Here are some tips to help you manage e-mail
- Accepted e-mail practice
- Subject-Give a Clue
It is very helpful for the person receiving e-mail to know a little
about the message. Always include a subject - a few short descriptive
words to indicate the content of the e-mail.
However please note that whenever you
are asked to send e-mail to the group, we will provide a hyperlink
(in bold and underlined) that you can click to send a mail. This
will open a message automatically with the correct subject heading
for the mail and insert the correct e-mail address. If you do
not use this link then your activity will not be recorded as having
- Flame Mail
Do not send something in an e-mail that you would not
say directly to the person or persons involved. Do not use inappropriate
language. This is known as flame mail.
- Check it BEFORE You Send it!
Once you push the send button, your e-mail has gone to
the recipient. You cannot get it back. Check your e-mail BEFORE
you send it!
- Responding to Questions
When replying to a question, or series of questions,
it is helpful to include the question they asked with your response
The person reading our mail cannot detect our emotions or
tone of voice. For that reason, emoticons (emotions + icons)
are often used. Some of the most common ones you will see
are (Tip your head sideways to see them!): smiling
:-) winking ;-) laughing
:-D sad :-(
- The Number One New User Mistake
NEVER USE CAPITAL LETTERS. THIS IS CONSIDERED SHOUTING.
- Ignore Chain Mail
This refers to message which ask / tell you to pass on the
message to 20 other users or you will receive bad luck. This is
nonsense - do not participate in this as people generally do not
like to receive these messages.
Ignore Urban Legends
Urban legends are messages which ask you to respond to help
a "poor sick boy" or something like that. Most of
these are just stories and new users often fall for this. Ignore
It is only polite to start
a letter with a greeting so Dear Xoliswa or Hi Susan is an acceptable
way to start e-mail messages also.
Sign off Nicely
Often new users forget to say who they are – so the receiver
does not know who the mail is from – especially if you are
writing from an institution where your address is a number
or an abbreviation. It is a good idea to change this – if you want to change that
number to your name, in Pegasus – go to Tools, Options and
then Personal name.
- Throw It Out!.
After you have read it, replied to it, dealt with it, or
ignored it - delete it! If there is an e-mail that you might
have to refer to in the future, save it in a folder. However,
you should review your folders every few months and throw out
messages, which are no longer useful to you.
- Remember, e-mail is
not private communication. Your e-mail correspondence
will have your e-mail address attached to it. Other people may
also gain access to it and read the contents.
- Check e-mail daily
and reply to mail as soon as possible.
Enjoy the online chatting with your group -
it is the fun part.