Email Etiquette Quiz

The most important thing to do with every email is to ensure that it is free of spelling errors, uses full sentence structure, and proper grammar. Additionally, having a proper sign-off, such as TIA or Sincerely, adds a professional touch to the email. Therefore, all of the given options are important and should be done with every email.

When sending a message, it is important to copy only those people who absolutely need to know. This ensures that the information is shared with the relevant individuals who are directly involved or affected by the message. Copying everyone in the department "just in case" may lead to unnecessary clutter and confusion. Similarly, copying your boss and your boss's boss may not be necessary unless they specifically need to be informed. Copying only the essential recipients helps maintain clear communication and prevents information overload.

The correct answer is to compress the file and then ask when would be the best time to email it. Compressing the file reduces its size, making it easier and faster to send. Asking when would be the best time to email it ensures that the recipient is available and ready to receive the large attachment, preventing any inconvenience or delays.

Using lots of capital letters to emphasize certain words is considered to be poor e-mail etiquette. This is because typing in all capital letters is perceived as shouting or yelling in online communication. It can come across as aggressive or rude and may be seen as disrespectful or unprofessional. It is generally recommended to use proper punctuation and formatting options, such as italics or bold, to emphasize words or phrases more appropriately and politely.

Using lists with bullets or numbers is the best way to make several points in an email because it helps in organizing the information and making it easier to read and understand. Lists provide a clear structure and allow the recipient to quickly grasp the main points being communicated. By using bullets or numbers, each point can be clearly identified and emphasized, ensuring that the information is effectively conveyed in a concise and organized manner.

At the end of an email message, it is important to include all your relevant contact information. This allows the recipient to easily get in touch with you if they have any further questions or need to follow up on the email. Including only your name may not provide enough information for the recipient to contact you, and including your name and company may not be sufficient if they need additional details such as your phone number or email address. Therefore, including all your relevant contact information ensures effective communication and accessibility.

Paragraphs in an email message should be short. This is because long paragraphs can make the email appear overwhelming and difficult to read. Short paragraphs, on the other hand, make the content more digestible and easier to comprehend. They allow for better organization and clarity, ensuring that the recipient can quickly grasp the main points being communicated. Additionally, short paragraphs make it easier for the recipient to respond to specific points or questions in the email, promoting effective and efficient communication.

E-mail clients are programs or services that allow users to view and manage their e-mail messages. They provide a user-friendly interface for accessing and organizing e-mails, allowing users to send, receive, and store messages. Examples of popular e-mail clients include Outlook, Thunderbird, and Apple Mail. These clients often offer additional features such as contact management, calendar integration, and spam filtering to enhance the overall e-mail experience.

The tone of a professional email message should be conversational. This means that it should be polite and professional, but also friendly and approachable. It should not be too formal or too casual, as it is important to maintain a professional image while still engaging the recipient in a friendly manner. Using a conversational tone helps to create a positive and professional impression while also fostering effective communication.

The correct answer is to type a personal comment about why I am forwarding that specific email to that specific person. This is because providing a personal comment helps to provide context and explain the reason for forwarding the email. It adds value to the recipient and helps them understand the importance or relevance of the email. It also shows thoughtfulness and consideration towards the recipient's time and attention.