Use or Update the Subject Line (with 3–4 words or less) to set
the context of the message. The intended reader may then select
your message from a list of emails.
Get to the point! But avoid abbreviations - not everyone knows
When replying or forwarding a message, it is usually very
helpful to include the last message, and delete all prior
messages from the new message.
Do NOT assume email is private. Even "Confidential" messages can
be printed or viewed by others, unless the recipient is very
careful about managing messages.
Humor can make a message interesting, but is inappropriate when
it is derogatory, discriminatory, off-color, or offensive to
Emails, especially in a corporate setting, are almost always a
poor place to express emotional material - arrange to meet with
someone for that. In a business setting, messages should have a
Do not use Distribution Lists (including options for forward and
reply) unless everyone on the selected List really needs to know
the content of the message.
All email packages were not created equally. Keep in mind that
some recipients cannot see Boldface, Italics, Color, or Special
Use the Reply button to respond to ONLY the Sender. The sender
is listed in the From: area of the email header. Begin a reply
by using the REPLY button, and THEN typing your response at the
top of the new page, not below the original message!
NEVER USE "REPLY ALL," unless you truly mean for your response
to go to EVERYONE listed in the "To:" and the "Cc:" box in the
message header. For example, if you "Reply All:" to "MLH
Everyone" the response would be sent to every person with an
email address (which is no longer an available address, for just
To reply to one person in a list, highlight and copy that
individual's name using the right mouse button, and then the
REPLY button. Highlight the name in the "Send To:" box, right
click, and PASTE the new name in the "Send To:" box. Or paste
the copied name into a New Message.
Attached files: you MUST use the Forward feature in Microsoft
Exchange or Microsoft Outlook to send a file to other people. If
you make changes in an attached file, and save the changes, you
must FORWARD the message back to the original person; the Reply
button assumes the original person already has what was sent and
only names the file !!
For more information, call 1.866.CALL.MLH.