Spam and E-Mail

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Spam and E-Mail
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Spam

• Spam is unwanted e-mail usually meant to sell
  something to the recipient.
• If a business or organization with which you are
  affiliated (bank, museum, etc.) sends you
  information, it is not technically spam, although
  you may not wish to receive it.
• Name is possibly inspired by the old Monty Python
  sketch.

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Spam Lies

• It might state that you asked to be on the
  mailing list.
• It might state that it will remove you from its
  mailing list if you ask.
• It might make claims about an amazing product or
  deal.
• LIES LIES LIES!!!

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Avoiding Spam

•  Set up a separate e-mail account (like on
  yahoo) to receive any e-mail that could lead to
  spam and more spam.
• Provide this account for subscriptions,
  warranty cards, or other commercial requests.
•  You should be able to give your real e-mail
  address out to friends, schools, government.
•  Uncheck boxes that ask if you are willing to be
  sent e-mail that reflects your interests, etc..

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Filters (if youre getting spam)

• Most e-mail programs have a filtering system.
  Very general varying degree of sensitivity.
• Can sometimes tell e-mail to block certain
  domains.
• Many third party programs exist. Computer
  magazines review them.

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Dealing With Spam E-Mails

• Never use the link that states to click here to
  be removed from mailing list. Its a scam to
  confirm your e-mail.
• If an established company (your bank) sends you a
  message, can use the click here to be removed
  option.
• Dont click on the link to learn more (although
  sometimes its hard to resist.)

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Your Web Pages and Spam

• Never put a web address on a web page.
•  Use a graphic to hide the text that appears.
• Rework the HTML
• 64 is the _at_ (at-sign), and that 46
  is the ".
• So, jsarachan_at_sjfc.edu would be
• jsarachan64sjfc46edu

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Discussion Groups and Spam

• When posting on Usenet
• Give a fake e-mail
• Give your spam e-mail (yahoo)
• Add an obvious phrase
• jsarachan_at_ihatespam.sjfc.edu

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Is E-Mail Always Appropriate?

• Ask if e-mail the best way to communicate?
  (sensitive material, slower to write)
• Dont e-mail to avoid contact.
• Dont e-mail when youre angry.
• Resist humor and tongue-in-cheek comments if they
  can be misunderstood.
• There will be a record.
• Dont send spam.

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Writing E-Mail Carefully

• Be concise
• Proofread the e-mail (spell check)
• Save the e-mail frequently (draft)
• Check e-mail address
• Create a clear subject (add Action, FYI, or
  Urgent)
• Avoid capital letters
• Announce attachments

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Replying to E-Mail

• Scan all message to see if situation has changed
• Dont return all of senders message (cut and
  paste)
• Revise subject line if subject changes

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Formatting E-Mail

• Use design in longer messages (bullets, headings)
• Date and address provided by program
• Include salutation (Dear Jane or Jane)
• Double space between paragraphs
• Make any important questions into a paragraph.
• Dont hit return after each line
• Avoid all capitals or all lowercase
• Include your name and/or signature at end.
  Closing optional (Sincerely, All the best.)

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Writing E-Mails

• Introduction, Body, Conclusion
• Active voice
• Make listed items parallel
• List steps
• To find a web site, turn on the computer, open
  Internet Explorer, and then type the URL of the
  website.

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E-Mails that Inform

• What the e-mail is about
• Why a policy or event is occurring
• What are the procedures for the policy or event

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E-Mails that Request

• Requests should be respectful and courteous
• Directions should be written clearly
• Precise deadlines should be provided

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E-Mails that Respond

• Concisely summarize the response and date of
  request
• Provide information
• Summarize information

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E-Mails that Sell

• Send targeted e-mails
• Offer something special for recipient
• Make it easy to receive offer
• Keep message short and conversational
• Focus on you
• Develop only one or two points
• Allow for removal from mailing list
• Make it easy to respond

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Net Acronyms

• BFN Bye for now
• BTW By the way
• GR8 Great
• IMO In my humble opinion
• LOL Laughing out loud
• POV Point of view
• ROTFL Rolling on the floor laughing
• TIA Thanks in advance
• Page 223-224

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Emoticons

• -) or ) Smiling
• -( or ( Frowning
• -o Shock
• -) or ) Winking
• Page 226

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Email Etiquette

• http//www.emailreplies.com