How to not be a Dick when Using Email

When it comes to using email, many of us know the basics. But there’s a few tips that really separate the amatuers from the big boys. I pass along this wisdom to you, so that you may join the few who have truly harnessed the power of email.

1. Learn The Difference Between CC and BCC

When you’re sending emails, CC will carbon copy your recipients, meaning they’ll see the entire email and the recipient list.

When you put someone in the BCC field, you blind carbon copy them. That means they’ll get your email, but nobody else on your email (from the To or CC) will know.

2. Don’t Reply All if You’re on the BCC

If you’ve been sent an email, and you don’t see your name in the header, that means you were added to the BCC. That also means don’t reply all. Or you’ll spoil everything.

3. Respect the Distribution List

When you’re emailing a distribution list, don’t put it in the To field. That’s what the BCC field is for. Put your email in the To field (or maybe someone else), but put the distribution list in the BCC. So when everyone hits reply all, because they haven’t read this article yet, their replies will just go to the original sender… like they should.

4. Relax on the Out of Office Message

If you’re going to be out of town for more than a day, then sure, maybe set your autoreply settings to let others know there “may be a delay in your reply.” But if you’re just out for a day, or a few hours, no need to fill up everyone else’s inbox with replies that you’re in a meeting and your reply will take a little longer than normal.

Advanced Pro Tip: Are you ready for this one? I don’t even use Out of Office messages. You know what? You’ll get a reply when I’m ready to send you a reply.

By the way, using this is a great way to let spammers know your email address is in fact legit.

5. Use an Email Signature, But Keep it Brief

Email signatures are a great way to list other forms of contact, like a cell phone number, or a little ditty about which fancy device you use. No need for endless quotes, social media links, your horoscopes, pictures of your grandkids, etc.

6. More Than Three Replies? Just Call Them.

If you’re emailing someone back and forth and you’re watching the replies stack up in your inbox, then this pro tip is for you. Just call the other person. It’s faster that way.

7. Stop The One-Liners

Did you ask your co-worker for a file and they just sent it to you? Perfect. What do you do next? You do NOT reply with “Thanks!” It’s the 21st century. It’s implied that you’re thankful for what I sent you. No need to send an email just to say “Thanks” or “OK”.

8. Don’t Email Angry

Did you get an email that’s got you fuming? Maybe take a breath, sleep on it, or relax a bit before you reply. Put that energy to better use, like writing an article about how to properly use email.

9. Use an Appropriate Subject Line

Make sure it relates to your email. And keep it short. Don’t write the whole email in the subject line.

10. Keep It Concise

Keep your emails short and concise. It’s an email, not a novel. And though nobody will tell you this, the truth is, they really don’t want to read your long email anyway. Keep your message concise, and if it’s too long for an email, maybe you should try a phone call or meeting instead.

BONUS TIP

This one is for those of you who just want a little extra tip.

When you forward an email, give a little context before you forward it to your unsuspecting minions. They weren’t important enough to receive it originally, so they probably don’t have the context or know anything about the email. Give them a little context, a reason to actually care, besides “FYI!” :)

Truth be told, I love email. It’s a great and powerful way to communicate, but we generate a TON of it. But armed with these tips, you’ll be able to use email like a pro.