Email Strategies

1. Email Strategies
AHaller

2. You’ve Got Mail

3. What About Email?
 Write a one minute paper - what email address do
you use?
 If you have more than one email list them and
comment what led you to chose that email address
 What is the story behind the name(s) you selected?

4. What does an email address mean?
 It is an unique name that consists of a user name and
domain name that identifies the user
 A plain ordinary email address why is it best?
Next

5. The World Wide Web
 What takes place when we sign on?

6. How does email travel?
Step 4.
When recipient uses
e-mail software to check
for e-mail messages, the
message transfers from
incoming mail server to
recipient’s computer
Step 2.
Your software
contacts software
on your service
provider’s
outgoing mail
server
Step 3.
Software on outgoing mail server
determines best route for data and sends
message, which travels along Internet
routers to recipient’s incoming mail server
Step 1.
Using e-mail
software, you
create and send
message

7. A number uniquely identifies each computer or device connected to
Internet
The IP address informs where to
send and transmit information
Every email carries an IP address

8. What is IP Addressing?
 The client (your computer) has a network interface
card (NIC card) with a MAC address
 Your router has a unique IP address with your Internet
Service Provider.
 Every email we transmit carries our IP address and our
NIC card or MAC address that uniquely identifies our
computer
 www.ipchicken.com
 www.whatismyipaddress.com

9. How to trace an email
IP Address 124.6.63.102

10. Email Trace
IP Address 124.6.63.102
Western Union often is a transfer point for fraudulent purposes
Or
Divulging One’s Bank Account Information

11. Sending Email
Unless encrypted more than just the sender and receiver
have access to the transmission
 Does the Internet service provider retain a copy?
 Can a hacker capture a copy with a packet snooper?
 Can the government capture a copy?
 If sent from work can our employer can read it?
 Does our email remain indefinitely somewhere on any
of the above computers? What of Sarbanes Oxley?
How many years?

12. Employer/Employee Activity
Because an employee uses the employer’s machine, web
connection, desk, time, etc do we have any privacy
rights?
Whatever web searches we do while at work can they
be monitored by management? In fact will they?

13.  Every Company has Employees who Abuse the Internet, some of whom spend
hours per day surfing news, shopping, sports, gambling and sex sites. Others leak
confidential information, engage in personal email and chats, download software
and music illegally, hog network bandwidth or harass coworkers.
 This abuse by employees is costing their companies huge amounts of money. For
example, a company with just ten employees who each waste an hour a day on the
Internet is losing $50,000 per year in lost productivity.
 But consider this: If you investigate just ONE EMPLOYEE and find that your
suspicions about bad behavior are correct, you will have easily paid for Spector
CNE Investigator many times over.

15. Where to Encrypt in Word to send as an Attached file

16. 16

17. Netiquette – what is it?
Golden Rule: Treat others as
you would like them to treat you.
 Code of acceptable behaviors users should
follow while on the Internet

18. All Email is Mood Sensitive
SAD GLAD FUNNY
MAD FACTUAL INTENTIONAL
MISINFORMING

19. All Email is Mood Sensitive
SAD GLAD FUNNY
MAD FACTUAL INTENTIONAL
MISINFORMING

20. When On the Receiving End of Inappropriate
Email
SAD – be sympathetic as needed FUNNY – Bear with the
crudeness and possible
insult – be cool – write
nothing – if needed phone
saying they crossed the line
FUNNY
MAD – Avoid responding in like
kind – give them what they don’t
deserve - grace “It is my offense I can do
what I want to with it”
THREATS THAT ARE
NOT JUST VEILED
THREATS – take it up
the chain of command
– do not respond

21. Email Systems
 Email Etiquette
 Determine whether email is the proper communication
method
 Do not use all caps, which indicates SHOUTING
 Do not respond with strong language or insults
 Flaming
 Use emoticons and emojis sparingly
 Emoticons and emojis are rarely appropriate for business
email
Chapter 4: Communicating
Online 21

22.  Netiquette is the code of acceptable Internet behavior
22

23. Email Signature
 What is an email signature?
 It is a predetermined banner or statement at
the end of a message. Sometimes it can be
our contact address or salutation.
 In business usually the email signature will
be a disclaimer prohibiting the unauthorized
reuse of the message or attachment without
approval of the sender.

24. EMAIL DISCLAIMER
This email message and all attachments transmitted with it may
contain legally privileged and confidential information intended
solely for the use of the addressee.
If the reader of this message is not the intended recipient, you
are hereby notified that any reading, dissemination, distribution,
copying, or other use of this message or its attachments is strictly
prohibited.
If you have received this message in error, please notify the
sender immediately by telephone (561-xxx-xxxx) or by electronic
mail, and delete this message and all copies and backups
thereof.
Thank you

25.  Don't Send That Email. Pick up the Phone!
 1. It is hard to get the EQ (emotional intelligence) right in email. Tone
and context are easy to misread. In a live conversation, how one says
something, with modulations and intonations. With email it is hard to
get the feelings behind the words.
 2.Email and text often promote reactive responses, as opposed to
progress and action to move forward. It is hard for people to pause and
think about what they should say. Avoid reacting to any incendiary
message. Always take the higher ground over email. It can save your job.
 3.Email prolongs debate. Because of the two reasons above, debates
continue well beyond the point of usefulness. Situations which start
relatively benignly over email, only to escalate. Misstatements and
misreads abound. When I ask people if they have called or asked to meet
the counterpart to try and reach a resolution, there is usually a pause,
then a sad answer of "no.“
 4.Avoid digital conflict resolution.
Harvard Business Review on Email

26. Your Computer Can Get You Fired
 A) Blog it up. Most company policy is that employees must first get permission to write for a
non company outlet. Never write about work on the Internet unless your boss knows. Example
Cisco.
 B) Play A Way: New York City Mayor Michael Bloomberg caught sight of a solitaire game on a
city employee's computer screen and fired him. Employees who use a company computer for
personal matters on company time are stealing.
 C) Look at pics. One third of bosses have fired workers for misusing the Internet. The reason
was the viewing, downloading, or uploading of inappropriate or offensive content.
 D) Post your pics. Employers monitor social networking sites. Not only do companies fear
employees posting proprietary information, but they also don't want to find photos of the boss
dancing on the table drunk at the holiday party. Opinions posted that run contrary to company
values get employees fired.
 E) Write R-rated E-mails. Over 25% of employers have fired an employee for E-mail-related
offenses said it was for inappropriate or offensive language. Assume that someone inside the
company is reading it..
Employers are concerned with their legal liability, companies archive
electronically stored information, rather than erase it, and it's subject to
discovery in a federal lawsuit. Most companies monitor E-mail
automatically

27. What email needs to be avoided?
Any transmission of sensitive information
Any strongly held opinions, strong emotions (anger,
fear, sadness, arrogance) , off colored jokes, cynical
statements, slander, exaggerations, intentional
misstating of fact, words that convey double
meanings. Demotions and sudden job loss can occur
 For trying moments send an email that reads – “we
need to talk – I will be available at 3PM” or “we need
to talk let me know what time is best for me to call
you to discuss your concerns?”

28. Doctor Resigns Over Obama
E-Mail
By A Local Newspaper - Sunday, July 26, 2009
The president-elect of the … County Medical Association
stepped down Friday, apologizing profusely for forwarding
an e-mail image that portrayed President Obama as a witch
doctor ….as news of the e-mail spread, leaders of
prominent medical institutions distanced themselves from
his actions…"The ….. County Medical Association regrets
and is appalled by the statements accepting his resignation.

29. Substitute telephoning for
sensitive email

30. Personal Application:
 Should I change my current email name?
 If a distinguished neurosurgeon can be forced to resign
and disgraced over ONE email who else could a job loss
occur happen to?
 Could my emails possibly invite a legal attack or even
personal attack one day if I am not careful?
 Should I have an email disclaimer as my email signature?
 For sensitive information – what is an alternative means
to communicate more effectively?