Good Practices for E-Mail

Some very helpful tips courtesy of Noel44.

A computer expert received the following directly from a system administrator for a corporate system. It is an excellent message that ABSOLUTELY applies to ALL of us who send e-mails. Please read the short letter below, even if you're sure you already follow proper procedures.

Do you really know how to forward emails? 50% of us do not!

Do you wonder why you get viruses or junk mail?

Do you hate it? Every time you forward an e-mail there is information left over from the people who got the message before you, namely their email addresses and names. As the messages get forwarded along, the list of addresses builds, and builds, and builds, and all it takes is for some poor sap to get a virus, and his or her computer can send that virus to every email address that has come across his com puter. Or, someone can take all of those addresses and sell them or send junk mail to them in the hopes that you will go to the site and he will make five cents for each hit.

That's right, all of that inconvenience over a nickel!

How do you stop it? Well, there are several easy steps. Try the following if you haven't done it before:

(1) When you forward an email, delete all of the other addresses that appear in the body of the message (at the top).

That's right, delete them. Highlight them and delete them, backspace them, cut them, whatever it is you know how to do. It only takes a second. You mustclick the "Forward" button first and then you will have full editing capabilities against the body and headers of the message. If you don't click on "Forward" first, you won't be able to edit the message at all.


(2) If you want to send an email to more than one person, do not use the To: or Cc: fields for adding email addresses. Always use the BCC: (blind carbon copy) field for listing the email addresses. This is the way the people you send to will only see their own e-mail address. If you don't see your BCC: option click on where it says To: and your address list will appear. Highlight the address and choose BCC: and that's it, it's that easy. When you send to BCC: your message will automatically say "Undisclosed Recipients in the "TO:" field of the people who receive it.

(3) Remove any previous "FW:" in the subject line. You can re-name the subject if you wish or even fix spelling.

(4) Always hit your Forward button from the actual e-mail you are reading. Ever get those e-mails that you have to open 10 pages to read the one page with the information on it? By forwarding from the actual page you wish someone to view, you stop them from having to open many emails just to see what you sent.

(5) Have you ever gotten an email that is a petition? It states a position and asks you to add your name and address and to forward it to 10 or 15 people or your entire address book. The email can be forwarded on and on and can collect thousands of names and email addresses. A FACT: The completed petition is actually worth a couple of bucks to a professional spammer because of the wealth of valid names and email addresses contained therein.

Do not put your email address in any petitions. If you want to support the petition, send it as your own personal letter to the intended recipient. Your position may carry more weight as a personal letter than a laundry list of names and email address on a petition. (And don't believe the ones that say that the email is being traced, it just ain't so!).

Some of the other emails to delete and not forward are:

1. The one that says something like, "Send this email to 10 people and you'll see something great run across your screen." Or sometimes they'll just tease you by saying "some thing really cute will happen." It ain't gonna happen! (We are still seeing some of the same emails that we waited on 10 years ago!).

2. Don't let the bad luck ones scare you either. Trash them.

3. Before you forward an 'Amber Alert', or a 'Virus Alert', or some of the other emails floating around nowadays, check them out before you forward them. Most of them are junk mail that's been circling the net for YEARS! Just about everything you receive in an email that is in question can be checked out at Snopes and other hoax buster sites. Just go to www.truthorfiction.com (the best hoax buster) www.snopes.com or hoaxbusters.com

It's really easy to find out if it's real or not. If it's not, please don't pass it on. Let's stop the junk mail and the viruses.

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