Computers and communication.

Your Online Communication and Life

Your computer is the main gateway to the Internet and email, but smartphones and tablets offer these services as well. With evolution in the tools of the Internet comes evolution in the etiquette of their use—or "netiquette." The basic principle remains the same: treat others online with the same kindness you would in person.

Online General Etiquette

When communicating online, keep in mind these three rules:

Don't Substitute Human Contact

Some discussions—like ending a relationship or requesting a raise—are better conducted face-to-face.

Be Mindful of Tone

It's easy to misinterpret text. Don't type what you wouldn't say in person.

Think Before You Post

Once you email or post online, you can't take it back. It can be saved, shared, or forwarded—and do damage.

Email Basics and Pitfalls

Over 210 billion emails are sent daily, and the majority are spam. Used correctly, email establishes and maintains relationships. Used incorrectly, it causes problems. Here's how to effectively use email:

It's Not Private

Emails can be forwarded or sent to the wrong recipient. Never include sensitive information.

It's Not Always Reliable

Important messages—a resignation or bad news—must be delivered in person or by telephone.

Your Boss Owns Work Email

Anything sent on company equipment is company property. Personal matters on personal equipment, please.

Email Etiquette Tips

Address with Care

Use Bcc when emailing a group to protect others' privacy. Double-check recipients before clicking send.

Use a Delay Feature

If your email program has this feature, use a "send delay" to provide time for last-minute editing.

Always Use a Subject Line

Make it brief and descriptive. Spam filters automatically block blank subjects.

Keep Messages Short

Be concise and get to the point.

Avoid All Caps

Typing in all caps = SHOUTING.

Use Emoticons and Abbreviations Wisely

These are fine for casual messages, but avoid them in business emails.

Use Asterisks for Emphasis

If your email can’t do bold/italic, use this to highlight text.

Proofread Everything

Even casual messages should be checked for grammar and clarity.

Forwarding and Spam

Before forwarding anything, consider:

Does the recipient actually want this?

Do not pass along hoaxes or virus warnings without first checking if they are genuine.

If you do not want to receive forwarded content, courteously ask to be removed from the list.

Email Mistakes: Fixing Them

If you are sending something offensive or inappropriate by email accidentally:

Seriously apologize.

Do it in person if you can.

Be honest and patient; trust can take a while to re-establish.

Other Email Features

Automatic Signatures

These can be useful but leave out personal quotes from business emails.

Attachments

Only open files from trusted sources. They could contain viruses.

Cc vs. Bcc

Use Cc to include others transparently; use Bcc to protect privacy in mass emails.

Reply All with Caution

Only use it when everyone needs to see your response.

Read Receipts

Use sparingly—they can come off as distrustful.

Replying to Emails

Respond to personal emails within a day or two, and business emails within 24 hours. If you’ll be away, use an auto-reply with details.

Business Email Etiquette

Work email is for work messages, not for gossip or jokes. Follow these rules:

Be Concise

Keep messages clear and to the point.

Be Timely

Check email regularly but don't let it interrupt your workflow.

Stay on Target

Don't send useless emails and don't overuse "Reply all."

Leave Out Sensitive Material

Use a different method for confidential matters.

Mind Your Tone

Be professional—no slang or emotional communication.

Don't Misuse Urgency

Mark emails "urgent" only if they are.

Avoid Porn or Inappropriate Content

This can lead to serious consequences or dismissal.

When Leaving an Employer

Ensure your emails are redirected and your account is deactivated appropriately.

Instant Messaging in the Workplace

Instant messaging (IM) is a quick, silent communication tool. However:

Don't disturb people incessantly.

Be professional—no gossip or inappropriate material.

Respect "Do Not Disturb" states.

Keep your focus during calls or meetings.

Close conversations tidily with a polite sign-off.

Video Calls

Video calls are also great to stay in contact, especially with distant family members or workmates. Just remember:

Look presentable.

Be aware of what's in the background.

Shared Computers

Using a shared computer:

Take turns and be respectful of others' needs.

Don't read other people's files or emails.

Leave the area tidy.

Leave a message about issues for the next user.

Public Computer Use

Using a computer in a public place:

Be mindful of what others can see on your screen.

Don't use unsecured Wi-Fi without protection.

Mark your device in case it gets lost.