Step 7: Enter the recipients and attach attachments if necessary
Only at the very end of your eMail You should enter the recipient (s) in the "To" field. Why? Firstly, it protects you from accidental premature mailing, in case you - before you start writing your eMail finished - inadvertently click on "send". On the other hand, this step is deliberately at the end, in order to make aware of the importance of recipient selection.
masseMails: Who cares what?
As you at eMails can easily send multiple recipients the same message, many office workers use this opportunity. The problem with this: one tends to his eMails also to send persons who are not interested in the content or only marginally.
In this respect, this seventh step is again a filter. Already in the first step you have considered whether your eMail really necessary - now check a second time. Always send your messages to the recipients who absolutely must receive them. Because with everyone eMailAs you send off, the news flood is rising.
CC not to anyone!
The same applies to the entry of names in the copy line ("CC") - be cautious and only use recipients if you are convinced that they really need to be informed about the process. Most eMailPrograms also have the ability to send messages as "blind copy" ("BCC") to other recipients. In this case, the addressed recipients do not see who is still receiving this message.
This is usually rude and should therefore be avoided. Only in one case, an exception seems justified: namely, if you for privacy reasons the eMail-Addresses of your mailing list from others (for example, when sending a newsletter).
Just do not make a fool of yourself!
The standard programs also have the function of indicating importance and confidentiality with different levels. Do not use it. Only use the "high priority" (exclamation mark) tag if it is really appropriate.
The matter of setting priorities is important: If you often label your messages as urgent, you are ridiculous and will soon be taken seriously!
If you send photos
Photos can be a very welcome and informative supplement to your eMail his. A few points you should keep in mind:
- Photos are usually digitally provided today and should have a resolution of at least 300 dpi.
- Give each photo a caption; this should explain who or what is on the picture. Record the first and last names of the displayed items from left to right. Also mention the functions of the persons and the occasion of the recording.
- Take pictures of people and not things; Do not use models and do not make commercials, but show "real life". But beware: For legal reasons, ask people for permission before!
Finally, before you click "Submit", attach your attachments if necessary. Keep in mind the following: Check that the file size of the attachments is not too large for your recipient. Some Company have limited the maximum amount of data that employees can receive, for example on 5 MB.
So it may be yours eMail intercepted by the company server and not delivered. Use virus-proof and compact file formats. Uncritical and welcome are pdf attachments.
Tip to end: absence note
If you do not go for a long time eMail to achieve, then you should be in your eMailProgram activate the Out of Office feature. Please refrain from using funny phrases ("I'll recover in Majorca for the next fourteen days") or just throw a piece of text ("I'll leave then").
Instead, you should say, without justification, when you can be reached again and who represents you in the meantime; enter phone number and eMailAddress of your representative.
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