In May 2004, I received this corporate-wide E-mail message.  I haven't seen so many issues consolidated so well into a single kindly-worded memo.  I removed names to protect the innocent.  Also, I added information on viruses that should help someone in the midst of a virus crisis/panic, and other (I hope) useful notes.  Look for the colour fonts.
Bob
SUBJECT:    E-mail Etiquette

We are witnessing an ever-increasing volume of e-mail. We also have received a number of suggestions from our users about how to better manage e-mail that addresses overall communication guidelines. As part of an ongoing series, we are pleased to present a summary of the techniques that you may be able to employ to improve your [business] communication experience.

Beware of Hidden Readers
If confidentiality is an issue, don't use e-mail. You may intend to send an e-mail to one person, but an inaccurate keystroke or the recipient's decision to forward the message could land your message on a number of unintended readers' screens.

Do You Really Need to E-mail the World?
Do you really need to add all those people for informational purposes? Send e-mails only to those who really need to receive them. Avoid the use of a set distribution list unless that list includes only those who should receive the notification.

Write as Though Mom Were Reading
Regardless of the intended reader, write your message as if your boss or mom were looking over your shoulder. Remember, in the hands of the reader, your e-mail may be read in the elevator or forwarded to other parties.

Subject Lines
Always include a subject line in your message or when forwarding. Make the subject line meaningful. It's often the only clue the recipient has about the contents when filing and searching for a message.

Copy With Care
Sending a copy (cc) or blind copy (bcc) to a recipient who doesn't need to read your message adds to the clutter in everyone's mailbox. As a rule, send a message to the person you want to motivate to act and send copies strictly as a courtesy or an FYI.

Reply-to-All NOT!
Don't use reply-all to give corrections:  Send corrections to the sender of the message and let that person decide how to revise the announcement.  In fact, there is no good use of the reply-to-all option.  If everyone on the E-mail distribution truly needs to see what you write, it's important enough to compose an original message.  I've seen too many messages addressed to hundreds of people because the reply-all option was used when the reply was "no, thanks." 

Don't Be a Novelist
Messages should be concise and to the point. Think of it as a telephone conversation, except you are typing instead of speaking.

Keep an Eye on Spelling, Grammar and Punctuation Your readers will notice this and an errant spelling can change the meaning of a sentence. Your e-mail determines what impression you will leave with recipients.

Virus, Virus, Virus
Resist it! If you receive a suspicious e-mail with an attachment, do not open it! If you don't open it you can't get the virus. Just delete the message from your inbox. If you have opened a suspicious e-mail attachment and think your computer may be infected with a virus, please contact ... [your company's computer help line].   (If you don't have an anti-virus program installed, you may get a free virus scan online www.symantec.com  or utilize their virus-specific removal tools if you know what virus you have.).

Don't Use E-mail to Let Off Steam
Upset or angry? Compose yourself before composing your message. Don't take the chance of sending a poorly worded message that could worsen an already difficult situation. Use the "Save As Draft" feature and review your message at a later time. (For safety, take the addresses out of the TO: and CC: fields in your draft until you are ready to send.  I've commonly seen people accidentally press the send key.)

Repeat Messages
Sending the same message to the same recipient more than one time can be perceived as pestering. It is courteous to give recipients a chance to respond to a previous message before re-sending the original message. Sometimes, people are out of town or involved in multiple projects and can't respond quickly. By the same token, please try to keep up to date with your e-mail so that any reminders are kept to a minimum.

Attachments, Attachments, Attachments
Attaching extremely large files, such as databases, graphics and spreadsheets, can be a problem for the sender and receiver. Consider sending a link or compressing the attachment first. When replying to a message with an attachment, remember to detach the attachment; your reader already has the attachment.

Do Not Reply to Spam
Spam is unsolicited electronic junk mail. If you are on the receiving end of  a spam mailing, do not reply to the sender; do not even use the "unsubscribe" option. These people are looking to confirm your address to send you more spam, even to sell your address to others. Usually, your reply accomplishes just the opposite of what you intend; it confirms your e-mail address to other spammers. Please do not sign up for the recipe of the month no matter how tasty they seem; that's another way they get your e-mail address.

Resist the Urge to Capitalize
Readers interpret messages in caps as a form of shouting. The eye is accustomed to reading a mix of uppercase and lowercase letters. Writing in all uppercase will slow the reader and may impede understanding and acceptance of your message. You may wind up sending the wrong "message" with your message.

Advice on Using [your specific mail software]
[Contact your company help line, go to the software company's website, and search Jim Coates' computer advice column history at www.Tribune.com .]

Bottom Line
Above all else, remember that electronic mail is about communication with other people. When you compose an e-mail message, read it over before sending it and ask yourself what your reaction would be if you were the recipient. In fact, ask yourself if e-mail is the correct vehicle for the communication. Would a phone call work just as well? Do you really need a face-to-face meeting? Any time spent on making our e-mail clearer is time well spent, so let's take the time.
 

For more about Bob, see the website at www.Aronsohn.net