E-mail is a relaxed form of communicating. "Hi" has replace "Dear"
and "Regards" has replace "Yours faithfully" as the starting
and finishing points of a message.
However there are still some conventions that you need to follow in order to make the most of e-mail.
Always give a brief indication of what your e-mail contains in the subject line. This gives the recipient an opportunity to decide when and if to open your message.
Many people are pestered by "SPAM", the e-mail equivalent of junk mail. The subject line is displayed in the receiving in-box and allows the receiver to prioritise the messages they are going to open.
Many messages will be received with typing errors and spelling mistakes. This is a sign that the message has been composed in a hurry and sent without being reviewed. Never comment on these mistakes in your reply.
If you are not a confident writer and your e-mail software does not have a spellchecker you can compose your message in a word processor, edit it to your satisfaction and then cut and paste it into the e-mail form.
As with all communication the type of language used depends on your relationship with the person you are communicating with.
As explained below e-mail is not secure and once it is sent you have no control over who your message may be copied on to, never use language that would upset your grandmother - you never know who may eventually read it.
E-mail is not private. Many people have a legitimate reason for reading your messages, such as the administrators of your e-mail service and network. There are also a lot of people, not legitimate, who could read your e-mail if they thought you were worth the trouble.
Even if the security of the system was perfect mistakes can happen. Change one letter of the address and you will send your message to a complete stranger.
Think of an e-mail as a postcard rather than a registered letter. Very few people would want to read your message but it will pass through a lot of hands so a lot of people could look at it.
Smileys are simple visual clues, created by using punctuation marks, to the author's feelings. For example :-) for happy (look at it sideways) :-( for sad. Some up to date software will convert these crude codes to a more recognisable icons J L.
Pupils may well be conversant with smileys from "texting" on mobile phones.
Remove the original message, unless it is important to the meaning of the reply, so that the message is kept as brief as possible.
Be prompt. If a reply is required there is nothing more annoying than having to phone someone to ask if they have received your e-mail. E-mail is only as efficient as the people using it.
Some e-mail systems give the option of generating an automatic reply when your message is opened (Request Read Receipt). Only use this on urgent messages as it will give the impression that you are checking up on the recipient if you use it all the time.
The Carbon Copy line allows you to forward a message on to another e-mail user. Often you only need to forward a part of the message. Remove any text that is not important to cut down the information that has to be read.
Never forward messages without considering if the original author would want you to. If you have any doubt ask them. You might be passing on a secret.
At the moment e-mails tends to be brief text messages. Longer documents and file of different types can be added to an e-mail by using attachments. This is a very convenient and cost effective way of sending large amounts of information around the world.
Never send an e-mail message in CAPITALS this is equivalent to shouting and is considered bad manners.
Never send an e-mail in the heat of the moment (Flame). Take time to consider what you are going to say and how it is going to be received.
Never attach very large files such as high quality pictures. They will tie up the receiving computer for a long time. If you need to send large files compress them first.
Never try to "Unsubscribe" from a SPAM message. They will not take you off their list it simply confirms that you are an active receiver.
Never respond to the offer of making money fast, if it sounds too good to be true then it is and probably illegal too.
Never pass on chain letters.