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by admin last modified Sep 26, 2016 01:04 AM

Thoughts on the 2016 Port Townsend Film Festival
Coming Tuesday morning.

Thoughts on September's OUCH!
This edition of OUCH! cautions us to slow down before clicking an email's send button. It could just as well caution us to slow down everywhere. Most of my mistakes and those of my colleagues come from steaming ahead too fast. — Ned Schumann

SANS OUCH! for September Email Do’s and Don’ts
Overview
Email is still one of the primary ways we communicate, both in our personal and professional lives. However, we can quite often be our own worst enemy when using email. In this newsletter, we will explain the most common mistakes people make with email and how you can avoid them in your day-to-day lives.

 

Auto Complete
Auto complete is a common feature found in most email clients. As you type the name of the person you want to email, your email software automatically selects their email address for you. This way, you do not have to remember the email address of all your contacts, just their names. The problem with auto complete is that when you have multiple contacts that share similar names, it is very easy for auto complete to select the wrong email address for you. For example, you may intend to send an email with all of your organization’s  nancial information to “Fred Smith,” your coworker in accounting. Instead, auto complete selects the email address for “Fred Johnson,” your neighbor. As a result, you end up sending sensitive information to unauthorized people. To protect yourself against this, always double-check the name and the email address before you hit send.

 

Replying to Email
Most email clients have two options besides ‘To’ for selecting recipients: ‘Cc’ and ‘Bcc.’ Cc stands for “Carbon copy,” which means you want to keep people copied and informed. Bcc means “Blind carbon copy,” which is similar to Cc; however, no one can see the people you have Bcc’d. Both of these options can get you in trouble. When someone sends you an email and has Cc’d people on the email, you have to decide if you want to reply to just the sender or to everyone that was included on the Cc. If your reply is sensitive, you most likely want to reply only to the sender. If that is the case, be sure you do not use the ‘Reply All’ option, which includes everyone. With a Bcc you have a different problem. When you send a sensitive email you may want to privately copy someone using Bcc, such as your boss. However, if your boss then responds to your email using Reply All, all of the recipients will know that you secretly copied your boss on your original email. Whenever someone Bcc’s you on an email, do not Reply All, only reply to the person who sent the email.