| The introduction of email into the business world | | | | colorful text. Every single time the email is forwarded, |
| opened the doors to amazing opportunity. Email is | | | | the list of prior recipients grows longer, and |
| now used not only for personal communication, but | | | | sometimes the email text itself is copied as well. You |
| for advertising and business transactions as well. | | | | may have to scroll through dozens, or even |
| While email is a wonderful tool, there are a few | | | | hundreds, of email addresses in order to find the |
| simple steps you need to take in order to protect | | | | original message. |
| your information and the privacy of those you wish | | | | Before forwarding an email, delete the extra copies |
| to contact. | | | | of the message and remove the email addresses of |
| Effectively Utilizing the Blind Carbon Copy (BCC) | | | | those who may have received or forwarded the |
| Function | | | | message before you. Doing so will save the next |
| You should always use the blind carbon copy (BCC) | | | | reader time and will save everyone you share the |
| function when sending an email to multiple recipients, | | | | message with the headache involved in sorting |
| especially in a business or advertising situation. There | | | | through a virtual mess! |
| are several reasons why this should be done. | | | | Should You Send an Email Using Text or HTML? |
| Start by considering the privacy laws. Your clients | | | | Have you ever received an email that looks as |
| have opted to allow you to communicate with them | | | | through someone cut and paste an entire website |
| via email, but they most likely have not given you | | | | right into the message? That is an HTML email, used |
| permission to share their personal information with | | | | often in advertising in order to present a pretty or |
| others. An email address is considered personal | | | | professional image instead of plain text. |
| information, and should be protected in the same | | | | Unfortunately, not everyone has an email program |
| way you would protect a telephone or social security | | | | that will allow them to view HTML; instead, they will |
| number. Leaving email lists exposed gives everyone | | | | see a garbled mix of letters and numbers where your |
| you send an email to access to all of the other email | | | | images would have been. Another concern with |
| addresses on the list. | | | | HTML emails is the potential for viruses and other |
| Now, think about your competition. Leaving your | | | | damaging code to be delivered within the message. |
| email list exposed is like handing your competitors | | | | An alternative to HTML is a mime-type message. |
| your client list and giving them permission to contact | | | | Mime-type messages are capable of determining |
| your clients with their own offers. There is no way | | | | whether or not the recipient is able to view HTML. If |
| of knowing whose hands your email may eventually | | | | they can, the HTML version will appear. Otherwise, |
| end up in, especially considering how often emails are | | | | the recipient will automatically receive the plain text |
| forwarded these days. | | | | version of your message. Always send a plain text |
| The spread of email viruses is a common concern as | | | | message if you are not really sure how to craft a |
| well. While some viruses attack your email program | | | | properly coded HTML message. |
| address book, others take it a step further by | | | | Crafting a Professional Signature |
| gathering addresses from the "To:" box in actual | | | | Many email programs allow you to create a signature |
| emails. Leaving your client email addresses exposed | | | | line or block that will automatically insert at the end |
| doubles their chances of being targeted by viruses. | | | | of each message. Your signature line should include |
| Why take on that responsibility? | | | | your name, company name, and address, telephone, |
| The only time you should use the Carbon Copy | | | | and email contact information, as appropriate. |
| function, allowing all recipient names to be seen, is in | | | | Do not send a lot of personal information if your |
| an internal business situation. An example of this | | | | signature is for your private use. When crafting a |
| would be a manager sending an email to a group of | | | | business signature, be sure to include a little bit of |
| employees or superiors. In this type of situation, it is | | | | information about what you do and consider including |
| beneficial for everyone involved to be able to look at | | | | a link to your website. Avoid mixing personal quotes |
| the recipient list in order to determine who is | | | | or anecdotes into your business signature. |
| participating in the conversation. | | | | As email is more often than not one of the first |
| Editing the Length of Your Email Messages | | | | methods of contact, you will want to remain |
| Who has not received an email message that seems | | | | professional at all times. A properly crafted email will |
| like it has been forwarded a hundred times before | | | | show your clients you care about their privacy and |
| landing in your inbox? They are usually personal in | | | | have taken their needs into consideration. |
| nature and may or may not include graphics and | | | | |