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 the jargon!
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 ANYONE.
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 business purpose.
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 Font formats.
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 that reason!!)
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.