E-Mail Messages, Web Writing, and Technology Module Thirteen ©2014 The McGraw-Hill Companies, Inc.  All rights reserved McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc All rights reserved Learning Objectives LO 13-1 Apply strategies for e-mail message organization LO 13-2 Create subject lines for e-mail messages LO 13-3 Apply strategies for e-mail message style and content LO 13-4 Apply strategies for time management with e-mail and other tasks 13-2 Learning Objectives LO 13-5 Identify rules for “netiquette.” LO 13-6 Apply strategies for e-mail attachment use LO 13-7 Apply strategies for writing on the web LO 13-8 Recognize other technologies for the web 13-3 When Writing E-Mail, Remember  All principles of good business writing still apply with e-mail  While e-mail feels like talking, pay attention to spelling and grammar  Reread and proofread your messages  E-mail should interest the readers in the subject line and first paragraph 13-4 A Basic E-Mail Message in Eudora (direct request) 13-5 An E-Mail Message with an Attachment (direct request) 13-6 What kinds of subject lines should I use for e-mail messages?  Be specific, concise, and catchy  Give good news in positive messages 13-7 What kinds of subject lines should I use for e-mail messages?  Give negative news when it’s serious, the reader needs the information to act, or you report your own errors  Make the request clear in persuasive messages 13-8 Allocating Time in Writing a Simple E-Mail Response (Your time may vary.) 13-9 Allocating Time in Writing a Persuasive EMail Message (Your time may vary.) 13-10 Writing Persuasive E-Mail Messages  In the body of the message, give people all the information they need to act  At the end of the message, ask for the action you want 13-12 Managing Time  Managing your incoming e-mail is an essential skill for every office worker  Create folders, mailboxes, and filters  Move items out of your inbox  Delete messages after you act on them 13-13 Managing Time  If you need to save messages, move them to folders on a specific topic or project  Create a “delete in 30 days” folder for items you’ll need briefly  Purge files periodically—at least once a month (Once a week is better.) 13-14 What e-mail “netiquette” rules should I follow?  Never send angry messages by e-mail  Use full caps only to emphasize a single word or two  Send people only messages they need 13-15 What e-mail “netiquette” rules should I follow?  Find out how your recipient’s system works and adapt your messages to it  When you respond to a message, include only the part of the original message that is essential so that the reader understands your posting  When you compose a message in your word processor and call it up in e-mail, use short line lengths 13-16 How and when should I use attachments? 13-17 What style should I use when writing for the web?  Business writing basics apply  Be clear, concise, and complete  In general, keep the style simple and conversational 13-18 What style should I use when writing for the web?  To create “scannable text”        Highlight key words Use meaningful subheadings Include bulleted lists Use one idea per paragraph Use “inverted pyramid” organization Use half the word count of a printed page Avoid “marketese.” 13-19 Can I use blogging on the job?     Blogs can be used for business Company may own the space Stay professional Avoid deeply personal information or unflattering opinions about the company or its employees 13-20 Can I use blogging on the job?  Popular blog sites are blogger.com and businessblogconsulting.com 13-21 Can I use blogging on the job? 13-22 Can I use social networking tools for business situations?  Keep things professional  Know who your online friends are, as well as who their friends are  Read user agreements carefully  When in doubt, create two pages: one for personal friends and one for business ones 13-23 Can I use social networking tools for business situations? 13-24 What other technologies use the Internet?  Smartphones continue to evolve quickly in form and function, allowing users to talk, text, e-mail, surf the web, take photos and video, and more 13-25 What other technologies use the Internet?  Videoconferencing sites like Skype are making it possible for people in different locations to meet “face-to-face” without ever leaving the office 13-26 ...  Popular blog sites are blogger.com and businessblogconsulting.com 13-21 Can I use blogging on the job? 13-22 Can I use social networking tools for business situations?  Keep things professional... When in doubt, create two pages: one for personal friends and one for business ones 13-23 Can I use social networking tools for business situations? 13-24 What other technologies use the Internet?... How and when should I use attachments? 13-17 What style should I use when writing for the web?  Business writing basics apply  Be clear, concise, and complete  In general, keep the style simple