UNIT 7 : Email Etiquette and Safety

Like any form of online communication, it's important to practice good etiquetteand safety when using email. Etiquette is a set of rules and guidelines that people use to communicate more effectively. You should also know how to protect yourself from certain risks, like malware or phishing.

Email attachment etiquette
Attachments are an easy way to share files, photos, and more, but many people aren't aware of some of the most common attachment mistakes. Be sure to follow these basic rules when including attachments in your emails:
  • Mention included attachments
    Never attach a file without mentioning it in the body of your email. Something as simple as "I've attached a few photos to this email" will help your recipients know what to expect. On the other hand, make sure that attachments you mention are actually included with the message—it's easy to focus on your message and forget to include the file itself. We recommend attaching any files before you start writing.
  • Consider file size and format
    Avoid sending excessively large attachments or uncompressed photos, which can take a long time for your recipients to download. You can always ZIP or compress files to make them easier to send over the Web. Additionally, make sure your attachments don't need to be viewed in a specific application—use universal file types like .PDF, .RTF, or .JPG.
  • Only include related files
    If you need to send a lot of different files to the same person, consider sending the attachments through multiple emails. If you include several unrelated files in the same email, it can be difficult for your recipients to find the exact file they need.

Using email in business
Whether you're using email at work or applying for a job, the normal rules of email etiquette still apply. However, there are a few additional considerations to keep in mind, as business emails can affect your professional reputation.

Email safety
Email is not totally secure, so you should avoid sending sensitive information, such as credit card numbers,passwords, or your Social Security Number. In addition, you may receive emails from scammers andcybercriminals, so you'll need to know how to deal with those messages. Here are a few things to watch out for:
  • Spam: Spam is another term for junk email or unwanted email advertisements. It's best to ignore or delete these messages. Luckily, most email services offer some protection, such as spam filtering.
  • Phishing: Certain emails pretend to be from a bank ortrusted source in order to steal your personal information. It's easy for someone to create an email that looks like it's from a specific business. Be especially cautious of any emails requesting an urgent response.
  • Attachments: Some email attachments can contain virusesand other malware. It's generally safest not to open any attachment that you weren't expecting. If a friend sends you an attachment, you may want to ask if he or she meant to send it before downloading.
Now that you've finished exploring Email 101, you can:
  • Get your own email account. It's easy to get a free email account from any major webmail provider, such as Yahoo!Outlook.com, or Gmail.
  • Learn how to use a specific email client. Our Gmail tutorial will provide step-by-step instructions for sending, receiving, and managing your email.
  • Check out our Beyond Email tutorial. If you're ready to explore other ways of talking and sharing online, go to our Beyond Email tutorial to learn about instant messagingvideo chattext messaging,social networkingblogging, and more.

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