails in capital letters. Likewise, some people say that text that is written
completely in lower case, without any capital letters, is like the sender is mumbling. So
ensure that you punctuate and capitalise your emails correctly.
2. Use proper spelling, grammar and punctuation
This is important because improper spelling, grammar and punctuation can give a bad
impression of the organisation, it can also lead to ambiguity and your message being
misunderstood. Emails with no full stops or commas are difficult to read and can often
change the meaning of the text. If your email program has a spell checking option, use it. Do
not over use punctuation such as exclamation marks as these are meant for emphasis. In
particular avoid using more than one exclamation mark/question mark etc, especially if your
email is quite formal.
3. Use proper structure and layout
Reading from a screen is more difficult than reading from paper, so the structure and layout of
email messages is very important. Use short paragraphs and blank lines between each
paragraph. When making points, number them or mark each point as separate.
4. Avoid long sentences
Try to keep your sentences short. Email is meant to be a quick medium and requires a
different kind of writing than letters. Take care not to send emails that are too long.
Remember that reading an email is harder than reading printed letters and that if a person
receives an email that looks like an essay, they may not attempt to read it.
5. Be careful with formatting
Remember that when you use formatting in your emails, for example bold or italic text, the
recipient might not be able to see the formatting, or might see it differently to how you
intended. If you are using coloured text, use a colour that is easy to read against the
background. Remember, not everyone reads their email in the same way, some people use a
PDA, or mobile phone or even have a voice reader that reads it to them, so make sure that
your message can still be understood without the formatting.
6. Wait to fill in the email address
A common problem is that people accidentally hit the send button before they have finished
typing their email. One way to prevent this is to wait until you have finished the email, and
proof read it, before you enter your recipients email address.Do not ask to recall a message
Some people send emails asking to recall a message that they have previously sent. This is
futile as their email has, most likely, been delivered and read already. A recall request looks
very silly and is often confusing to the recipient. It is far better to send an email explaining
that you have made a mistake and include what you meant to say.
7. Use a meaningful subject
Try to use a subject that is meaningful to the recipient as well as yourself. If you send an
email to a company requesting information about a product, it is better to mention the actual
name of the product, for example „Product A information‟ than to just say „product
information‟ or the company‟s name in the subject. Do not leave the subject line blank as this
causes frustration to people who try to prioritise their email.
8. Do not overuse the high priority option
We all know the story of the boy who cried wolf. A similar situation can occur if you overuse
the high priority option. It will lose its impact when you really need it. Moreover, even if an
email has high priority, the message will come across as slightly aggressive if you flag it as
9. Avoid using URGENT and IMPORTANT
This is similar to Rule 10, people over use the words URGENT and IMPORTANT resulting
in them losing their impact. You must try to avoid these types of words in an email or subject
line. Only use them if it is a really, really urgent or important message.
Ensure that there is a disclaimer on all of your emails (see Signatures document) saying the
“This message is intended only for the named recipient. If you are not the intended recipient
you are notified that disclosing, copying, distributing or taking any action in reliance on the
contents of this information is strictly prohibited.”
11. Reply to All
If you want to reply to an email that has been sent to other people as well as yourself, think
about whether it is appropriate for all the recipients to receive your email. If you think it is,
for example its information they all need to keep them in the loop of what‟s going on, use
Reply to All. If you don‟t think it is, for example they are requesting that you make an
individual appointment to see them, just use Reply.
12. Forwarding correspondence
If you forward a message to somebody else to deal with ensure that you tell the correspondent
so that they know who to expect a reply from.
13. Do not forward chain letters
Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete them.
14. Don’t reply to spam
By replying to spam or trying to unsubscribe, you are confirming that your email address is
„live‟. Confirming this will only generate more spam. Therefore, just hit the delete button.
15. Answer swiftly
People send emails because they want to receive a quick response, so reply as quickly as
possible. If the email is complicated, just send an email back saying that you have received it
and that you will get back to them. This will reassure your correspondent that you have
received their email and they are more likely to be patient.
16. Do not attach unnecessary files
By sending large attachments you can annoy your recipient, slow down our email system, and
potentially bring down their email system. Wherever possible try to compress attachments
(using WinZip for example) and only send attachments when they are productive. Remember
that when you work in the same office as someone you can share files by storing them in the
General part of your server.
17. Attachment format
When sending attachments that are not basic Microsoft Office documents, remember to tell
the recipient what format they are in. This will save them having to work it out, especially if
they do not have the appropriate software available to them.
18. Answer all questions, and anticipate further questions
An email reply must answer all questions, and anticipate further questions – if you do not
answer all the questions in the original email, you will receive further emails regarding the
unanswered questions, which will not only waste your time and your correspondents time but
will also cause frustration. Moreover, if you are able to pre-empt relevant questions, your
correspondent will be impressed with your efficiency.
19. Quote from the original message
If you are replying to long emails you should think about the structure of your response. It is
not always necessary to reply to an email with a complete copy of the original and the words
„I agree‟, „Okay‟ or such like, at the bottom. The correct and most effective method for doing
this is by quoting, as shown below:
>and I need to install that software on your laptop, when would be
I have a meeting on Tuesday at 10am, you could do it then.
The „>‟ in front of the text indicates to the recipient that is a quoted section of their original
email. The second sentence is your response to the quoted material. The key to quoting is to
include enough material in the quote so that it will be relevant to the recipient. Imagine that
the original email was 50 lines long and the only question that required a response was
located in the last sentence. If your reply contained the whole message, it would be unclear to
the recipient whether you were responding with numerous comments throughout the text or a
single answer and they would have to check the whole email for your response.
You can have multiple layers of commenting, for example:
>>and I need to install that software on your laptop, when would be
>I have a meeting on Tuesday at 10am, you could do it then.
Okay, I’ll do it then.
From this we see both two level quoting (>>) and one level quoting (>). The (>>) indicates
that the sender is repeating your quote of their original message. The (>) indicates your
20. Take care with abbreviations and emoticons
When writing formal emails, try not to use abbreviations, such as BTW (by the way) and
LOL (laugh out loud), as the recipient might not be aware of the meaning of the abbreviations
and it will make your message less clear. This also applies to emoticons (the sideways smiles
and frowns used in email to indicate emotions, for example :-) would indicate a smile).
21. Don’t respond in anger
If an email makes you angry, do not reply straight away, you might regret it later. Once the
message has been sent, you will not be able to retrieve it. Wait until you‟ve calmed down,
read the message again to make sure you are clear on the content and then respond with a
22. Read the email before you send it
A lot of people don‟t bother to read an email before they send it out, as can be seen from the
many spelling and grammar mistakes contained in emails, don‟t make this mistake. As well
as this, if you read your email as if through the eyes of the recipient it will help you to send a
more effective message and avoid misunderstandings and inappropriate comments. Think
about how you want to come across; does your email convey this?
23. Finally, do not criticise other peoples spelling and email etiquette
Be patient, other people may not have access to a spell checker or may not know about email
etiquette. They may be inexperienced email users who are just learning the ropes or there
may be language differences. For example: „organisation‟ and „humour‟ are the correct
spelling in British English, but in American English it would be „organization‟ and „humor‟.
Non–native speakers of English may use a variety of national spellings.