Audrey Thomas

Office Essentials - Office Etiquette Pet Peeves    

In helping companies to change their email culture, there are several pet peeves employees share when it comes to using email. It's worth reviewing some of these to make sure you're not the reason for other's email angst.   

1. Attachment Etiquette. Pay close attention to the names of the files you're attaching to out-going email. For example, if you're sending your resume don't name the file "Resume 2011". Instead "Miller, Bob Resume" would be more appropriate.   
2. When sending an email, avoid overusing the priority symbol. If you're guilty of tagging every email as a priority, others are tuning you out once they see that red exclamation point sitting in their Inboxes. Stop using it and you'll probably see a better response rate to your emails.    
3. AVOID TYPING IN ALL CAPITALS. It's as if you're yelling at someone. Typing in all caps should only be used as emphasis.     
4. Stop hitting "Reply to all". This one seems to be on everyone's list of email pet peeves. Reply only to the sender if your comments do not pertain to a group's decision or if others simply do not need to know your reply. Hit the Reply to All button when everyone needs clued in on your response. 
5. Use an electronic signature block. While many already use a standardized signature block at the end of each email, it's surprising how many don't. Consider it your virtual business card in which you provide your phone number, your company's web address, and perhaps your company mailing address. Some companies provide employees with a signature block template which brands all communication coming from within the organization.
6. Bcc vs. CC.  We've all probably received email where our email address was included in the "To" line along with a host of other people we did not know. To avoid sharing people's contact information with total strangers, use the BCC (Blind Courtesy Copy) option. It protects everyone's identities and is the nice thing to do. Use the CC (Courtesy Copy) feature when communicating to people who know one another or who are all involved on a specific project.

Outlook Shortcut    

In MS© Outlook, did you know you can link to a contact from within an appointment on your calendar? It's extremely handy for phone meetings or blocked projects requiring contact with others. When your appointment arrives, you'll have phone numbers with just a click of the mouse.   

 If you're missing your Contact Linking Button, follow these steps to make it appear: