E-mail Communications Presented by D11NR Communication Services 2008 .

E-mail Communications E-mail Communications

Presented byPresented by

D11NRD11NR Communication Services Communication Services20082008

www.d11nuscgaux.infowww.d11nuscgaux.info

April 21, 2023April 21, 2023 Communications ServicesCommunications Services 22

When working with email,

have you ever gone from working

calmly to . . .

THIS?


TOPICSTOPICS

Courtesies and Etiquette Courtesies and Etiquette

Technical Pitfalls Technical Pitfalls

Best Practices Best Practices

D11NR Distribution ListsD11NR Distribution Lists

IAW


ETIQUETTE ETIQUETTE

Convey a professional image Convey a professional image within and outside the Auxiliarywithin and outside the Auxiliary

Communicate what is intended Communicate what is intended and avoid misunderstandingand avoid misunderstanding

Be aware any message sent is Be aware any message sent is permanent and referred to laterpermanent and referred to later


Form and ToneForm and Tone

Ever received a reply which was Ever received a reply which was irrelevant to your message?irrelevant to your message?

Write single subject messages.Write single subject messages.

Send multiple messages Send multiple messages when using multiple topics. when using multiple topics.


Impressions lastImpressions last

Descriptive subject lines get Descriptive subject lines get attention attention

BE BRIEF, the less text, BE BRIEF, the less text, the better understoodthe better understood

Use the Use the splel splel checkerchecker


SendingSending

Cc:'s only to the people who are Cc:'s only to the people who are directly involved with the subject directly involved with the subject

For group e-mailings use the For group e-mailings use the Bcc: field (Blind copy) Bcc: field (Blind copy)

Get author’s permission Get author’s permission to forward a message to forward a message or attachments or attachments


Reduce FlamingReduce Flaming

Misinterpretation of email messages Misinterpretation of email messages happens, SPECIALLY WITH CAPITALShappens, SPECIALLY WITH CAPITALS

Shy away from opinions & emotionsShy away from opinions & emotions

Clarify differences with Clarify differences with discussions by telephone discussions by telephone and face to faceand face to face


Technical PITFALLS Technical PITFALLS Blockage & FiltersBlockage & Filters

A message sent is not always receivedA message sent is not always received

SpamSpam Report spam to ISP while on the webReport spam to ISP while on the web

SecuritySecurity Email is like a postcard, visible in transmissionEmail is like a postcard, visible in transmission

Forgery, Spoofing, and PhishingForgery, Spoofing, and Phishing Email mischief which could be maliciousEmail mischief which could be malicious

Listing email Addresses on the WebListing email Addresses on the WebSuggest using: Suggest using: www.gmail.com


Best Practices for Best Practices for AuxiliaryAuxiliary EmailEmail

PLEASE!!! Maintain current email PLEASE!!! Maintain current email address in AUXDATA address in AUXDATA

AUX business only, we do not send AUX business only, we do not send chain letters, jokes, or other chain letters, jokes, or other unrelated materialunrelated material

Politics or sexually oriented content Politics or sexually oriented content do not belong do not belong

Follow the Chain of LeadershipFollow the Chain of Leadership


D11NR Distribution ListsD11NR Distribution Lists

PURPOSE: To keep members informed PURPOSE: To keep members informed

Email lists are derived from member Email lists are derived from member information in AUXDATA information in AUXDATA

Idea: Have a separate Auxiliary email Idea: Have a separate Auxiliary email address in AUXDATA from address in AUXDATA from your normal email address your normal email address


All members receive All members receive distribution messagesdistribution messages

Please do not forward Please do not replyPlease do not forward Please do not reply


Distribution EmailDistribution Email

CHDIRAUX: ‘ALAUX’CHDIRAUX: ‘ALAUX’

National: ‘USCG Auxiliary eNEWS’National: ‘USCG Auxiliary eNEWS’

District Messages from:District Messages from:

• Elected Leaders & StaffElected Leaders & Staff

Special Groups:Special Groups:

• QUALS: IT, VE, MS, OPSQUALS: IT, VE, MS, OPS

• Unit Officers: Elected & AppointedUnit Officers: Elected & Appointed


Creation of ListsCreation of Lists

Downloaded from AUXDATADownloaded from AUXDATA Self Subscribe on WebsiteSelf Subscribe on Website

For those wishing not to be on a For those wishing not to be on a distribution list, remove email distribution list, remove email

address from AUXDATAaddress from AUXDATA

NOT RECOMMENDEDNOT RECOMMENDED


Reporting Distribution as SpamReporting Distribution as Spam

Reporting district distribution email as Reporting district distribution email as spam to an ISP is very serious . spam to an ISP is very serious .

This creates an automated message sent This creates an automated message sent to the district web service provider stating to the district web service provider stating all service from district provider will be all service from district provider will be blocked. blocked.

In that case, the member will In that case, the member will be contacted to determine the be contacted to determine the best way to provide service.best way to provide service.


Visit D11NR web siteVisit D11NR web site

For email information For email information &&

all resources for all resources for

mission success:mission success:

www.d11nuscgaux.infoOr email Or email

[email protected]@d11nuscgaux.info


Discussion about emailDiscussion about emailAdvantages and disadvantagesAdvantages and disadvantages

E-mail Communications Presented by D11NR Communication Services 2008 .

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