Sending Group E-Mails

Group all people in one category under one group name. When you want to send an E-Mail to all the people in that category, simply send it to the Group. Only the Group name will be visible in the "To" field. Individual recipient names are not revealed. This also provides a degree of privacy.

Too Many Attachments? Compress 'Em

Do not send too many attachments often. Use them sparingly. Ask the recipient's permission before sending any large attachments unless the recipient is already expecting one. When you do send attachments, bear in mind the size of each attachment. Compress or ZIP those attachments so that you reduce the amount of bandwidth and space taken.

Using The Bcc Field

Use the Bcc field when you do not want any E-Mail recipient to know if there are any more people to whom you sent the same E-Mail to or who they are. To use the Bcc field effectively, type in your own E-Mail address in the To field (or leave it blank) and add all recipients' E-Mail addresses to the Bcc field separated by a comma. Each recipient will receive a copy of your E-Mail with only his E-Mail address. None of the other recipients' E-Mail address will be displayed.

Proper Names are the Proper Choice

While sending E-Mail, take an extra few seconds to type out the recipients proper name - instead of just an initial like B or M. It has been shown that using just initials puts some people off. Chances are, they may not go ahead and read your E-Mail at all.

Take a few more seconds to include a greeting like "Hi Bob" or "Good Morning, Jim" and your E-Mail will be better received. Simple... but effective!

Acknowledge E-Mails - Avoid Confusion, Misunderstanding

There are many times that I am not in a position to respond immediately to an E-Mail that I have received. In such a situation, I make sure that I send a short message acknowledging receipt of the E-Mail and inform the sender that I will respond soon. This way, the sender does not have to wonder whether their E-Mail has reached me in the first place or wonder as to why I have not responded to their E-Mail.

Short Paragraphs Make Sense

Always remember: E-Mail as a medium is ideal for short and simple messages.Try not to have more than three lines in a paragraph and always leave a blank line between paragraphs. Otherwise, your E-Mail may tend to look cluttered.

Be Friendly When You Write E-Mail

An E-Mail relationship is not much different from an offline relationship. It always pays to be friendly and personable. Take time to add something friendly in your E-Mail. You could remark on something relevant to the receiver or add a quick comment about their website or work. End your E-Mail with a friendly comment like “Have a relaxing weekend” or "Have a great day".