How to safely use e-mail

Although the use of e-mail is almost universal, not everyone knows how to use it correctly. The following instructions will cover mail viruses, spam, phishing protection, messaging etiquette, and how to handle attachments. These can help you defend your business interests and help your users learn how to operate your messages securely and reliably. Nowadays, e-mail is an indispensable tool in people's work. But many users do not use it correctly, they rush to security vulnerabilities, take up too much bandwidth, and even make mail etiquette more unconstrained. Here are some basic e-mail instructions to help your users make reliable e-mail and protect your business.

1. Stop virus outbreaks and spam

Viruses are often transmitted by e-mail. But you can do a lot to reduce the severity of mail viruses by using anti-virus software, only email addresses that provide automatic virus protection (such as Aol,google,hotmail and Yahoo), open only trusted e-mail messages and open only the intended attachments. They are also scanned with anti-virus software before opening these attachments. Spam is a broad definition, meaning that it means unsolicited unsolicited mail, which is similar to the spam message you receive in your home mailbox. But this junk e-mail is not just a bunch of unwelcome and cluttered mixes that block email accounts (and the Internet and servers) because they're always trying to sell products, spread low-level jokes, or do cyber scams. To reduce the amount of spam, be careful when disseminating your e-mail address. Try to avoid posting email addresses on the site, and do not see a site or a certain organization on the e-mail address input prompts immediately obeyed. Never forward a chain message (for example, if you don't continue to spread the message, you will suffer bad luck, etc.), the consequence of forwarding such messages is often to expose partners and colleagues of the e-mail address to a third party. You have to be extra careful when accepting emails or agreeing to receive emails, and only those websites and newsletters you really need are worth the risk. In addition, you may want to consider creating a generic e-mail account in Hotmail or Yahoo to subscribe to this type of mail. Do not open letters of dubious origin. In the event of an unexpected open spam, do not click on the link that promises "Cancel customization" and "no longer send you a letter" unless the sender is a trusted vendor.

2. Avoid fishing attack

Phishing, designed to steal personal information from consumers. They often use fabricated false fraudulent messages to trick recipients into leaking private information, such as credit card numbers, account username, passwords, or even social security (the social security, the United States social safety system) number. Online banking and E-commerce are usually safe, but always be careful not to disclose personal information and company information freely on the Internet. Phishing messages often boast that they have a real idea, from a well-connected group, but in fact, the news is often just a matter of infringing copyright and falsifying addresses. If you have doubts about the credibility of a message, it would be a lot better if you could just hang up the company-preferably on the company's paper or at the address of the invoice-and then verify the facts with the company's authoritative representatives.

3. Manage your inbox.

By prioritizing mail messages by priority, subject, date, sender, and other options, you can sift through important messages that are worth your attention. Strictly speaking, as a good email etiquette, you should reply all emails at the first time. Generally speaking, you should reply to all professional emails within one business day, even if it only informs you that "you have received the message, please hurry and browse". Sometimes you get emails that contain multiple responses, and at this point you have to read through the entire message and then reply.

4. Professional Writing mail message

Ignoring the basic principles of business writing, it is easy to convey to others the message that you are a layman and careless. When you write an e-mail or reply to a message, you should ensure that the syntax and sentence are impeccable, or you can use the spelling checker. Don't send all uppercase letters--this kind of mail is too hysterical. The message should be dispersed into small paragraphs based on logic and readability. Make the last check before clicking the Send button. Read the whole message again, check for grammatical errors, see if punctuation is wrong, and spelling is not a problem. You'll be amazed at your harvest. In addition, you have to ensure that the tone of the message is just right, a sense of propriety.

5, add a valid message subject

The writing of the subject of the message needs to be treated with caution, but it must be given. A successful email theme should be able to summarize the content of the message without being lengthy or dazed. Shing's theme is daunting, such emails are not as good as skipping, and too long themes are often not displayed in e-mail browsers. For best readability, the case of letters should be the same as ordinary sentences, without exaggerating all caps. such as agenda for meeting on 3/29/07 is fine, not written agenda for meeting on 3/29/07

6. Correct use of CC (CC) and Bcc (BCC)

Most email client programs have cc and BCC functions, through which you can keep in touch with people other than the main receiver. When copying (cc and BCC) information to others, you need to be sure that the messages are appropriate for them. If you use an address list, check to check that all members of the list should receive this email, and remember to temporarily exclude unrelated people. The use of secret send should be restrained. If you have sensitive topics that need to be sent to others, it is better to discuss them in the net in the face of others.

7, forwarding messages to obey the etiquette of mail

Before you forward the message, make sure that all recipients need this message first. In addition, be cautious about forwarding sensitive or confidential information. Do not forward internal messages to external people or unauthorized recipients. Before clicking the Send button, review whether the message content is impeccable to all recipients.

8, do not get involved in the network of Words War (Flame War)

Flame War is a kind of intense mail exchange, often emotion is better than reason, and professional communication is almost nothing, can not be compared. If you receive this email one day (indicating that the fire is not far away), or that you are already involved, then if you decide you have to respond, it is better to consider it before you respond. Analyze the situation, avoid the emotion, and make a rational reply.

You can also not respond, and decide to take a face-to-face solution. Generally speaking, the launch of the Flame war is only a little misunderstanding. If there is a misnomer (or even a good wording), it is possible that the addressee will misinterpret it, and then he launches fire to fight back. Rather than answer, find the person to discuss the news. If the conversation does not solve the problem, you can only ask the manager to settle the dispute under the net.

9. Keep the email address properly

Do not disclose your partner's e-mail address to a business vendor, friend, or external person. Verify that the recipient of the message that is listed in the To and CC text boxes does have the right to receive messages, and that the e-mail addresses of others are not exposed during this process. Do not post your partner's email address on an internet forum or bulletin board, in a newsgroup (Usenet group) system, in a chat room, or in any other public area. There are a few simple ways to protect other people's e-mail addresses from being made public. First of all, if you need to let his e-mail address not be seen by other external message recipients, you may wish to use the secret send function. Second, when forwarding mail, remove their email address from the message. This will not take much time, but it can reduce the chance for your partner's e-mail address to replicate and multiply wildly in cyberspace.

10. Handle Attachments wisely

Attachments to e-mail messages consume too much storage space and network bandwidth on the mail server, and can be blamed for the onset of viruses-but they are often the easiest way to transfer files. When you send the attachment, please make sure to follow the following guidelines:

Do not attach large files; anything greater than 1 or 2M should not be sent by email.

The limit message contains 5 or fewer attachments.

Save the attachment to your hard disk, and then delete the e-mail message that contains the attachment.

Do not open the unexpected attachment, do not open the unknown from where the attachment.

Before you open the attachment, scan it with anti-virus software. Never click on an attachment until you have received a non-toxic confirmation.

Do not forward attachments to the recipient that they cannot access. If the attachment needs to run an unusual new application, say it in the message first.

11, do not contain sensitive information, or may be embarrassing information

If you think your email is private, it's wrong. That's not true. Think of them as postcards. If you don't want information to be posted on the front page of a local newspaper, never include it in an e-mail message. Or, never send a top-secret, in-house, sensitive, personal, or confidential message by e-mail. You should also avoid sending inflammatory or emotional comments in emails.

12, know when to use e-mail

Business Development has a professional business-related use of e-mail, but it is by no means a joke, gossip, or chain mail. Also, remember not to send emails to do the job that you should have spoken. It is often difficult to explain the intricacies of the subject, and what the email can do. Instead of giving complex explanations via email, a short meeting is a good way to make things clear to your face. E-mail is a lame substitute for verbal conversations when it comes to urgent, difficult, and/or unpleasant discussions, such as human resource related incidents. The emotion is easy to be heated the exchange or the face-to-face treatment is better.