Communicating with Email

Electronic mail is one of the most popular tools made available through the Internet. It is an efficient and effective means of network communication. One of the most valuable features of communicating via email is that it is asynchronous, meaning the recipient need not be at a computer to receive the message you send. The message will be stored and available to be read when the recipient is ready to read it.

In order to send and receive email, you must have access to an Email account.  Preferably this account will be at your academic institution. If you have any problems or questions about using email you can ask your instructor for assistance.

TIP: As an Internet Navigator student, you will be expected to communicate with your instructor via electronic mail. You are responsible to have an active email account. You must also know and input your email address correctly on all assignments.

Email Addresses

An Internet Email address will consist of three major parts:

The username is the unique name assigned to the user of an Internet account. The @ sign separates the person from the Internet computer where mail is received. The machine address is the domain name of the Internet host, or mail server.

Anatomy of an Email Message

Each email message has a header and a body. The header contains information about who sent the message, the date, time, and subject line. The subject line is an important element in the email message. Be sure to indicate what your email message is regarding since this helps the person receiving the message determine its priority. The body contains the actual text of the message. Here's an example:

Date: Thu, 28 Dec 2000 10:42:26 -0700 (MST) From: Carol Hansen <chansen@weber.edu> To: Nancy Lombardo <nancyl@lib.med.utah.edu> Subject: A typical email message ---------------------------------------------------- When reading your email, you will see the header which tells you who sent the email and the date it was sent. It will also have a brief subject line. Remember to include a subject when you send email. The main message will be in the body of the email message.

Netiquette

It is essential for all users on the Internet to recognize that they are responsible for their own individual actions while using the net. Netiquette is simply the use of common courtesy and polite behavior while using the net. Some basic rules of email netiquette are:

1. Check your mail often, delete or download messages as needed.
2. Word your messages carefully to avoid misunderstanding.
3. Limit replies and forwarding, it's easy to overdose on email.
4. Capitals represent shouting, so only capitalize entire words if you are adding emphasis.
5. Don't forward an email message from someone else without their permission.

For more complete information on Netiquette, see The Core Rules of Netiquette.

Expression in Email

Because email relies on basic text, it can be difficult to express emotion. People involved in the discussion are not able to see the body language or hear the intonation of the speaker. Messages that are meant to be humorous or sarcastic can mistakenly offend the recipient. For this reason, it is important to carefully consider the wording and implications of messages you send. Reread your messages before sending them to ensure that you are making yourself clear.

There are conventions used in electronic correspondence that allow you to indicate that you are making a joke, or are being sarcastic. These conventions are called emoticons. When you first see an emoticon in use, you may think someone has slipped on their keyboard. However, if you turn your head sideways (to the left) you will see that they are showing some kind of emotion. These are three of the most common emoticons you will encounter.

Emoticons
Smiling - Expressing Humor Colon, dash, right parenthesis	:-)
Winking - Joking, Expressing Sarcasm Semicolon, dash, right parenthesis	;-)
Frowning, Expressing Sadness or Displeasure Colon, dash, left parenthesis	:-(

Emoticons are typed right into the text of your message where needed. Here's a list of Emoticons. They can be amusing, but remember not to overdo it!

Flaming, or replying to an email message with an angry and reactive response is not appropriate behavior on the Net. Because email is so quick and easy, and because many of the people corresponding are people who have never met face to face, some users allow themselves to respond to messages with angry, and sometimes irrational replies. This is referred to as flaming. Try to avoid this. Think carefully before replying. Be rational in presenting arguments. Use civility and good judgment while corresponding with other individuals on the Internet. The Internet is a collection of interested people sharing ideas. Each of these people deserve respect and consideration.