Email Etiquette

1. Email Etiquette Ways to properly send emails on mass emails Note Any email address used is made up for this presentation. Please do not use these since they are fake. Georgia 4-H does not except responsibility for the use of these. So Please use for the purpose of examples.

2. What are mass emails • Mass emails are emails sent out to multiple people • These emails are meant for multiple people and not just one person • These emails are usually informational messages to get in touch with more people easier.

3. Rules For sending out Mass Emails • Make sure that they are SPELLED properly, no one hates having the embarseement of misspelling • Do not send personal or praise emails out over mass email • Make sure that the email is for everyone to view and is not offensive!!!! • Always remember Adults read all these emails

4. To: Group@massmails.com From: big@yahoo.com Topic: Attn Marc Subject: This is for marc only and if you are not him delete. Marc the ballgame the other day was just sweet , I know we are the best team. Marc you are the coolest!!!!! Tim To: Members@thelist.com From: billy@hotmail.com Topic: Officers Meeting (officers only) Subject: I was emailing you to tell you that we will have a meeting this Thursday at MacDonald's. We will be going over the months community service projects. See you there Bob President Examples of bad emailsRemember these emails are fake!

5. 1st Email The first email was just plain rude and stupid It is rude to fill up other peoples emails with personal stuff that you could take the time to find marc’s email and email him directly. Also what if there were people from other teams reading that email. Personal emails are meant for personal addresses! 2nd Email This email might seem to be ok but really it is not. The non officers might over look the topic read the email and show up at the meeting Only to waste their time and GAS!!!!! If you want to email the officers make a separate list serve or put the emails in, do not email the club list serve. Reasons why both were bad!

6. To: Group@massmail.com From: Songsinger@email.com Topic: problems at the club office Subject: This week the construction going on around the office has been sort of destructive. The power has been cut at the office and there is no power. If you were planning on going by the office to work on project please try next week Jan To: Tech@ga4h.org From: Robbie@robsworld.com Topic: The web page assignments Subject: As you all know the deadline for turning in you pages you are designing is March 24th Please have these completed by this time and up on FTP. Hope everyone gets these done ASAP Robbie Examples of good emailsRemember these emails are fake!

7. 1st Email This email is informative for all the members It also is meant for everyone! It in no way makes any personal remarks It is ok if you want to add jokes or comments that the whole group understands. 2nd Email This email is a perfect example of a deadline or meeting time email! It was not sent for just the select few but for the entire club Make sure if you email at anytime you make sure the email is similar to these formats. If not, thinks about emailing it before you fill up others inboxes! Reasons why both are good!

8. So what can you do? • First make sure you know all the rules for emailing on mass emails, and make your emails comply. • If you find someone misusing mass email, email them privately and ask them to stop • If there are major problems contact the Georgia 4-H Technology Leadership Team for additional resources.

9. So please help spread the word Spread through the whole Georgia 4-H Program!

10. In the end… • We can all do our part to make sure this miss use is eradicated from the groups we work with Designed By: Robbie Jones Communication Director for Georgia 4-H Technology Leadership Team February 9,2003 Any Questions should be sent to: 4HTECHCORP@LISTSERV.UGA.EDU This email address is a real one!