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Prodapt Confidential

Slide 1
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About e-mail

•e-mail stands for electronic mail.


•e-mail has become one of the most commonly used
forms of communication, yet its invention passed
with little note.
•Unlike some other communications breakthroughs,
like the telegram or phone, nobody thought that
email would grow as big as it has.
•Even the inventor of email, didn't know he was
creating something important.
•But despite its humble beginnings, email has
become an important part of our world.
Prodapt Confidential
Slide 2
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Inventor of e-Mail
Inventor: Ray Tomlinson Year: 1971
Base: ARPANET (Advanced Research Projects Agency Network)
•We all owe a debt of gratitude to the man who made all this possible. Everyone
recognizes the names of Alexander Graham Bell (Father of Telephones), and
Guglielmo Marconi (Father of Radio). But how many people recognize the name of Ray
Tomlinson and know what he invented? He was the person who invented email.
•It is not a toughest project he ever worked on.
•It took only 4 - 6 hours for him to invent the email
•During the first session it was told that "It would be like the telephone but they
wouldn't have to be there to answer the phone."
•It was not called as email initially, it is said as 'mail' or 'message'
•In 1993 with the initiative of other people many ideas raised and the email was
enhanced
•Alexander Graham Bell and Marconi became a household name -- someone children
learn about in school -- because he invented the telephone. But consider that in this
high-tech era there are more emails sent every day than telephone calls. That
definitely gives Tomlinson his own place in history, if not a life of fame and fortune.

Prodapt Confidential
Slide 3
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E-Mail History

•Ray had no idea that he was creating what would become email when he combined the SNDMSG and
CYPNET programs (earlier communication tool).
•Actually, it was quite easy for Ray to combine the two programs. One decision that Ray needed to make
was how to separate the username from the name of the machine that the message was being sent to.
After a quick ponder, Ray decided upon the @ character as a separator.
He soon had a complete program, which was actually two separate programs: a server receive and store
messages, and a client to view and send messages.
•Now came the moment of truth: the first email to ever be sent. This moment of truth passed rather
quickly, as the message was one of many that Ray used to test his program, and he merely thought he
was writing a program, not creating a new form of mass communication. The contents of the first email
message is lost to history, but it was probably something like "QWERTYUIOP". (Newman)

After working the bugs out of his new program, Ray decided to present it to his co-workers. In 1971, Ray
sent the first email to other people: an announcement of his program and an explanation of how to send
messages.
•Email quickly became very popular and spread very quickly, but nobody thought of it as something new
and great. Everybody who used it viewed email as just another logical step in the growth of the ARPANET.
•Despite a lack of notice, email use grew rapidly. Just two years after its introduction onto ARPANET,
email use took up 75 percent of all traffic on ARPANET. Nobody realized how big email was becoming for
quite a while, and when people did, they realized that email would spread and greatly change the way
people communicated.

Prodapt Confidential
Slide 4
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Fundamentals of e-mail

A Quick look at the fundamentals of the e-mail:


•How to create a login
•How to compose a mail
•How to ‘reply’ & ‘reply all’ option to a mail
•Mail forward
•Folders and ‘My folders’ option
•Saving to a folder
•Address book and group aliases
•Sign out
•Subscription
•Remember my id on this computer
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Slide 5
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E-Mail Etiquette

Prodapt Confidential
Slide 6
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Why do you need email etiquette?

Professionalism
Using proper email language will convey a professional
image.

Efficiency
E-mails that get to the point are much more effective
than poorly worded emails.

Protection from liability


Employee awareness of email risks will protect
company from costly law suits.
Prodapt Confidential
Slide 7
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What are the etiquette rules?

There are many etiquette guides and many different


etiquette rules. Some rules will differ according to
the nature of the business and the corporate
culture.

Prodapt Confidential
Slide 8
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30 most important email etiquette tips:

1. Be concise and to the point.


2. Answer all questions, and pre-empt further questions.
3. Use proper spelling, grammar & punctuation.
4. Make it personal.
5. Use templates for frequently used responses.
6. Answer swiftly.
7. Do not attach unnecessary files.
8. Use proper structure & layout.
9. Do not overuse the high priority option.
10. Do not write in CAPITALS.

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Slide 9
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30 most important email etiquette tips:

11. Don't leave out the message thread.


12. Read the email before you send it.
13. Do not overuse Reply to All.
14. Take care with abbreviations and emoticons.
15. Be careful with formatting.
16. Take care with rich text and HTML messages.
17. Do not forward chain letters.
18. Do not overuse request delivery and read receipts.
19. Do not copy a message or attachment without
permission.
20. Do not use email to discuss confidential information.
Prodapt Confidential
Slide 10
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30 most important email etiquette tips:

21. Use a meaningful subject.


22. Use active instead of passive.
23. Avoid using URGENT and IMPORTANT.
24. Avoid long sentences.
25. Don't send or forward emails containing libelous,
defamatory, offensive, racist or obscene remarks.
26. Don't forward virus hoaxes and chain letters.
27. Keep your language gender neutral.
28. Start an e-mail by wishing a person instead
directly mentioning the name.
29. Don't reply to spam.
30. Use cc: field sparingly.
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Slide 11
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Prodapt Confidential
Slide 12
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