Student E-mail Etiquette

Below are a few common sense guidelines you should follow which will help you use e-mail effectively.

Style

•             Keep messages short and to the point.

•             Use blank lines between paragraphs to improve readability.

•             Use bulleted lists for more concise messages when appropriate.

•             Use mixed upper and lowercase letters.  Text in all uppercase letters is more difficult to read, and USING ALL UPPERCASE IS CONSIDERED SHOUTING.

Content

•             No e-mail system is totally private--think of an e-mail message as a postcard being sent through the U.S. Postal Service.  It is unwise to send very personal or sensitive information through e-mail.

•             E-mail can be subpoenaed by law enforcement if a student is suspected of breaking the law.

•             Use an appropriate subject line; this will help the recipient locate or file your message in their inbox.

•             Pay attention to grammar and spelling.  E-mail is less formal than letters, but people will form an opinion of you based on how you write.

•             It is a good idea to spell check and read over every message before sending it.

•             Sign all of your e-mails with your name.  If the e-mail is being sent to a teacher, you should include your teacher's name and your class period.

Attachments

•             File attachments are limited to 40 MB.

•             Your total storage on the server is 25GB.

•             If you are sending a rather large file to a recipient, you may want to notify them that you are sending a large file first.  A cluttered e-mail account may not be able to receive a large attachment.

•             Let the recipient of your message know what type of file you are attaching.  If the recipient does not have the program, let's say Word 2007, they may not be able to open your attachment.

Courtesy

•             Do not forward chain letters.

•             Do not forward anything without editing out all the forwarding >>>>>, other e-mail addresses, headers, etc. from the forwarders.

•             For business e-mails, do not use abbreviations like BTW (by the way) or LOL (laugh out loud).  Also, avoid using emoticons in business e-mails. :-)

•             Before sending a message, consider whether you would say what you have written to the person's face.

•             Instead of hitting "Send", you may consider pressing the "Save to drafts" button.  This will place your message in the "Drafts" folder.  Then you can come back to review and edit the message if necessary before sending.  It is much easier to delay sending an e-mail than it is to try to repair the damage from a hurtful message.

•             If you're asking for something from someone, say "please" and if someone does something for you, it never hurts to say "thank you."

Replying

•             Try to respond within a reasonable time period.

•             Pay careful attention to where your reply is going.  If a personal message ends up on a bulk mailing list, it will be embarrassing for you and annoying to the other recipients.

•             Do not overuse "Reply to All".  Only use "Reply to All" when your response needs to go to every person who received the original e-mail.  This will eliminate receiving excessive, unnecessary e-mail to filter through.

•             If an e-mail has been forwarded or replied to many times, consider starting a new e-mail.  If you are starting a new topic, please start a new e-mail with a new subject so it may be filed correctly.

•             If someone is asking a lot of questions in an e-mail, embed your message so the response is to the appropriate question.  Try to make your response a different color, font, or size for the reader to easily acknowledge.

Abuse

•             Nokomis CUSD #22 filters incoming e-mail for inappropriate language and content.  However, no filter is 100% effective.  Students should report all inappropriate and/or abusive messages to their principal.

•             Abusive messages from other students will be forwarded to the appropriate district staff.

•             E-mail from a company, such as your mom's work e-mail, is considered private property of the company.  It may be copyrighted and should not be used.  The other person may not answer personal e-mail at work as it is company time and could get them in trouble.

•             If you do not recognize the sender, do not open the e-mail and report it immediately.  Many times, malware can start through one person's e-mail.

Protecting Your E-mail Address

•             Reduce spam by not posting your e-mail address to webpages or use it to sign up for newsgroups, interactive forms, online contests, etc.  E-mail addresses are harvested for spam this way.

•             If you receive spam in your inbox, DO NOT click the "remove from list" button or reply to the message.  This will only alert the spammer to you being a live victim and may land you on many spam e-mail lists.


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