Email Do's and Don'ts

Quick reference

• 00:05 We're going to quickly review the email do's and
• 00:08 don'ts of proper email etiquette, just some recommended tips.
• 00:13 Before I do that, I just want you to know I'm drafting a brand new email, but
• 00:16 the ribbon has taken up a lot of room on my screen and
• 00:19 I can't see as much of my text.
• 00:20 So I'm going to float my mouse up on the message ribbon itself and
• 00:24 double click to collapse the ribbon.
• 00:26 There, I just got another inch and a half of room.
• 00:29 All right, let's go ahead and review these.
• 00:31 Do use proper punctuation and
• 00:33 grammar when corresponding in a professional environment.
• 00:36 It's really important.
• 00:38 It always looks good, looks professional, it's high end.
• 00:42 The next one, do use spell check.
• 00:44 So you can click on the Review ribbon, and on the far left hand side is Spelling and
• 00:48 Grammar.
• 00:49 When we click that, it pops open and
• 00:51 it's giving me three suggestions of grammar that it would like me to fix.
• 00:55 It's probably just periods at the end of the sentences.
• 00:59 Don't abbreviate your words like when you are texting on your phone,
• 01:03 before you go there, by the way, you have a job to do.
• 01:07 So let's not use that in emails.
• 01:10 It is okay if it's just a personal email to your friends and family, but
• 01:14 on a professional level, try to spell out the words.
• 01:17 Don't type in all caps, it appears like you're yelling.
• 01:19 My gosh, people still do this.
• 01:21 I don't know why.
• 01:22 Please use proper capitalization.
• 01:27 Do consider that others will not hear the tone of your words.
• 01:30 After all, they are reading the email.
• 01:31 They can't hear you having fun with humor and sarcasm.
• 01:35 Try just to be very to the point and direct and serious in your emails.
• 01:40 Don't ever use foul language.
• 01:42 It makes a terrible impression on your professionalism.
• 01:44 Don't ever do that.
• 01:46 Do keep your email short and to the point.
• 01:48 You see a big paragraph, it's just giving more time to say something wrong or
• 01:51 being misunderstood.
• 01:53 So if I'm writing the email and it's getting lengthy, I will reread it three
• 01:57 times to trim out a word here, a word there, restructure a sentence.
• 02:01 Try to keep them short.
• 02:03 Don't send personal or
• 02:04 private correspondence within a corporate environment.
• 02:06 Everything you put in writing is kept forever on a computer server somewhere and
• 02:10 you don't want that coming back to haunt you later on.
• 02:13 Make sure your personal correspondence is on your personal, private computer and
• 02:18 your professional is on your work computer.
• 02:22 If I'm typing a long email and it's taking me a little bit to figure out what I
• 02:26 want to say or maybe it's a touchy subject, I don't want the email to
• 02:30 actually get sent with an accidental click of the send button.
• 02:34 So the way to prevent that is never fill out the ti line or
• 02:36 the CC line till you're absolutely done, you've read it.
• 02:40 It'll stay in your draft folder until you're surely done.
• 02:43 So I just want to give you that tip, don't fill in the to and the CC line.
• 02:47 It will not accidentally send until you are all done writing the email.
• 02:52 Okay, that's it for that, we reviewed the proper etiquette tips and tricks.
• 02:56 So let's go ahead and get started with the email section.

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