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Electronic mail is a unique medium of communication. Messages can
be replied to or forwarded with speed and ease, and e-mail has
the potential to reach a wide audience. These features can also
be misused. There are a few basic guidelines for the
sensible use of e-mail that can help you avoid common mistakes
while you enjoy the full benefits of this technology.
The privacy of an email message cannot be guaranteed. An email
message may be forwarded, printed, or permanently stored by
any recipient. E-mail can be misdirected, even when you are
careful. Do not put something in an e-mail message that you
would not want read by everybody. And if you receive a message
intended for someone else, let the sender know.
E-mail does not show the subtleties of voice or body language.
Avoid attempts at irony or sarcasm. The most effective e-mail
is short, to the point, clear, and relevant. If you receive
an e-mail message that makes you upset, do not respond immediately,
and in any case, avoid "flaming," that is, sending an angry or
rude message.
As you use e-mail, keep the following tips in mind:
- E-mail is meant for informal correspondence
as well as scholarly, scientific, and clinical
communications. You should not use e-mail for
official record purposes where a memo would
be required (e.g., personnel actions,
organization changes, contracts, and
policy statements).
- E-mail should not be considered private.
Confidential information should not
be sent by email.
- Because e-mail is informal correspondence, you
should regularly delete your old email files.
This will help save resources and it will
help you to keep your mailbox organized.
- E-mail replies may go to more people than you realize.
When replying to a message be sure to look at the
list of recipients, especially addresses of
mailing lists, which may redistribute your
message to dozens or hundreds of individuals.
- E-mail can be junk mail. Each recipient gets to
decide if a message is "junk," so avoid
unnecessary proliferation of messages.
If you repeatedly receive unwanted e-mails,
there are
a few things you can do about it.
- The integrity of an e-mail message cannot be
guaranteed. If a received message seems out
of character for the sender, double-check
before taking it seriously.
- E-mail is easily forwarded to someone else. Although this
is convenient it is not always appropriate. If you
are unsure, ask the sender before you forward a
message.
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