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Where to put the recipients email addresses
Attachments
Links in an email
Newsletters (bulk emailer)
Where to put the recipients email addresses
When sending an email to a group of people put the email addresses in the
BC (blind copy) field. What BC does is sends the email to everyone and no
one can see who else you
sent the email to.
- TO: everyone sees who you have sent the email to (some
peoples email programs have the entire list displayed in the body of the
email) Use this when you are sending
a email to a primary person.
- CC: (carbon copy) everyone sees who you have sent the
email to the "TO" person and they also can see who you have put
in the "CC" field.
This is used to demonstrate that the recipient is a secondary person to the
email and that it is not intended for their
direct
response.
- BC: (blind copy) or BCC: (blind carbon
copy) The addresses in the BC or BCC field will not be displayed the the
recipient of the email. You put addresses in this field
when you do not wish to share with everyone that you are sending the email
to the
people
in this
field.
Its is also appropriate when you do not have a primary person you are
sending the email to. This is very important to do what sending a bulk
email notice.
Why is it important to put multiple email addresses in "BC:"?
- Spam & privacy. It protects them from someone on your list reading
your list of emails and sending out emails to them. Then your user is open
to receiving unsolicited emails from people they may not care to.
- Virus protection. Everyone on this list receives every
email into there email program. This can open the door for a virus that
that recipe ant may have on their computer. That virus then can be sent
to everyone on your mailing list infecting their computers.
- Clarity. Often people viewing your email see the
entire list of who you sent it to before reading the content of your email.
If you have a great number of names it is requiring the user to scroll down
unnecessarily to get to your very important content.
Attachments
This is tricky business! I recommend not sending any attachments and
not opening any attachments. But
if you really want to, here are some recommendations on how best to do it.
Sending
attachments
- Personalize. write your name and or the recipients name in the body of
the document- (text that can clearly not be created from information from
your
email program)
- Notify. Clearly indicate in the email that you are attaching
something and explain exactly what is attached "this is a picture of
my dog Charleston- 'chuck.jgp' "
- Small attachments. Use a compression soft wear and keep you files under
100k.
- AOL users. Do not put the image in the body of the email. If the recipient
does not have AOL, they can not see it.
Opening attachments
- Recognize. Know the sender of any email address. If you
open up an html email and there is an image in it then a spammers knows that
your email address is active.
- Auto-open OFF. Do
not set your email program set to automatically open files. First review
the body
text
of
an email (which is safe to do). If you feel the attachment is safe,
then double click on it to open it. If you didn't open it you are safe-
just delete it.
- Personalization. The body text of the email has personalized information
in it- such as your name or their name. Make
sure that you know the person that has sent you the attachment and trust
them.
- File explanation. The body text of the email explains
exactly what kind of file is attached. If they have not mentioned the attachment
in the email they may not have knowingly sent it.
- Double check it. If the sender did not provide you with the information-
do not open it, email the person and ask them if they sent it to you.
Why is it important to do this?
- Viruses are very smart these days. They can:
- They watch you. They can tell who emails you and only send emails from
the people who email you
- Resend emails. They can go into your sent emails, take
and email that you have sent and an attachment name that you have sent and
send out a virus
infected
email.
(I just got one- the body of the email I had received before, and the attachment
said "catalogocostumi2.doc.scr (71k) " this was a virus) hence
write in your body of your email about the attachment.
- Hide the extension name. You will see a file "mydog.jpg" and
have a hidden extension that is a virus. Windows has several hidden file
extensions (which
will NEVER
show,
even if
you tell Windows to show all file extensions) any file can carry a virus
payload,
including seemingly benign ".txt" files, ".jpg" files, and "*.mp3" files -
ANY file can be a virus file!
- Send mean extensions. Never launch a file attachment
that ends in ".com," ".exe," ".vbs" -
this includes
files named "filename.doc.com" - this is NOT a Word file, this is a virus file.
- Trick you. If you open something and it is not what it
said it was- or it doesn't make sense why that person would send that file
to
you.
Immediately look for help! you have most likely been infected. (my friend
keeps
getting sent emails from a friend "check out photos of my cat"...
her friend does not have a cat... don't open!)
- Personalize your emails. Most viruses can not know that the email
is too "Sarah" and from "your love bunny, Kevin". But they
are very clever in writing text that makes you feel safe, so specific about
what is in your email. If there's no
salutation, don't open the attachment.
- Small file sizes are friendly to the user.
- Slow connections. some users have a slow connection,
downloading your image can take forever.
- Small email servers. Some people have limited email
space- and your email could be the last straw and the receiver can no longer
receive emails after yours (that happens to my email server all the time).
- Know your file size (PC - right click on the file and
see the properties of that file).
Links in an email
Linking to a file such as a flier or a performance flier is a very nice way
of sending out a gorgeous photo to people. Often your email service provider
gives you a web page and you can learn to upload pictures and the like to there.
Sending and receiving links- similar rules apply to sending
links as it does to sending attachments.You should:
- Personalize. (know the sender/tell who you are)
- Explain. Make it clear what the link is.
- Include all information. about the event in the body of
your email, just in case the user is to nervous to click on your link the
user can still get all the information.
Pluses to having a link to your graphic:
- In-box fearlessness. Frees the receiver of concern about
having viruses in their email in-box.
- Options. Does not force the user to view the image if
the user is nervous about viruses at the same time you will still be able
to share the image with people who wish to see it.
- No download time. People can open their email without
out having to be burdened with downloading it into their email program and
taking up precious
email server space.
Why is it important to follow Best Practice for links?
- Unknown links can be dangerous. If virus inspired email
has the user click on a link it can take the user to a place that automatically
downloads a virus into their computer while distracting them with some stupid
page- a joke, porn site, or whatever. If you were duped into clicking on that
link- clear up what virus or spywear you just got!
Newsletters (bulk emailer)
Newsline:
- One time (affordable) fee
- One time set up
- Tech support to assist you in installing it on your website
- Unlimited number of email sent out at no extra charge
- Total control over look and feel. You can integrate the look and
feel of your website in your email marketing.
- Must have a website to install it on.
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Have you received a email that looks like a web page? Those are not attachments.
I feel they are the safest and most attractive way to send images to people.
You can purchase this bulk email option from a variety of sources.
Why is using a newsletter program a good thing?
- Mailing list protection. Viruses can not hack into the
email address list and send viruses to the list.
- In-box fearlessness. It relaxes your recipients
from fears of viruses being attached.
- Send your spam. You have the freedom to send out as many
emails as you want (cost varies depending on
your newsletter provider) some
email
services
restrict
the number
of emails
you can send out per day (hotmail for example)
- Lots of pictures. Since the photos are not attached the actually email
is quite small in the recipients email box.
- Anonymous opt out. You do not have to be bothered with removing anyone
and they don't have to be shy about not wanting your spam.
Draw backs:
- Pay for it. Most bulk emailers that I have seen require
you to pay to use them (or they are lengthy set ups).
- Learn. how to use it. Yet one more thing to master.
- Users have to know you. Since spammers are also using
this technology to figure out if a users email is active often times the
email will go into
a users junk mail folder for their protection. So your recipient has to have
opted in for your newsletter and make sure it is being delivered to their
in box.
- Website or Not. Some newsletter services require you to
have a website and some do not.
Happy emailing
Now that you are armed with some basic how to's have fun emailing out your
wonderful performance times while being virus free. If you would like more
information on any of these topics, request more informative newsletters, correct
the info
here,
or just
want to say "kewl dude", feel free to contact
us.
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