On the tenth anniversary of her regular series for Cambridge Network members, software training expert Karen Roem repeats the very first of her handy tips to help 'Tame your computer'. A decade on, and it seems many people still haven't learned 'Netiquette' - the best practice she describes for emailing a large group of people (Microsoft Outlook).
Tame your computer - think before you send
Netiquette is etiquette practised or advocated in electronic communication over a computer network. The most important rule of email netiquette is "Think before you send".
This week I'd like you to think before you post email messages to a large group of people. If you use the To: or the Cc: field you will send an email that has all its recipients listed. Not only can it be really annoying having to scroll through screenfulls of names, but - more importantly - if the message falls into wrong hands (don't we all sometimes forward a message, that might get forwarded again, and again and again; you get the picture?) the email addresses might be used for commercial mailing lists, adding to the epidemic of junk email. However,
Did you know?
Using the Bcc: (Blind Carbon Copy) field, the recipients' email addresses are not visible. If you want you can give a "description" in the To: field similar to the one I use for my tips, i.e. "weekly tip subscribers".
1. Create a message as normal.
2. In the To: field enter the name you want recipients to see, followed by your own email address in between <> brackets. The To: field should (for example) look like this: weekly tip subscribers <email@example.com>
3. Enter the recipients' email addresses in the Bcc box, separated by commas or select recipient names from your Contacts list by clicking on the Bcc button. Alternatively, enter the name of the distribution list in the Bcc field. (If the Bcc field is not displayed, you can select it from the Options tab.)
4.Compose and send the message as normal.
The email message will be sent with the sender's email address in the From field, addressed to "weekly tip subscribers" (or whatever name you specified in step 2). Hiding your friends' and colleagues' email addresses is common courtesy and good netiquette.
PS I'm committed to sharing the best of what I know with others so please don't keep these tips a secret. If you enjoyed today's tip, please forward it to anyone you feel may benefit or reprint it (with full copyright and subscription information) in your newsletters and message boards. Got a tip to share? Submit it by emailing firstname.lastname@example.org - if your tip is selected, I'll publish it along with your name; the bragging rights will last a lifetime.
19 January 2015
Karen Roem offers software training and support through her company Roem Ltd. Contact her by email ( Karen@roem.co.uk) or visit her website at www.roem.co.uk
Please note: Cambridge Network's Learning Collaboration members have the opportunity to book places on Roem Ltd courses at a reduced rate.
Highly respected training company, specialising in Excel, Word, PowerPoint and Outlook. Since 2001 we have successfully developed and delivered training courses for public and private clients, large and small, across 23 countries around the world. We feel passionate about sharing the best of what we know with others and strive to help as many people as we can.