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  • Transmitting Documents
    Sending Longer Documents If you have longer documents to send electronically however you can attach a file of any sort to an email message By attaching a file you can Submit abstracts or papers to conferences or journals Send a draft in progress to a co worker teacher or Writing Center tutor Send digital pictures to a friend Send a table of data to a co researcher Particularly when you face a tight deadline sending documents data and pictures electronically is much faster than sending them through a surface carrier Electronic files are also easier for the recipient to manipulate electronically so users generally prefer files over faxes Check your mail program to see how to attach a complete file Attaching Files When you attach a file you should always write a message that describes the contents and format of the attachment Don t assume that the recipient has the same software unless you know you ve sent files in that format before When in doubt send both a formatted file and a file saved as ASCII or DOS or plain text Be sure to tell the recipient in your message what version of the software you ve used to

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=902&guideid=44 (2015-10-15)
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  • Writing Effective Messages
    to Individuals Effective Messages to Small Groups Effective Messages to Large Groups Email Logistics Courtesies in Using Email Professor Perspectives on Email Resources Print Friendly Format About this Guide Contributors Citation Email Writing Effective Messages E mail is not the same as talking to someone face to face or even over the telephone When we talk face to face we pick up meaning from facial expressions body language specific gestures and of course tone of voice Even telephone conversations preserve the meanings conveyed by tone of voice But email messages lose these extra ways of conveying meaning as we exchange messages and so writers need to take care when writing email messages even though they seem impromptu or off the cuff The best general advice What you include in your email message depends on why you are writing and to whom Effective email messages are short and to the point Receivers don t want to scroll through two or more screens of text to get your message On the other hand don t make your messages so short that the receiver doesn t understand you Provide enough information so that the receiver understands both the context and the details of

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=903&guideid=44 (2015-10-15)
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  • Effective Messages to Individuals
    s with any email message make your message clear and direct But especially as you write to specific individuals anticipate what that particular reader will want or need to know about you and your request or your information For example if you write to a professor to request an appointment anticipate that the professor will ask you to come to regularly scheduled office hours Explain that you have class during

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=904&guideid=44 (2015-10-15)
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  • Effective Messages to Small Groups
    Transmitting Documents Writing Effective Messages Effective Messages to Individuals Effective Messages to Small Groups Effective Messages to Large Groups Email Logistics Courtesies in Using Email Professor Perspectives on Email Resources Print Friendly Format About this Guide Contributors Citation Email Effective Messages to Small Groups W hen you write an email message to a smaller group you are likely to have a specific purpose related to the work of that group We noted these possible purposes Arranging and changing meeting times Disseminating minutes or notes of discussions Asking for agenda items Communicating a project s progress Reporting results of proposals If you keep in mind why you are writing the email message you can put the most important information at the beginning of the message Be especially clear about what you expect recipients to do and what deadlines they must meet If you re using email messages to initiate group brainstorming you ll want to include in your message not only what you see as the goal of the group work for example we are looking for solutions to problem X but also a timeline responses another round of email messages and a meeting by specified dates Previous Continue Introduction Tweet

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=905&guideid=44 (2015-10-15)
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  • Effective Messages to Large Groups
    Transmitting Documents Writing Effective Messages Effective Messages to Individuals Effective Messages to Small Groups Effective Messages to Large Groups Email Logistics Courtesies in Using Email Professor Perspectives on Email Resources Print Friendly Format About this Guide Contributors Citation Email Effective Messages to Large Groups P erhaps most important for effective messages to groups is to distinguish carefully between messages to specific members of the group and messages to the entire group If you re working with fifteen people but only three can give you the information you need send messages only to those three people If you want everyone in the group to have a complete record of all the email messages send a carbon copy to other group members But send the whole group only messages that apply to the whole group Why do group members want to receive only the email messages that apply to them As more people use email regularly they discover that they receive dozens of messages every day By sending messages only to the people in your group who need those messages you make sure you aren t distracting your group members from the messages they need to pay attention to Previous Continue Introduction

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=906&guideid=44 (2015-10-15)
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  • Email Logistics
    again because few email writers remember the exact wording of their original messages If you can quote the original message when you reply don t embed your responses in the middle of the original text Make sure your responses are clearly visible on the screen Signature File Create a Signature File to include at the bottom of your email messages This way readers won t have to search for identifying information For example Elizabeth Messenger 1222 South Drive Somewhere CO 80521 emessanger vines colostate org Attaching Files When you attach a file you should always write a message that describes the contents and format of the attachment Don t assume that the recipient has the same software unless you know you ve sent files in that format before When in doubt send both a formatted file and a file saved as ASCII or DOS or plain text Be sure to tell the recipient in your message what version of the software you ve used to save the file Just as we usually follow a fax with a telephone call to be sure the fax arrived clearly and completely you should confirm that your attachment arrived in a readable format In your message you can ask the recipient to reply to your message or you might follow up with a telephone call depending on how important the documents files are to both you and the recipient Forwarding Forwarding email messages allows you to pass information on to others For example you receive a message canceling the recycling meeting due to a threatening storm You can then add your own text if necessary perhaps to reschedule the meeting and forward the message to everyone in the group Carbon Copies Email like business letters can include a carbon copy or cc This email

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=907&guideid=44 (2015-10-15)
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  • Courtesies in Using Email
    feel comfortable writing personalized abbreviations such as imho for in my humble opinion in personal or social messages but they are generally not considered appropriate for professional communications To view additional emoticons and abbreviations see the link at the bottom of the page Writing Tempered Email Because email is less personal than a face to face or even a telephone conversation users sometimes find themselves tempted to write messages that they would not ordinarily speak to that person Generally writing email messages in the heat of anger or frustration only causes more problems Take time to think through a problem or situation before you send an email message In other words don t lash out through email just because you won t have to witness the immediate reaction of your recipient On the other hand you may find yourself in a situation that allows you to exploit the distancing effect of email Say for example that a group member isn t doing his share of the work and if you confront that person face to face you know you re likely to explode A carefully worded email message can alert the person to the problem without causing the hard feelings that a confrontation might Eliminating Junk Mail Don t send announcements to people unlikely to care about your news People get so many email messages now that they are annoyed by groups that include them on general lists If you want to be sure to reach everyone who might be interested in your group send a general announcement once a year about your organization and ask interested people to send you a reply to be added to your emailing list Create and update the list as necessary and use only that list for your announcements unless a particular event is

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=908&guideid=44 (2015-10-15)
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  • Professor Perspectives on Email
    date Everybody is working on different things and there s a need for cross talk Email is a perfect form for that Patrick Fitzhorn Mechanical Engineering Email Etiquette Email requires appropriateness For example one student was hopping mad about something that happened in class He fired off an email afterwards and copied it to the instructors of the course Clearly the student should not have written what he did If that had happened in industry he would have been fired Information Transfer Information content isn t very high over email Often senders and receivers rely on high amounts of information communication so the information transfer rate needs to be as high as possible Neil Grigg Civil Engineering How Professionals Use Email I use email for everything We fellow engineers exchange files through email we send things to multiple lists and distribution lists Derek Lyle Electrical Engineering Email Versus the Telephone Email allows you to communicate similar information as a telephone does only the other person doesn t have to be there With email you don t have to wait for an answering machine to turn on or to leave a message with another person Instead you just write your message and send it even during the early hours of the morning Also with email tone of voice is not there You ve got to realize that a person is going to be reading this and it s going to impact them emotionally At some point you have to pick up the phone and you ll need to know when it s time to do that Carmen Menoni Electrical Engineering How Professionals Use Email In industry everyone uses email Even within groups people communicate through email For example at Hewlett Packard they do that all the time It s a very

    Original URL path: http://writing.colostate.edu/guides/page.cfm?pageid=909&guideid=44 (2015-10-15)
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