The Proper Use of E-mails

A bit of background to start off with.

There are two methods of transporting data between devices. In a very short explanation, TCP system insures you get what you are transferring, of downloading, such as websites. However E-mails use the UDP system (popular) which only hopes that it gets to it destination.

So, what this means is that you can not be 100% sure that your E-mail got to its destination.

Now, a little about SPAM.

All E-mail service providers have their own spam controls and some are set way too high. So, what I recommend to people is that they change their spam settings to open or off depending on the service. This allows you to access all of your E-mails. Then anything that does come through that is spam, can be dwelt with properly.

How to deal with SPAM.

This information is based on being compliant with the CASL (Canadian Anti-Spam Legislation), all E-mails need an unsubscribe option. That must be dwelt with first. If the SPAM still keeps coming after 30 days, then drag that particular SPAM to the Junk or Spam folders. Then leave them there for at least 30 days, because most E-mail service providers will then make a spam rule based on the fact that it was in that folder. Spam rules can vary depending upon the E-mail address, IP address or content info.

What to do about missing E-mails.

First off, is check your Junk or Spam folder just in case it went there by mistake. But hopefully by now you have your spam open or off to allow all E-mails to come to you.

Then, because of the UDP system you can lose an E-mail or two over time. However, sometimes you need to Whitelist an E-mail address.

You can reduce the risk of an unknown lost E-mail by setting your E-mails to receive a receipt that some-one has opened it.

How to bulk E-mail people.

Firstly to use an E-mail program that sends you E-mail one at a time. And make sure ALL E-mails are CASL compliant. In my many years of experience, I have come across an unwritten rule from Microsoft. If you send more than 8 and at least one of them is a Microsoft account, and repeat the process, Microsoft will most likely mark your address as a Spammer.

The composing of E-mails.

Most E-mail programs will not let you skip the address and subject lines. However, some programs let you skip the subject. This is not a good idea. Many services will mark that as Spam. Also, never use “test” or any other similar wording as it too can be marked as Spam. It must at least be a small sentence, typically about the content of the E-mail. Stay away from harsh words as some providers will block that too.

Additional E-mails etiquette

When dealing with E-mails, it is good to pickup the following habbits as well:

Always acknowledge receipt of e-mail, as that way the sender knows you got it.
Only use BCC if you do not expect a small group to converse over the content.
All capital is know to be yelling, but useing italicize, bolding or underline to making a word or two to stand out.
Keep in mind that you use full sentense and spell check to get a point accross.
For attachemts, try using smaller files for more efficiency.
It is allway good to have a signature that is CASL compliant.
It is good to resist emojis if you want to be professional looking.
Aways use an professional looking email address. This helps to aviod being marked as a spammer.

Summary

E-mail are primarily on the UDP system and not be depended upon. Open your SPAM settings. Utilize CASL the best that you can. Use unsubscribe option first. Then leave the SPAM in the Spam folder for 30 days. Whitelisting is a great option to insure you get certain E-mail that have been marked as Spam. Be-careful not to do too much in the way of bulk E-mails. Don’t leave the subject line blank and be careful with the choice of words.

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