Email is one of the most popular applications used on the Internet. Unfortunately it is also one of the most abused. So, how does one use email effectively? This article contains some rules and guidelines to help you. These are not absolute rules, but are sensible guidelines that help people communicate more effectively using email.

What's it an email?
An email can be anything from an informal one-liner to a formal letter. Before you write, consider the purpose of your message. Keep your email short and to the point - it is best to limit yourself to five or six bullet points or a couple of paragraphs. Try to have only one topic per email. Do not send your email to people who don't want to read it.

Think carefully before clicking Reply to all- did you really mean to reply to everyone or just the sender? Use the CC and BCC fields where appropriate.

Don't forward or bounce email unnecessarily. Bouncing is when you have no intention of modifying the content of message - the complete and original information is passed on elsewhere. Forwarding is to pass on an email which is modified, annotated or edited. Forward if you have something to add or change, bounce if you don't, or if the message has been send to you in error.

Never forward virus hoaxes, chain letters, petitions or "make money fast" schemes. Never reply to SPAM or junk mail - ever.

Subject line
Your mail should include a subject line. This is what people see when they browse through their inbox and it is often the only clue people will get as to what the email is about. Make sure the subject line is meaningful and descriptive - don’t just put Hello. Messages without subject lines are also more likely to be identified and tagged as SPAM or deleted before being read by the recipient. If you are replying to a message but are changing the subject of the conversation, change the subject too - or better still, start a new message altogether.

Formats
Use only plain text in your email. Note that people use different email programs (Mulberry, Outlook) and platforms (Apple Macs, PCs, or Linux/Unix computers) to access their mail. Messages do not necessarily translate well between them if you are not using plain text. Remember that what you create in your compose window is not necessarily what the recipient sees - they may not have colour or font-style formatting in their email program, for example. If you must compose an email in RTF or HTML, provide a plain-text alternative.

Use correct grammar and spelling

Use correct grammar and spelling. Poorly-worded and misspelt messages are hard to read and potentially confusing. Just because email is fast mode of communication does not mean that it should be slipshod.

Attachments
Don't attach files unnecessarily. Attachments take longer to download than plain text emails and can be a source of viruses. Instead of sending an attachment, consider putting the text you wish to send in the body of your email or send a URL (web address) or some other reference instead. If you really do need to send an attachment, make sure that the recipient of your email can open the attachment you send. It is best not to use proprietary formats such as MS Word, or PowerPoint. Never send attachments to email lists or to large groups of people. The sheer volume entailed in many copies of a large attachment can overwhelm mail systems.

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