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Malware Advisor Blog

Basic Emailing Etiquette and Ecurity

Just some basic emailing etiquette that if followed, will make everyone's life easier. Especially those of us who receive loads of email and spend the time to sort them all.

Email Forwarding

There are fundamentals about addressing email that too many users either don't know, or just don't care about -- and that goes for heavy users of emails as well as the n00bs. Most email apps require something in the To: field. When addressing email to several people, assume that the information is written to the people in the To: field. If the email is also for the information of others -- but they are not expected to act on it and/or  reply to it-- put their addresses in the CC: field. 'CC' stands for 'carbon copy'. All recipients will see who the message is To: and who has been CC'd and if any of them Reply All, 'All' means those in the To: and CC: fields.

If you want others to read the email without revealing their addresses to the To: and CC: recipients, place their addresses in the BCC: field. BCC stands for 'blind carbon copy'. A Reply All from To: or CC: recipients will not go to those originally in the BCC: field, since BCC'd addresses are hidden from the To: and CC: recipients.

When addressing email to more than several recipients (I have groups set up, see below) -- and if you don't expect (or want) them to be able to Reply to anybody but you, there are at least two ways to hide their email addresses from each other. One, of course, is to put them all in the BCC field. Since email clients require something in the To: field, you can put your own address there. One problem with this method is that so few people are aware of the BCC option or its uses, they may think you are sending the email solely to them.

Another method of hiding email addresses is to create a distribution list. This should be an option with all email clients , although I know it's much easier with some software than with others. I can create a list containing fifty recipients from my address book, and send my mail to this list name (Example: 'Soccer Team', 'Family', so forth) nearly as easily as I could place fifty addresses in the BCC field. Once created, a group list can be edited (to add or remove addresses) and used again.

Especially with emails that are forwarded over and over, users who don't follow these practices create two problems:

Email Clean-up

>>>>Here is another thing that bugs me.

>>>> >>>>>Don't you hate it when you get emails, open them, and find loads of these...>>>>>>>>>>>>>>

>>>>> >>>>>>If the email is worth sending at all, then its worth the time to try and clean it up some

>>>>>> And you just know that if you have seen the chain\hoax\urban legend style email once, more than likely so have your friends

>>>>>>So do us all a favor, firstly, by not sending obvious chain mail, and most all of them are hoaxes (see link below), >>>>>>

>>>>>>And secondly, by removing all these>>>>>>>>>>>>>>>>>>>>>>>

>>>>>> >>>>>>You should also remove headers from previous mailings -- including the email addresses -- if any


emailStripper is a free program for cleaning the ">" and other formatting characters out of your emails. It will restore "forwarded" or "replied" emails back to their original state so they're easier to read.

Related Links

MailWasher Pro    Free Email Directory Postini Mail Stats   

HoaxBusters   FortiNet