Email Etiquette

1
Email Etiquette

• Ways to properly send emails on mass emails
• Note Any email address used is made up for this
  presentation.
• Please do not use these since they are fake.
• Georgia 4-H does not except responsibility for
  the use of these.
• So Please use for the purpose of examples.

2
What are mass emails

• Mass emails are emails sent out to multiple
  people
• These emails are meant for multiple people and
  not just one person
• These emails are usually informational messages
  to get in touch with more people easier.

3
Rules For sending out Mass Emails

• Make sure that they are SPELLED properly, no one
  hates having the embarseement of misspelling
• Do not send personal or praise emails out over
  mass email
• Make sure that the email is for everyone to view
  and is not offensive!!!!
• Always remember Adults read all these emails

4
Examples of bad emailsRemember these emails are
fake!

• To Group_at_massmails.com
• From big_at_yahoo.com
• Topic Attn Marc
• Subject
• This is for marc only and if you are not him
  delete.
• Marc the ballgame the other day was just sweet ,
  I know we are the best team.
• Marc you are the coolest!!!!!
• Tim

• To Members_at_thelist.com
• From billy_at_hotmail.com
• Topic Officers Meeting (officers only)
• Subject
• I was emailing you to tell you that we will have
  a meeting this Thursday at MacDonald's.
• We will be going over the months community
  service projects.
• See you there
• Bob
• President

5
Reasons why both were bad!

• 2nd Email
• This email might seem to be ok but really it is
  not.
• The non officers might over look the topic read
  the email and show up at the meeting
• Only to waste their time and GAS!!!!!
• If you want to email the officers make a separate
  list serve or put the emails in, do not email the
  club list serve.

• 1st Email
• The first email was just plain rude and stupid
• It is rude to fill up other peoples emails with
  personal stuff that you could take the time to
  find marcs email and email him directly.
• Also what if there were people from other teams
  reading that email.
• Personal emails are meant for personal addresses!

6
Examples of good emailsRemember these emails are
fake!

• To Group_at_massmail.com
• From Songsinger_at_email.com
• Topic problems at the club office
• Subject
• This week the construction going on around the
  office has been sort of destructive.
• The power has been cut at the office and there is
  no power.
• If you were planning on going by the office to
  work on project please try next week
• Jan

• To Tech_at_ga4h.org
• From Robbie_at_robsworld.com
• Topic The web page assignments
• Subject
• As you all know the deadline for turning in you
  pages you are designing is March 24th
• Please have these completed by this time and up
  on FTP.
• Hope everyone gets these done ASAP
• Robbie

7
Reasons why both are good!

• 1st Email
• This email is informative for all the members
• It also is meant for everyone!
• It in no way makes any personal remarks
• It is ok if you want to add jokes or comments
  that the whole group understands.

• 2nd Email
• This email is a perfect example of a deadline or
  meeting time email!
• It was not sent for just the select few but for
  the entire club
• Make sure if you email at anytime you make sure
  the email is similar to these formats.
• If not, thinks about emailing it before you fill
  up others inboxes!

8
So what can you do?

• First make sure you know all the rules for
  emailing on mass emails, and make your emails
  comply.
• If you find someone misusing mass email, email
  them privately and ask them to stop
• If there are major problems contact the Georgia
  4-H Technology Leadership Team for additional
  resources.

9
So please help spread the word
Spread through the whole Georgia 4-H Program!
10
In the end

• We can all do our part to make sure this miss use
  is eradicated from the groups we work with

Designed By Robbie Jones Communication Director
for Georgia 4-H Technology Leadership
Team February 9,2003 Any Questions should be
sent to 4HTECHCORP_at_LISTSERV.UGA.EDU This email
address is a real one!