You may be wondering who makes the rules for good online etiquette. Actually, many people have developed techniques for making online communication easier. That's another wonderful thing about the Internet; we all learn from one another ;-) (a winking emoticon).
Let's start by discussing what is known as the "emoticon."
Now, let's get back to the topic of this section - rules and guidelines. There are several good books and as many web sites that provide de facto netiquette rules and guidelines. You'll find links to some of them in the Webopedia section of this module.
A premier website featuring an expert on Netiquette is Albion Publisher's "Netiquette" by Virginia Shea. Let's go to the site for Introduction to Netiquette now and read through the introduction for the text. After reading the introduction, return to this site.
All cultures rely on certain codes of behavior that determine whether someone does or does not fit into their group. These behaviors are not laws and often are not even written rules or guidelines. They are simply ways of behaving that are passed on from one generation to another.
The Internet has its own culture. Much of it transcends what is expected in face-to-face business relationships. It is basically the Golden Rule: Do unto others as you would have them do unto you. It may seem like common sense, but it is important to think before you send email messages. If you have experienced situations not mentioned in this module, you are encouraged to share those experiences with your instructor and fellow students on the class bulletin board or listserv. As the Internet evolves, so do the rules and guidelines. Those heavily involved in cyberspace believe that users should monitor their own behavior and to find ways to educate one another.
As you learn about netiquette, please pass what you have learned to others who may not have had the benefit of taking a class. They may listen to your advice, and you can share resources and techniques learned in this module.
Electronic mail has many advantages. For example, you can pick up your email at your convenience, and can correspond with people all over the world. Of course, there are also disadvantages. Email users are working with every kind of computer imaginable, from IBM PC's to Macs to UNIX systems, and this can lead to technical problems such as downloading attachments. In addition, people are using many different email programs. Some of the free email services limit the amount of messages that can be stored and the size of documents that can be sent as attachments. If you intend to send an attachment that is more than 100 kilobytes or a message of more than 100 lines, first call the recipient for permission. They may prefer that you fax larger messages.
An email message takes anywhere from a couple of minutes to an hour to reach its recipient. Email correspondence is not interactive unless you have signed on to an instant messaging system with your Internet Service Provider. After corresponding with someone over a period of time, you get accustomed to how often they check and respond to their email. If you email a group of people about a meeting an hour later, chances are not all the attendees will read the message before the meeting is to take place. If you send a message the day before a meeting, the chances increase that you will reach all the desired attendees. Remember, email is designed for convenience, not immediacy.
Never assume your email is private. In fact, it's better to assume that anyone in the world can read it. That will help you to write your messages carefully. Be professional and be careful what you say about others because email is easily forwarded. If you are sending personal email, it's best not to use your work email account and network. Also, don't use an academic (college) network for commercial or proprietary work. With some email systems, the email administrator has access to all email messages. Some companies monitor employee email to make sure users are not wasting time on frivolous messages and that the company secrets are not being leaked to unauthorized sources.
Focus on one subject per message whenever possible and make sure the subject line of your message indicates the content of the message. This will make it easier for the recipient to locate the message quickly. Keep your email messages short and to the point. Be brief without being terse. When sending a URL, include the entire address, such as: http://www.bayareajobs.com.
Before hitting the Send button, verify all email addresses. It can be embarrassing or detrimental to your company if you send your message to the wrong person. When we dial a telephone number, we have the opportunity to verify the person on the other end of the line before we begin our conversation. With email, however, we don't have that luxury.
Some email services allow users to center, bold, and change the color of text or add a variety of emoticons. However, others allow only plain text. It's best to write messages using plain text to make sure that everyone can access and read your email.
Capitalizing whole words that are not titles is seen as SHOUTING on the Internet and is considered rude. Use *asterisks* or "quotes" to emphasize words. Limit the line length of your email message to between 65 and 70 characters.
Keep in mind that your writing will be closely scrutinized. If you write your messages well and format them properly, you will be taken seriously.
When replying to a message, include the portion of the original message to which you are replying. You can even indent your reply so that your recipient can understand your response. Delete whatever is not applicable to your reply. Take time to edit. The quoted text is often identified with the greater than symbol (>) before each line.
>Please let me know if Friday's meeting time of 3 p.m. will be convenient for you.
Friday at 3 p.m. will be fine for me. See you then.
If you are forwarding or reposting a message you've received, do not change the wording. It may take a while to get used to it, but quoting is a useful tool. It helps organize information for you and your reader.
Chain letters have been around a long time. In the past, you might have received a letter in the mail that promised a big payoff if you put a dollar in an envelope with the chain letter and sent it to 10 friends. Of course, many people who sent money never received any. The money all went to those who originated the chain letter.
Never send chain letters over the Internet. Doing so may cause you to lose your Internet access. Not only are chain letters annoying to those who receive them, they are illegal if they request money or items of value and promise a substantial return. Chain letters are considered a form of gambling, and sending them through the mail, in person, or over the Internet violates the Postal Lottery Statute, Title 18, U.S. Code, Section 1302. To see the statute in its entirety, go to http://www.usps.gov/websites/depart/inspect/chainlet.htm.
Spam generally refers to mail that is unsolicited. It is mail that is usually sent to a wide variety of newsgroups and/or email addresses. It tends to be extremely annoying and generates a lot of response mail, which fills newsgroups and mailing lists with irrelevant materials. Spamming is generally frowned upon. It is comparable to junk mail.
Spam emailers have become a separate part of the Internet, with their own host computers, methods, and politics. Many Internet sites take the position that spamming is unethical and forbid it.
Some things to keep in mind about spam email:
Hoaxes can take the form of chain letters or other messages that spread false information and waste time. Before reacting to warnings about viruses, petitions, or other questionable messages, check out the validity of the information. For example, you may receive an unsolicited message warning you that your computer will crash if you open email messages with certain subject lines. If your work or college has tech support, ask for their assistance in validating questionable email.
Urban legends can be dangerous because they either cause concern where none is necessary or spread false information, i.e., bogus cures for illnesses. To see some of the latest hoaxes and urban legends, click on the site Snopes2 .
When you email people in foreign countries, keep in mind that the recipient's culture, language, and humor have different points of reference than your own. Be especially careful with sarcasm and jokes. Also, dates, measurements, and idioms may not translate easily. For example, most countries use the following format for listing dates: DD MM YYYY. That means that June 24, 2002 would be written 24-06-2002. In order to show consideration and avoid any misunderstanding, spell out the name of the month.
Cite all quotations, references, and sources and respect copyright and license agreements. Ask permission to use materials found on someone else's Web site. That includes graphics, javascripts, sound files, program files, and content. Often, permission is granted if proper credit is given or if a link is provided to the page containing the original content. Most Web sites provide the name and email of the person to contact for permission at the bottom of the home page. Keep in mind that every country has its own copyright laws.
Flaming is the practice of making personal attacks on people in a newsgroup, on a listserv, or in a personal email message. While flaming is relatively common on the Internet, most users claim to be against it.
Follow these simple rules:
Use of abbreviations is very common in email and chat rooms. Avoid or limit their use in business communication, especially when communicating with people of other cultures and nationalities. Some common acronyms are:
BCNU be seeing you BTW by the way FYI for your information IMHO in my humble opinion LOL laughing out loud 2L8 too late L8r later
A site that will help you with acronyms and abbreviations is Acronyms.
Remember that the people with whom you are communicating may be in different time zones. If they are in another country, it may take a few days for them to receive and reply to email due to time differences. You may be sending messages to a person's work email, which he or she reads during work hours. Perhaps the recipient is having technical difficulties or is out of the office for a while. Have patience.
Everyone was a "newbie" on the Web at one time or another. Be patient with those who are learning to use the Internet. If someone shows poor Netiquette, politely respond with advice. The other person will most likely be grateful, and you'll have made a new friend. Give your advice privately, not as a reply in a discussion forum, newsgroup, or mailing list. Always give others the benefit of the doubt and be kind with your criticism. If we all stop to consider how our behavior will affect others on the Internet, we will be respected citizens of the Web, good "Netizens."
Return to Virginia Shea's "Netiquette" online text and read through
her ten core rules for
Netiquette. After reading and studying them, go to the left frame
of the Core Rules page and click on the link for the Netiquette Quiz.
Take the quiz and report your grade to your instructor. How does
this quiz compare to the first one you took? How did your score compare?
Here's the link for the Core Rules of Netiquette.
Complete the assignments for this section as directed by your instructor.
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