Outlook Email Tips, Tricks & Tools

Use Clear, Concise Subject Lines
Use clear, concise subject lines that accurately reflect the message. People can get hundreds of e-mail messages a day so if you want yours to get read, give them a reason.

Use the word "urgent" if appropriate (and only if appropriate—don’t cry wolf). Sometimes you can even convey the entire message in the subject line.

Use The Appropriate Fields
Use the To field for the person(s) directly involved in the subject.

Use CC (courtesy copy) for those who do not need to act but need to be aware.

Use BCC (blind courtesy copy) when sending to a large group and everyone doesn’t need to see the list of recipients. You can also use BCC when the primary recipients don’t need to know who else is staying informed (be careful of the politics that can get involved here).

Be Prepared For Public Scrutiny
A good rule of thumb is to never say anything electronically that you wouldn’t say to the recipient’s face – or want to see on the front page of the paper.

If you are involved in a lawsuit, all records – including e-mail (and the messages you deleted but are stored on the network back-up!) will be subpoenaed (just ask Bill Gates about this one).

Use A Professional Address
An address like hotstuff@yahoo.com may be your preferred image for personal email, but it doesn’t convey a very professional image.

The best choice is to have your own domain name and have email sent there (like tricia@triciasantos.com). If you use an ISP address, use a professional username.

I strongly suggest keeping the free services for personal use (since that’s what a lot of spammers use, I delete all messages from those services with the barest of glances at the subject lines).

About Tricia Santos

The most brilliant solutions are worthless if they can't be explained in a way that makes sense to the people who have to implement them. With Tricia's background in social work, a master of divinity degree and experience in helping people cope with life's challenges.

Tricia explains things in everyday English, not geek-speak.

In a discussion about communications skills among computer professionals, one client recently called her an "anomaly!" (She thinks he meant that as a compliment!!) She is equally comfortable talking one-on-one or interacting with large groups. And, if you find this book well-written, she can write, too.

Tricia combines her skill with technology and her counseling experience to help people gain a sense of control over technology. Fundamentally practical, she "takes the technical out of technology" so it becomes a useful tool, not an expensive toy.

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